The ICT Solution Developed for Ultimate Recruitment - Case Study Example

Introduction This individual reflection is aimed at a comprehensive discussion of the recommendations and solutions proposed by our group towards the ICT solution developed for Ultimate Recruitment; contemplation of the thinking pattern and how the group evolved during the process of solution seeking and generation; along with an assessment of my contribution to the group’s successful completion of the assignment. Therefore, this report is divided into three sections: Reflection on the proposed ICT solution; Reflection on the group; and Reflection on Self. Section I: Reflection on the proposed ICT solution Ultimate Recruitment, although a pioneer in providing suitable candidates to its clients has been facing challenges owing to the vast amount of data and information handling it has to do which is increasing day by day and which demands huge investment of time and resources since these data and information are scattered across its various departments and offices. The solution proposed by our group is directed to facilitate the operations at UR both internally as well as extenally. Internally in terms of easy data input, storage, management and retrieval by the management at UR as well as the Job applicants or seekers who are enrolled with UR for placements. Also, our propsed system would help in better communicaiton flow through integration of communication channels. Externally, our solution would help the clients of UR – The Recruiters or companies who collaborate with UR for access to information of suitable candidates for the vacancies generated in their organizations. The solutions proposed by us are very much viable as it addresses all the concerns of UR in a cost effective and efficient manner. The implementation of a web portal or a web application with the desired features and functionalities as listed in the ICT report is quite practical owing to the availability of plethora of softwares such as Dreamweavers, Fireworks, FreeHand or Photoshop and tools such Roundtrip HTML and HomeSite. These softwares make the development of web portals with HTML documents, webpages, easy and simple navigation between the webpages, information upload, update and access etc. a very error free, efficient and time saving process. Development of a centralized database containing all the candidate details along with company requirements and the avenue for updating these records as and when the need arises is made possible through various ‘database management systems’ like Oracle, SQLServer, etc. These databases are also not office specific but universal for everybody at UR due to the integration of networks of different office at separate locations. This has been made possible by a system of Wide Area Network technologies using a ‘remote server’ to store and share information. This removes data redundancy and duplication. An entity or architecture for ‘short message service’ is another practical and feasible segment of our recommendation which aims to utilize the information communication technology for faster connectivity and data travel such as informing the job seekers or applicants that certain company has selected their resume for interview process. Finally, an overall amalgamation of all above systems into the ERP (enterprise resource planning) structure to be developed for UR which will link all its functional departments (Registered Job seekers Management, Registered Employers Management, Jobs Information Management and Communication & Information Sharing) and this makes the entire solution holistic, complete and perfect for the business service operations’ management at UR. Section II: Reflection on the group The entire progression from intiation of discussion on the assigned topic to the final completion, recommendation and editing of the report, has been a very collaborative and well structured process for our group. Right from the beginning, a consensus was evident on the system of ‘work distribution’ for various group members. This work distribution was arrived at through a process of mutual agreement on the basis of competency and aptitude of various members on a particular segment of the report. However, it was also discussed that such a decentralized method of working would not yield result as no central monitoring would happen. Hence, we as a group decided to mark milestone dates for each of us at which we would hold group meetings to see the progress of work of each of us and also clarify or address issues and problems which may have arised during this time interval. This mode of working was quite beneficial for all of us as it gave each one of us, the time and space required to come up with our part of work without bothering of others’ portion. The entire workload was hence divided into smaller chunks of milestones which removed the pressure of a huge and enormous subject and report development off us. Initially the division of work was on the basis of content to be assimilated for the report which consisted of Analysis of current situation at Ultimate Recruitment, analysis of facilities at Innovative Tech to see how it can help develop better ICT solutions for UR followed by operational procedures and other details for the implementation of the proposed ICT solution, development of budget and resource requirements estimation. Once the above analysis and execution framework was prepared, I could remember that we shifted our attention towards development of a report to document all that we had analysed and proposed till then. This was the second phase of work divisions for us which was based on each one of us handling one or two particular sections of the report. The report was estimated to comprise of the following sections: Introduction, Project Background/Description, Strategic Context, Needs Analysis/Environmental Analysis, Business and Operational Impacts, Technology Assessment, Project Risk Assessment, Cost/Benefit Analysis, Conclusions and Recommendations, Appendix. Finally, because of this structured documentation we could capture our thoughts in logical and simple format. Follow up meetings after regular time gaps helped us assess our individual work progess so as to keep up the pace to complete the project within the specified time as well as consulting others for alternative ideas or for verification of certain points which seemed doubtful. Moreover, these group meets were an excellent medium of debates and discussion on wide ranging options and ideas on a subject which brought different perspectives and view points into our project. For example, on the 6th May meet we were to discuss on the final list of tools to be proposed in the solution and we started with database and WAN. But, by the end of te discussion we had so many other ideas of web portals, ERP integration and remote server implementation which was commendable. The notes we took during these group discussions helped us eventually when we started working on our part of the tasks assigned. It also gave us a direction as to what are we expecting to see as a group in the analysis, solution and report. Section III: Reflection on Self As a group member, I have been an active participant in the group discussion processes. I have contributed to the development of the proposed ICT solution towards UR through my researched knowledge on the workings of web portals and databases. I had spent considerable amount of time reading through the benefits, utility, appropriateness and working procedure of several software and tools such as oracle, SQLserver, MS Access, Photoshop etc. This individual study helped me reinforce and suggest the inclusion of several such softwares into our solution development plan. Apart from my individual homework on the above dimensions I was also assigned the task of articulating the description of the project at the initial start of the group work division procees. I undertook the study of Innovative Tech and its various ICT product developments and its software solutions to various multinational clients. This helped me propel the various options avalilable to facilitate our group to arrive at a combination of these offerings into an ICT solution for Ultimate Recruitment. Consequently, at the time of report preparation and documentation, I was assigned the task of integrating and assimilating the various sections of the report so as to provide an overall structure to the report. I therefore, was responsible for establishing a well worded Introduction and Conclusion to the report. I made sure that I defined the project and its purpose in simple sentences so as to give a very clear view of the report to the reader. Henceforth, I tried to encapsulate the major strategic context, project developkment pattern and recommendations in brief and concise terms into the Executive Summary. Finally, a logical flow to the report, its structural formatting, overall editing was done by me followed by the preparation of Table of Contents and Figures to give a finishing touch to the entire report. Conclusion This group interaction was one of the best learning oppportunities for all of us and gave us an insight into how a group handles its task with different members, diverse ideas which sometimes also results in difference of opinions. But, this task has helped us understand how a group can work through its divergent opinions, how it can tap it as strength and consequently lead to a successful output in all. We can now reflect back and realize that the success we achieved in the form of a satisfactory group work was because we had individuals who contributed their best and also tried to rise above personal differences of opinion and ultimately decided what the best for the group was. My individual contribution to the successful completion of the group project has provided me with immense satisfaction and I look forward to many more such exercises for personal as well as professional development. APPENDIX 1: My diary 04/05/09 Our group 1, met for the assignment on ICT solutions for UR. The initial discussions went well with a quick review of what the company deals in and the issues faced by it. It was discussed in the meeting that we have to research and study the various technology options that each of us would consider appropriate for the company. This formed our initial home tasks. I was quite satisfied with the way the group consensus went. My ideas on work distribution were well received by the other members. I am happy for that! 06/05/09 This meet of our group 1, was particularly focussed on division of work for each member. Since we had already discussed and debated on the contents of the report in previous meeting, it was easier to agree on which part was more suitable for which member. I agreed to be assigned the task of integrating the overall work with an introduction, table of conents and conclusion to the report as well as a proof read. 08/05/09 Our group 1, met again and we had mutually discussed whatever we did on our parts of the report in the past two days. This meeting was finally concluded with an agenda of preparing a first draft to be submitted for the approval of the teacher. The submission deadline was kept as 12th of May and therefore, we decided to meet again one day before that. 11/05/09 This meeting was scheduled to compile the first draft. Everybody was ready with their own part of the work allotted. I was also satisfied that I could complete my part reasonably well and within time. Also, discussed in this meeting was a new idea which emerged on ERP. This was quite appealing and sounded good to all of us and thus one of our group members took the responsibility of making a written draft of ERP. 12/05/09 This meeting was mainly aimed at deciding a formal structure for the report. All of us had several suggestions for topic heads and we also consulted the marking criteria. Finally, the meeting was concluded with the list of formal structure of the report and topic heads as below: Introduction, Project Background/Description, Strategic Context, Needs Analysis/Environmental Analysis, Business and Operational Impacts, Technology Assessment, Project Risk Assessment, Cost/Benefit Analysis, Conclusions and Recommendations, Appendix. APPENDIX 2: My posting to group discussion on e-learning Subject: Submission first draft Author: Alaa Aljarboua Date: 8 May 2009 6:49 PM Hello guys, After today meeting we should every one in our group members finish his part by tuesday 12-5-2009 to give the work to the tutor to give us some feedback. 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