Managing the BlueIce App Project: Scope, Risks, and Implementation Strategies Case Study

Managing the BlueIce App Project: Scope, Risks, and Implementation Strategies

Introduction: Managing the BlueIce App Project: Scope, Risks, and Implementation Strategies

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Project management is all about the application of some procedures, methods, knowledge, skills and experience that might help an organisation to accomplish specific project goals considering the acceptance of the project criteria associated with some constant parameters. It has some final deliverables along with a finite budget and time scale (Moradi, Kähkönen, and Aaltonen, 2020). In this assessment, the major consideration towards project scope and drivers, along with project methodology and project life cycle associated with the case study, will be taken into consideration, and at the same time, project risks and risk management strategies will be discussed. Aspects related to the project team, along with stakeholders, will be taken into account in this report.

App development is not a new concept and various app developers are generating new apps on a rigorous basis. In this study it has been seen that a new app has been developed by the Oxford Health NHS Foundation Trust for managing self-harm in youthful generation. Thus, one of the main reasons behind conducting this study is to provide focus particularly on the below mentioned three points:

• Identification of the project scope
• Risk management and assessment strategy
• Project implementation tactics

Task 1

Business case

In the case study, it has been found that 20% of young adolescents are more likely to self-harm by the age of 18. Additionally, it has also been found that along with immediate physical harm, having poor mental health and an increased risk of suicide are associated with the aspect of self-harm. A team at "Oxford Health NHS Foundation Trust" is implementing and evaluating a self-management smartphone application in order to help improve psychological care and outcomes for young people who are more likely to self-harm, and the application is mainly designed for people between the age group of 12 to 17 years (Case study). The name of the application is BlueIce, and it is designed as an adjunct to therapy. In this application, there is a mood monitoring diary as well as a personalised self-help menu that helps to lift the mood through various activities, including physical activities, identification and challenging of negative thoughts, music, photo libraries, distress tolerance activities etc. The application can easily record the mood and mood-lifting, and there is an emergency number in the auto-dialling process that might help them not to self-harm. Considering this, the mobile application will be offered to 50 adolescents who are associating with self-harming and attend child and adolescent mental health service outpatient clinics (Case study). Acceptability, use and effect, and safety of the application will be associated with the project management, and in this regard, there are a number of project methodologies, such as; Agile methodology, Scrum methodology, Kanban methodology, Scrumban methodology, Agile methodology etc.

There are three major constraints that might help a project to succeed, and the major constraints are:

• Cost
• Scope and
• Time

These are called triple constraints of a project, and a project manager can use these aspects to keep balance the project deliverables effectively. In order to improve the quality of the project, there is a significant contribution of these elements, and to maintain the quality of the project, a quality management plan has to be implemented by the project managers (Karanja and Malone, 2022). Additionally, a risk management plan is also significant for the success of a project, and at the same time, there are diverse kinds of benefits that can be obtained from a project, and it is the responsibility of a project manager to ensure the major project stakeholders are associated with the project for getting the best financial support (Henkel, Marion Jr, and Bourdeau, 2019).

Associating with the case study, it can be found that there is an estimated budget of about £200.000 for the entire project, and the cost of development as well as installation of the smartphone application, along with training of the staff, is included in this budget. Additionally, in terms of scopes, it can be mentioned that the smartphone application has higher opportunities to grow in the market since the number of young adolescents who are more likely to self-harm is increasing, and due to this, it will be possible to bring this smartphone application effectively in the market. Furthermore, there are 20 staff members who have been opted from various departments to take an active part in the training. In terms of time constraints, for the training, there are four months to provide training to the staff members.

 In terms of discussing how the triple constraint works, it can be found that time and scope can reduce the project scope along with the project duration. However, project managers can increase the length of the project timeline if there are some extra project activities.

• In the aspect of cost and scope, project managers can execute minimal activities at minimal costs by reducing the project scope. However, it is also possible for the project managers to increase the scope of the project at higher costs.
• In the aspects of cost and time, it can be found that cost and time are directly linked, and a project manager can take more time and more project costs to manage the quality of the project (Tereso et al., 2019).
• Project managers have a number of roles and responsibilities, and they can control the cost by estimating the costs beforehand required for the project; the project manager can create a project budget on the basis of the estimated project costs, and additionally, the project manager can use the "project budget as a cost baseline" for controlling the project management cost during the execution. The project manager can adjust the budget effectively.

In terms of scopes, project managers can also manage scopes effectively by using a scope management plan, and can share the plan with all the potential stockholders. The project managers can use change orders to get rid of scope creep, and at the same time, the project managers manage the expectation of the stakeholders while maintaining the scope of the project. In terms of time, project managers can use Gantt charts to visualising the task sequences and monitor the project duration with a proper schedule (Elia, Margherita, and Secundo, 2021). Additionally, project managers can create policies and documentation required for better implementation of the project schedule, and this can help the project manager to complete the project within a given time constraint.

Project life cycle and approaches

Managing a project is not an easy task, and there are a number of stages for the completion of a project. There are mainly four distinct phases of a project management lifecycle, such as initiation, planning, execution, and closure.

• Project initiation is the first stage where turning an abstract idea about the project goal is important, and in this stage, an organisation needs to develop the business case along with the project objective on a wide level. Considerably, the organisation or the authority needs to understand the rationale of the project and how it can be used for the wider benefit. Regarding this, it is important to consider project constraints, appointing a project manager, project objectives, the expected timeline, and budget (Tokede, Roetzel, and Ruge, 2021). In this regard, identifying the project scope, goals and key stakeholders are also important, and it would help to clarify the ultimate goal of the project. Associating with the case study, it can be found that the major goal of this project is to reduce the number of young adolescents who are self-harming with the mood-lifting smartphone application with a time constraint of four months.
• Project planning is the second stage where a project manager needs to make the road map of the project. In this regard, the project manager needs to identify the major technical requirements along with making a project schedule to make the project plan more effective. In this regard, the project manager has to create a communication plan with all project objectives. Considering the SMART objectives of the project can be helpful for the success of the project. A detailed project timeline, along with a project communication plan can help the project manager to establish good relationships with stakeholders (Pais et al., 2020). It might help them to understand the expectations of the stakeholders effectively.
• Project execution is the third stage, and it is the stage where the actual project activities take place. In this regard, it is the responsibility of a project manager to establish effective workflows and monitor the development. Furthermore, it is the responsibility of a project manager to maintain effective collaboration with the stakeholders to run the project development activities smoothly. Project monitoring and controlling is the fourth stage, and in this regard, a project manager has to ensure there is no deviation from the original plan considering key performance indicators and critical SuccessFactors. Additionally, the project manager has to monitor all the activities of the project (Gorman, Mills, and Wiser, 2019).
• Project closure is the final stage, and in this phase, the project manager has to review the entire project with a detailed report covering all the aspects of the project. The required data has to be kept in a secure place to manage confidentiality, and it needs to be accessed by the project manager (Yevu et al., 2022). Additionally, the project manager of the given case will have to ensure continuous improvement of the smartphone application to enhance the overall productivity of the team in the future as well.

Project methodology refers to the guidelines that help project managers to be associated with project activities and to develop a project effectively. There are a number of project managerment methodologies, such as  

• Agile methodology.
• Scrum methodology
• Kanban methodology
• WBS
• Scrumban methodology

For this project, work breakdown structure can be done since it can help a project manager to understand the project constraints better.

Work Breakdown Structure

Work breakdown structure (WBS) can be mentioned as a tool used in project management, and it includes step-by-step approaches for the completion of a large project. In this regard, the case study, it can be found that there are mainly five stages of this project, such project initiation, project planning, project execution, project monitoring and review, and the last stage is project closure (Amin, Sagita, and Latief, 2020).

Figure 1: WBS

Task 2

Project’s deliverable

By now it can be identified from given case that a smartphone app is being executing as well as evaluation so as to deal with the issue of self-harm between the youthful adolescents as well as the name of the app is BlueIce. Now while in general at the time of development of any kind of various issues arises related to it. The general risks which most of the app development companies includes the risk of app build up, installation, its upkeeping as well as providing guidance.

Risk assessment

Now considering the selected project the stages of the risk assessment are for BlueIce are discussed in detail below:

1. Assessing prospective dangers: This entails figuring out what dangers the BlueIce app might pose to their customers related privacy, safety, as well as other priorities.
2. Evaluating the various kinds of threats: Risk evaluation for BlueIce will entails determining the level of risk at the time of both making as well as launching the app as well as estimating the possibility in addition to the consequences of every detected threat that has been identified in the above segment.
3. Giving the focal point on risks based on their prioritize: Risk prioritisation entails ranking the dangers in terms of likelihood and effect and choosing whichever dangers to handle initially. In this case it will be important for the BlueIce app developer to select the highest level of risk first and need to create risk mitigation strategies based on that (Sinha, 2019).
4. Generating risk extenuation tactics: Creating strategies to mitigate the threats from the BluwIce app will entails creating plans to deal with the risks that have been discovered, such like putting protections in place, performing vulnerability scanning, as well as employing secure programming techniques.
5. Executing the mitigation tactics: The process of implementing mitigating solutions for the app will help the company in taking action and evaluating their efficacy so as to facilitate that they are effectual.
6. Watching and evaluating: To make sure that the app remains secure over time, periodic risk assessments and regular monitoring of the app's security are required (Champion, 2000).

Risk assessment template

Company name: BlueIce App        

Probability	Results
Insignificant	Minor	Average	Major	Catastrophic
Certain>90%	Customer Privacy threat	Extreme
Likely50% to 90%	IT threats	Moderate
Unlikely 3% to 10%	Competition threat	Low

Risk Management Strategies

Now after identification of the prospective risks and stages of risk assessment the next work that needs to be done by the developer of BlueIce will include Risk Management Strategies. In general terms methods for identifying, evaluating, identifying prioritising possible dangers to an institution, business, or person are described as risk assessment practices (Castro, 2008). The risk management strategies that will be need to used by BlueIce will include the following measures:

1. To decrease the likelihood of capacity creep and schedule overruns, forethought and scope verification are necessary.
2. Executing routine assessment and quality control procedures to find as well as resolve defects and exploitable vulnerabilities
3. Protecting sensitive personal information by putting security mechanisms in place like cryptography and secure file storage
4. Putting together a reliable emergency preparedness plan to make sure the app could restore swiftly in the case of a breakdown or malware attack (Jing, 2015).
5. Upgrading the app often to meet new security challenges and repair any detected flaws
6. Making ensuring that the coding and procedures are well documented so that upcoming programmers may simply comprehend them and keep the app up to date.
7. Interacting with consumers and stakeholders to get advice and quickly address the concerns and needs (Kakkar, 2013).

Following the risk assessment and risk management stage the next step that BlueIce need to do is to find out the mitigation strategies for the risks identified in the app development. But before identifying the risk mitigation strategy it will be important to look into the likelihood of occurring the risk based on which strategies will be developed.

Risk Matrix

Probability	Results
Insignificant	Minor	Average	Major	Catastrophic
Certain >90%	Customer Privacy threat	Extreme
Likely 50% to 90%	IT threats	Moderate
Unlikely 3% to 10%	Competition threat	Low

Risk mitigation strategy

Mitigation strategy for the above threats based on the occurrence of their likelihood are discussed in the table below:

Types of Threats	Mitigation strategies based on risk matrix
Customer Privacy threat	Cryptography may assist preventing unsanctioned approved usage as well as guarantee that regardless of whether information is hacked, it will be incomprehensible by anybody. Confidential information should be encrypted including both transit and while in storage. Professional education: It is possible to lessen the cybersecurity risks and make sure that staff comprehend the importance of securing customer information by educating them on privacy protection and robust cybersecurity standards, such as spotting and reporting suspected security breaches.
IT privacy threats	Putting in place robust verification and permission measures to manage who can handle sensitive information. Updating software and equipment measures were put in place weaknesses and stop IT assaults. Maintaining regular data backups and establishing a disaster plan (Mamai, 2016)
Threats from competitors	By delivering exceptional service, paying attention to client comments, and incorporating valuation technologies, BlueIce may cultivate great relationships with the clients. To stay ahead of the competition and fulfil the evolving needs of clients, focus on developing new technology and improving the app (Katende, 2017).

Legal and Non-legal solutions to foreseen and unforeseen risk in the project

Apart from the above identified threats there also be some foreseen and unforeseen risks related to the BlueIce app. Some of the risks will include technical threats, monetary threats, assert threats etc. Now in order to deal with these risks BlueIce need to take some both legal and non-legal solution to deal with these risks which are mentioned in the table below:

Type of risk	Legal solution	Non-legal solution
Technical threats	The Terms of Service. License contracts Governing data protection	Use secure programming methods Screening for vulnerability Updating software frequently
Monetary threats	Creating and implementing robust payment agreements with the stakeholders Including clauses in contracts acquiring insurance cover to guard against lost profits Bringing a lawsuit for any type of contract violation	Carrying out exhaustive due investigation on prospective Putting in place transparent billing and reimbursement Processes arranging advantageous arrangements for payment
Asset threats	Contracts with quasi, pro, and secrecy clauses Trademark, copyright, and licencing registration	Comprehensive and reliable checks and pre - employment screening Delivering thorough instruction Putting security precautions in place (Mamai, 2016)

Task 3

Types of projects you do not need to focus on

In terms of discussing types of projects, it can be found that there are several types of projects, such as business implementation, IT infrastructure improvement, product development, physical infrastructure improvement, procurement, research and development, service development, transformation and many more. However, considering the given case study, it can be mentioned as a product development project management along with IT infrastructure improvement. Regarding the case study, it can be mentioned that developing a smartphone application to improve psychological care and outcomes for young adolescents who are more likely to self-harm is a great approach, and it might help to provide accessible and real-time guidance to those people, and they will be able to suppress their self-harming urges (Tam et al., 2020). This project is a great approach for the social cause and since it is associated with digital transformation and digitisation, it has wider opportunities to grow in the market (McGilvray, 2021).

Project Initiation and team selection

For project management, it is important to select effective team members, and in this regard, the characteristics of the team members need to be taken into consideration. First of all, the team members have to be good at communication, and they must have knowledge of project management principles. They have to be organised so that they can organise the project activities effectively, and at the same time, they have to know how to manage project complexities with their accurate estimating skills (Aldaghlas, Hui, and Duffield, 2021).

Project resourcing

Project resource refers to the limited asset that plays a significant role in the development of a project to complete the project within given time constraints. The major resources of a project are research and development, brand equity, intellectual property, licensing rights, goodwill etc., and these can be mentioned as intangible resources of project management. Additionally, there are some tangible resources for project management, including people, materials, information, tools, money, and time. In order to align all the resources, it is important for a project manager to make the team members understand their roles and responsibilities; hence they will be able to deal with their activities effectively (Chofreh et al., 2020). Moreover, effective team management, as well as the interaction between the project manager and the team members, can be responsible for developing a project effectively. Considering the given case study, the project manager will discuss with the team members about the team roles and project deliverables so that they work hard to accomplish the goals. The project manager will establish a good relationship with the team members to develop the project with all resources.

In terms of discussing the roles and responsibilities of the project manager, it can be found that a project manager needs to manage the planning and monitoring of the project, and in this regard, the project manager has to adopt delegation and the use of project tools so that it can be possible to develop the project effectively. Additionally, it is the role of a project manager to manage all the resources by keeping the requirements in check (Hartmann and Briskorn, 2022). The project manager has to coordinate with the team to make sure that the project deliverables are delivered.

Building and developing successful project teams

 In terms of discussing how to build and develop successful project teams, it can be found that there are some team theories that might help a project manager to make successful teams. Considering this, there are the stages of Tuckman for group development where five stages can be found, such as “forming, storming, norming, performing and adjourning”. “Tuckman's theory” discusses the way how a team can tackle a task from the beginning to the end of a project.. In this regard, in this theory, changes in leadership style as well as the importance of relationships, have been taken into consideration that might help to make an effective team (Nicholas and Steyn, 2020). Additionally, there is the “theory of McClelland on human motivation”, and it can be found that there are mainly three types of emotional needs of every human being, such as power, achievement and affiliation. Regarding this, if the project manager can be able to understand the major needs of the team members, it will be possible to improve their productivity, and thereby project development will be possible (Guinan, Parise, and Langowitz, 2019). Considering the case study, if the project manager will take care of the emotional needs of the team members to motivate them and a sense of negotiation will be considered as well. It will help the project manager to develop an effective team for managing project deliverables.

Identify the key stakeholders and their relative power/interest in the project

Considering the Mendelow Matrix, the major stakeholders of the project are as follows:

(High) Level of power (Low)	(High)                                                                                (Low) Level of interest
Key players ?      Investors ?      Trust members/Owners	Whom and how to keep satisfied? ?      Resource managers In order to keep the team members satisfied, rewards and recognition can be given to them. To keep the resource managers satisfied, their expectations should be considered. A good return on investment has to be offered to the investors to keep them satisfied. Managing the requirements of the project and keeping company owners satisfied will be possible (Rahma et al., 2021).
Who and how to keep informed? ?      Senior management Interaction and regular meetings can be helpful in keeping all the stakeholders informed (Li et al., 2019).	Minimal effort ?      Team members Improving engagement can be helpful.

In this table, it can be found that the major stakeholders of the project are team members, investors, resource managers, owners and senior management. However, owners and investors have a higher interest in the project since it will be highly profitable. Additionally, due to this, they have the power to develop the project effectively. Team members have the least power and interest, if they get good wages, recognition and rewards, they will be motivated and will work hard for the development of the project. Better engagement with stakeholders can help to resolve conflicts among the stakeholders and at the same time, establishing good relationship with stakeholders can help to resolve the conflicts.

Conclusion

So, from the overall study it can be identified that BlueIce is considered to be a very important app that will help the young people from harming itself. It can also be identified from the above study there needs to some fixed amount of time based on the prioritise based on which the work needs to be implemented. Also. Considering the risk assessment stage, it has been seen that there are various kinds of threats related to app development for which various measuring strategies has been provides. From the above discussion, it can be summarised that project management is of utmost significance since it has the ability to bring leadership and direction to the project. Without the elements of project management which have been discussed above, a project team cannot deal with project values and policies, and thereby it is hard for project managers to allow and enable team members to follow their rules and responsibilities. Additionally, effective team management and readership are extremely important for the delivery of a project.

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