automated student management system for south east gippsland university - spmp

7/30/2019 Automated Student Management System for South East Gippsland University - SPMP

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Software Project Management PlanSixSigma, 20

th

August, 2012 SPMP -1.0

P j t M

Project Team:

Emily Maguire, 0608170

Laura Unsworth, 0611093Crista Cullen, 0535368

Anne Panter, 0610024

Hannah Macleod, 0590077

Mark Knowles, 0608715

Jamie Dwyer, 0608896


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Table of Contents

Table of Contents...2List of Figures ....................................................................................................................... 4

List of Tables ........................................................................................................................ 4

Definitions ............................................................................................................................ 5

1) Introduction and Objectives of the Project Plan ................................................................. 6

1.1 Overview of the Organization ...................................................................................... 6

1.2 Current Situation and Problem/ Opportunity Statement................................................ 61.3 Project Objectives........................................................................................................ 7

2) Project .............................................................................................................................. 7

2.1 Project Information ...................................................................................................... 7

2.2 Project objectives ........................................................................................................ 7

2.3 Project approach .......................................................................................................... 8

2.4 Roles and Responsibilities ........................................................................................... 82.5 Project Constraints ...................................................................................................... 9

2.6 Assumptions .............................................................................................................. 10

2.7 Preliminary Schedule and Budget Estimates .............................................................. 10

2.8 Plan Modification Rules ............................................................................................ 11

2.9 Approval Signatures .................................................................................................. 11

3) Project Scope Management plan ..................................................................................... 12

3.1 Product description .................................................................................................... 12

3.2 Project Deliverables................................................................................................... 12

3.3 Scope Statement ........................................................................................................ 13

3.4 Work Breakdown Structure Development .................................................................. 14

3.5 Scope Change Management Process .......................................................................... 25

3.5 Plan Modification Rules ............................................................................................ 27

4) Schedule management plan ............................................................................................. 28

4.1 Project Schedule ........................................................................................................ 28

4.2 Assumptions .............................................................................................................. 29

5) Cost Management Plan ................................................................................................... 29


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6.4 Quality Assurance ..................................................................................................... 34

6.5 Quality Control .......................................................................................................... 37

7) Risk Management ........................................................................................................... 39

7.1 Risk Management Strategies ...................................................................................... 39

7.2 Risk Management Tools ............................................................................................ 41

7.3 Data Sources ............................................................................................................. 41

7.4 Risk Categories ......................................................................................................... 42

7.5 Risk Probability and Impact....................................................................................... 42

8) HR management plan ...................................................................................................... 438.1 Project Organization .................................................................................................. 43

8.1.1.1 Hierarchy of the project team ........................................................................... 44

8.2 Resource Requirements ............................................................................................. 47

8.3 Resource Assignment ................................................................................................ 47

9) Communication plan ....................................................................................................... 50

9.1 Stakeholder Analysis ................................................................................................. 509.2 Project Reports .......................................................................................................... 50

9.3 Project Meetings ........................................................................................................ 51

9.4 Project Information Accessibility ............................................................................... 51

9.5 Communications Summary ........................................................................................ 52

Reference List ..................................................................................................................... 54

Appendices ......................................................................................................................... 55Appendix A: Generic Cost Estimate Classification Matrix .............................................. 55

Appendix B: Project Budget ............................................................................................ 56

Appendix C: Risk Categorization Table ..................................................................... 58-59

Appendix D: Detailed Gantt Chart .............................................................................. 58-59


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List of Figures

Figure 1: Hierarchy of the project team ............................................................................... 44Figure 2: Resource Allocation ............................................................................................. 47

List of Tables

Table 1 Project Approach ..................................................................................................08Table 2 Roles & Responsibilities .................................................................................. 08-09

Table 3 Preliminary Project Schedule ............................................................................... 10Table 4 Preliminary Project Expenditures ......................................................................... 11Table 5 Project Deliverables ........................................................................................ 12-13Table 6 Level 2 WBS .................................................................................................. 16-25Table 7 Roles and Responsibilities Scope Change Management Process ....................... 26Table 8 Project Schedule .................................................................................................. 28Table 9 Summarized Budget ............................................................................................29Table 10 Quality Standards .............................................................................................. 31

Table 11 Quality Metrics ..................................................................................................32Table 12 Quality Management Approach .................................................................... 33-34Table 13 Quality Assurance......................................................................................... 34-36Table 14 Quality Control ............................................................................................. 37-38Table 15 Risk Management Strategies ......................................................................... 39-41Table 16 Risk Management Tools .................................................................................... 41Table 17 Data Sources ................................................................................................. 41-42Table 18 Risk Probability ................................................................................................. 42Table 19 Project Team ..................................................................................................... 43Table 20 Key Stakeholders .......................................................................................... 45-46Table 21 Resource Assignment ...................................................................................47-50Table 22 Project Reports........50Table 23 Project Meetings ................................................................................................ 51Table 24 Communication Summary ............................................................................ 52-53


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Definitions

Term Definition

AD Architectural Design

ADD Architectural Design Document

ATP Acceptance Test Plan

DD Detailed Design

SDS Software Design DocumentITP Integration Test Plan

SCMP Software Configuration Management Plan

SM Senior Management

SPMP Software Project Management Plan

SQAP Software Quality Assurance Plan

SR Software Requirements

SRD Software Requirements DocumentSTD Software Transfer Document

STP Software Test Plan

SUM Software User Manual

SVVP Software Verification and Validation Plan

UR User Requirements

URD User Requirements Document

UTP Unit Test PlanVV Verification & Validation

WBS Work Breakdown Structure

WBS Level 2 WBS, where tasks are sub divided at most into 2 sub tasks


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1) Introduction and Objectives of the Project Plan

1.1 Overview of the Organization

South East Gippsland University is a prestigious university in Australia. The South EastGippsland Student Management System Project is to provide a state of the art system tosupport the universities endeavours, teaching and research.

This project is attempting to revolutionize the service delivery to key stakeholders and fosterexcellence in teaching, research, and public service that will establish the University as a

leader among the nation's major research universities. This project will consolidate ITInfrastructure. Importantly it will:

Enable new voice and data applications to support the University's mission.

Provide a robust, flexible, ways of communication between students and theuniversity to meet the communications needs of our instructional faculty, researchers,and students.

Upgrade aging technology infrastructure and support the organization.

1.2 Current Situation and Problem/ Opportunity Statement

South East Gippsland University needs to replace its aging student management systems. Itruns on old technology, difficult and expensive to maintain, and does not provide theflexibility and services needed in a modern academic organization.

Implementing an appropriate replacement presents an opportunity to integrate newtechnology such as SMS communication with students (ie. for the delivery of results), anduse of social media (such as Facebook, YouTube and Twitter). This new integration increasesthe overall ability of students to communicate with the university and to facilitate thecommunication and feedback with students.

The ASMS Project will modernize the student management services and infrastructure at

South East Gippsland University. In order to achieve that target University will implement astate-of-the-art web based system to provide a higher level of service at lower cost forUniversity customers. The system will integrate the use of SMS and other social mediatechnology with the student management system.

The University's strategy is to replace all of its obsolete student management systems (student


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1.3 Project Objectives

Here are some target benefits that will be accomplished by the Gippsland University afterimplementing the new integrated system.

A modern, state-of-the-art student management system. Integration with othertechnologies and applications.

Improved services for all staff and students (e.g., more streamlined processes formanagement of student enrolments, and results publications).

Quicker and more responsive action on new and change service requests andtroubleshooting.

Simplified billing.

No increase in rates or charges for students.

A more dependable, robust and secure network.

2) Project

2.1 Project Information

Project Start Date 1st of June 2012

Project End Date 2n of May 2015Project Manager Beth Storry

Project Sponsor Information Technology Services (ITS),South East Gippsland University

2.2 Project objectives

Accomplish project within defined budget. Accomplish project phases within relevant time parameters.

Deliver a Software Program which meets the organizational goals.

Deliver Proper Project Documentations. Feasibility Analysis. System Requirement Specification.


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Table 1 Project Approach

Deliver Software documentation. End user manual. Installation documentation.

2.3 Project approach

2.4 Roles and Responsibilities

Name Role Phone Email Address

Project Approach Phases Description

Project Initiation All the project initiation approaches suchas allocating resources, establishing

environmentProject Planning Developing the project plans and

preparing the final Software ManagementProject Plan

Project Execution Under project execution process theresseveral sub processes. Those should haverun as a parallel processes throughoutproject execution phase.

Requirement Identification System Design

Implementation

Verification & Validation

Project Monitoring & Control

Documentation Development

Training

Installation In the installation phase all the hardwareand software systems installed.

Operation and Support Support for further operations of thesystem and required support for thesystem and staff.

Maintenance Maintain the system

Project Closure Finalize and end the project


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Table 2 Roles & Responsibilities

Anne Panter Configuration Manager 0724526264 [email protected]

Hannah Macleod Quality Analyst 0712730729 [email protected]

Mark Knowles Database Engineer 0723424233 [email protected]

Jamie Dwyer Software Designer 0772323097 [email protected]

Liam de Young Validation Engineer 0782382327 [email protected]

Simon Orchard Verification Engineer 0712468075 [email protected]

Glenn Turner Consultant 0771245769 [email protected]

Chris Ciriello Installation Specialist 0729434740 [email protected]

Technical Writer 0783232394 [email protected]

Russell Ford Training Specialist 0773292928 [email protected]

Eddie Ockenden Help Desk Level 1 0718373427 [email protected]

Peter Samuels Human ResourceManager

0715879564 [email protected]

2.5 Project Constraints

Scope:

The solution is covering wide area we have to consider number of variables

when making the decisions

Time Schedule:

Project requires to be implemented within 24 months or less time frame andthe existing services have to be maintained continuously

Quality:

Delivered software should be a highly robust system. Because system will beused for very critical and sensitive processing such as student marks releasing,etc.

Budget Constraints:


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2.6 Assumptions

Project Funding:Funding sources for the project will stably remain during the project execution time.

Hardware Facilities:All the hardware needed for the project will be provided and newly purchased. Therefor the according to the Australian law up to minimum 5 years manufacturers have toprovide insurance and maintain expenses have to bare.

Situational Changes:The Project Plan may change as new information and issues are revealed.

Project Budget:Upon the agreement we have agreed to calculate the profit based on the initial budgetup to 10%. Any change beyond that limit will be considered as the new base for theprofit calculation.

2.7 Preliminary Schedule and Budget Estimates

Schedule Estimated Duration (days)

Project Initiation 150

Project Monitoring &Control

650

Configuration Management 70

Software QualityManagement

150

System Allocation 20

Requirement 60

Design 180

Verification & Validation 350

Documentation Development 80

Training 270

Implementation 210

Installation 150

Operation & Support 21

Maintenance 7

Table 3 Preliminary Project Schedule


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Table 4 Preliminary Project Expenditures

2.8 Plan Modification Rules

Theres several modification rules applied in this project.

General Modifications

All the general modifications which modification is independent from another area of theplan can be requested to modify via the project manager. Project manager is responsiblefor reviewing the requested modification and accept or decline the modification. And ifmodification accepted project manager responsible for inform the relevant stake holdersaffected by that modification.

Critical Modifications

Critical modifications such as critical paths, labor rates, schedules and other budgets thatare more likely to affect other areas by its modification in the project plan. This kind ofmodification also should be requested through project manager. After reviewing themodification, if manager feels that its a critical modification, Project manager shouldcall a meeting consists of relevant stakeholders and review further about the

modification. The modification decision will made according to the meeting conclusion.If any modification done in the project plan, project manager is responsible for informthe stake holders of the project.

2.9 Approval Signatures

Project Manager:

Project Expenditures

EstimatedCost (USD)

Employee Cost 3,000,000.00

Rent Fee 80,000.00

Insurance Cost 7,000.00

Software Cost 1,000,000.00

Hardware Cost 100,000.00

Administrative Cost 30,000.00

Legal Consultation 120,000.00

Total Cost 3,337,000.00


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3) Project Scope Management plan

3.1 Product description

South East Gippsland Universitys SMS (Student Management System) runs on old

technology, difficult and expensive to maintain, and does not provide the flexibility and

services needed in a modern academic organization. Implementing an appropriate

replacement presents an opportunity to integrate new technology such as SMS

communication with students (i.e. for the delivery of results), and use of social media (such

as Facebook, YouTube and Twitter). It increases the overall ability of students to

communicate with the university and to facilitate the communication and feedback with

students.

The existing student management suite: Cannot utilize cost-effective new technology such as SMS and other social media.

Cannot be effectively maintained due to a scarcity of trained systems developers due

to the age of the system and the compartmentalised nature of previous enhancements

of the systems.

The new implementation will provide: A modern, state-of-the-art student management system. Integration with other

technologies and applications.

Improved services for all staff and students. (e.g., more streamlined processes for

management of student enrolments, and results publications)

Quicker and more responsive action on new and change service requests and

troubleshooting.

Simplified billing.

No increase in rates or charges for students.

A more dependable, robust and secure network.

3.2 Project Deliverables

Phase Deliverables To whom Format

UR URD

ATP

SM / Customer

SM / Customer

Paper and electronic form



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Table 5 Project Deliverables

SR SRD

STP

SM / Customer

SM / Customer



AD ADD

ITP

SM / Customer

SM / Customer



DD DDD

UTP

SUM

STD

Source code

SM / Customer

SM / Customer





Electronic form

3.3 Scope Statement

Project Title: Automated Student Management System (ASMS)

Date: 20th June 2012

Prepared by: Beth Storry, Project Manager, [email protected]

Project Justification: South East Gippsland University, requested this project be done toassist the university in meeting its strategic goals. This new system will increase visibility of

the university members as it will integrate new technology such as SMS (i.e. for the delivery

of results) and social media (such as Facebook, YouTube and Twitter). It will also help

improve profitability by reducing internal costs by providing standard tools and techniques.

Product-related deliverables within the scope (Includes)

a) Survey current consultants, university members and business case sponsor to help

determine desired content and features for the new student management system.

b) Evaluation of the requirements for the new system Desired content and features for the


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d) Training sessions will be launched by the team for the university staff and other members.

All the training materials will be provided by the team except IT infrastructure.

e) A test plan will be documented how the site will be tested, who will do the testing, andhow bugs will be reported.

f) Full documentation of the system will be provided at the documentation phase. This will

be useful for the university in their future extensions.

g) Hardware and software installation will be done by the development team.

h)

Project beneficial measurement plan will be prepared in order to measure the financialvalue of the system.

i) IT help/service desk (both pre and post) will be provided by the development company.

j) Maintenance will be provided for the system for 21 days of time free of charge. Further

maintenance will be done under an added cost.

Excludes

a) Space for the system establishment should be provided by the university. Rent fee will be

paid by the development company according to the Australian rate.

b) Air-conditioning for the system establishment will be provided by the university.

c) New servers, wireless broadband hardware and software will be accommodated by theuniversity.

Project Success Criteria: Our goal is to complete this project within 2 years between

$3,500,000/= and $4,000,000/=. The project sponsor, South East Gippsland University, has

emphasized the importance of the project paying for itself within one year after the site is

completed. If the project takes a little longer to complete or costs a little more than planned, it

will still be viewed as a success if it has a good payback and helps promote our companys

image as a world class consulting organization.

3.4 Work Breakdown Structure Development


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Project Manager, Software Architect, Programmer, Requirements Analyst, Configuration

Manager, Quality Analyst, Database Engineer, Software Designer, Verification & Validation

Engineer, Consultants, Technical writers, Installation Specialists, Human Resource Manager

and Programmers engaged in developing the WBS.

Note: Level 2 WBS structure is positioned here and the detailed WBS structure will be on the

Gant chart at the appendices.


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ID SubID

Task Name Sub Task 1 Sub Task 2 ResourceName

Duration

1 1 Project

Initiation2 1.1 Selecting right

process model5 days

3 1.1.1 Analyze currentsituation &problem

ProjectManager

2 days

4 1.1.2 Identifyingobjective for the

project

ProjectManager

1 day

5 1.1.3 Identifying projectcharacteristics

ProjectManager

1 day

6 1.1.4 Selecting the idealprocess model

ProjectManager

1 day

7 1.2 Allocatingproject resources

60 days

8 1.2.1 Identify staffing

requirements

Project

Manager, HRManager

5 days

9 1.2.2 identify the assets ProjectManager

10 days

10 1.3 Establish projectenvironment

60 days

11 1.3.1 Identify & acquireequipments and

tools for theproject

ProjectManager

30 days

12 1.3.2 Installation,operation &maintenancemanual for theproject

ProjectManager

7 days

13 1.3.3 Based on the

requirement createa communicationplan

Project

Manager, HRManager

8 days

14 1.3.4 Establish adocumentationrepository

ProjectManager

1 day


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Programmer

18 1.4.2 Create SPMP subplans

ProjectManager,RequirementsAnalyst,Programmer,Softwarearchitect, HRManager

60 days

26 1.4.3 Assemble baselineSPMP document

ProjectManager

4 days

27 1.4.4 Baseline SPMPcompleted

0 days

28 1.4.5 Create schedulebaseline

ProjectManager

2 days

29 1.4.6 Finalize projectcharter

120 days

30 2 ProjectMonitoring &

Control

650days?

31 2.1 Start the project 1 day

32 2.2 Analyze risks ProjectManager

10 days

33 2.3 Createcontingency plan

ProjectManager

10 days

34 2.4 Manage theproject

450 days

35 2.4.1 Project teammeetings

ProjectManager, HRManager

100 days

36 2.4.2 Retain records ProjectManager

30 days

37 2.4.3 Maintain projectcharter

ProjectManager

400 days

38 2.4.4 SPMP document

updates

Project

Manager

450 days

39 2.3 All projectdeliverables havebeen delivered

0 days

40 2.4 project closeout 0 days

41 3 Configuration 70 days


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Identification

44 3.3 Configurationplan finalization

ConfigurationManager

10 days

45 3.4 SCMPcompleted

0 days

46 3.5 ConfigurationControl


20 days

47 3.6 ConfigurationAuditing/Reporting


20 days

48 4 Software

QualityManagement

150

days?

49 4.1 Plan softwarequalitymanagement

QualityAnalyst

2 days

50 4.2 Create SoftwareQualityAssurance Plan

(SQAP)

QualityAnalyst

25 days

51 4.3 SQAP completed QualityAnalyst

0 days

52 4.4 Define indicators QualityAnalyst

20 days

53 4.5 Manage softwarequality

QualityAnalyst

100 days

54 4.6 Identify quality

improvementneeds

Quality

Analyst

10 days

55 5 SystemAllocation

20 days

56 5.1 Analyzingsystem functions

SoftwareArchitect

5 days

57 5.2 Develop SystemArchitecture

SoftwareArchitect

10 days

58 5.2.1 IdentifyHardware/Software functions

5 days

59 5.3 Decomposesystemrequirements

SoftwareArchitect

5 days


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develop softwarerequirements

Analyst

64 6.2 Define interface

requirements

10 days

65 6.2.1 Define ASMSsoftware interfacerequirements

RequirementsAnalyst

5 days

66 6.2.2 Define ASMShardware interfacerequirements

RequirementsAnalyst

5 days

67 6.2.3 Define ASMS user

interfacerequirements

Requirements

Analyst

5 days

68 6.3 Prioritize andintegraterequirements

20 days

69 Prioritize andintegrate softwarerequirements

RequirementsAnalyst

5 days

70 Prioritize andintegrate hardwarerequirements

RequirementsAnalyst

5 days

71 Prioritize andintegrate allrequirements

RequirementsAnalyst

10 days

72 6.4 Create SoftwareRequirement

Specification(SRS)

RequirementsAnalyst

7 days

73 6.5 SRS Completed 0 days

74 7 Design 180days?

75 7.1 Perform thearchitecturaldesign of the

system

40 days

76 7.1.1 Design thearchitecture of theintegrated system

SoftwareArchitect

20 days

77 7.1.2 Design thesoftware internal

SoftwareArchitect

20 days


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central databasesystem

81 7.2.3 Provide weekly

updates

Database

Engineer

4 days

82 7.3 Design interfaces 50 days

83 7.3.1 Design userinterfaces

15 days

88 7.3.2 Design softwareinterfaces

SoftwareDesigner

10 days

89 7.3.3 Design hardware-software interfaces

SoftwareDesigner

10 days

90 7.4 SelectAlgorithms

SoftwareDesigner

10 days

91 7.5 Detail Design 80 days

92 7.5.1 Detail designsoftware interfaces

SoftwareDesigner

20 days

93 7.5.2 Detail design userinterfaces

SoftwareDesigner

20 days

94 7.5.3 Detail design

admin interfaces

Software

Designer

20 days

95 7.5.4 Create Softwaredesignspecification(SDS)

SoftwareDesigner

20 days

96 7.5.5 SDS completed 0 days

97 8 Verification &Validation

350days?

98 8.1 Plan verification

and validation

250 days

99 8.1.1 Plan requirementsverification andvalidation

Verification,ValidationEngineer andConsultant

15 days

100 8.1.2 Plan architectureverification andvalidation

Verification,ValidationEngineer and

Consultant

15 days

101 8.1.3 Plan interfacedesign verificationand validation

Verification,ValidationEngineer andConsultant

15 days

102 8 1 4 Plan database Verification 15 days


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104 8.1.6 SVVP completed 0 days

105 8.2 Executeverification and

validation tasks

120 days

106 8.2.1 Verifyrequirements

VerificationEngineer

10 days

107 8.2.2 Validaterequirements


10 days

108 8.2.3 Verify architecture VerificationEngineer

10 days

109 8.2.4 Validate

architecture

Verification

Engineer

10 days

110 8.2.5 Verify interfacedesign


10 days

111 8.2.6 Validate interfacedesign


10 days

112 8.2.7 Verify databasedesign


10 days

113 8.2.8 Validate database

design

Verification

Engineer

10 days

114 8.3 Requirements &Design V&Vcompleted

0 days

115 8.4 Plan testing 120 days

116 8.4.1 Plan interfaceblack box testing


8 days

117 8.4.2 Plan end User test Verification

Engineer

4 days

118 8.4.3 Plan admin panelinterface blackbox test


15 days

119 8.4.4 Create SoftwareTest Plan (STP)


10 days

120 8.4.5 STP completed 0 days

121 8.5 Develop test

requirements

40 days

122 8.5.1 Design interfaceblack box testing


10 days

123 8.5.2 Design end Usertest


10 days

124 8 5 3 Design admin Verification 10 days


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128 8.6.3 Execute adminpanel interfaceblack box test


5 days

129 8.7 V&V completed 0 days130 9 Documentation

development80 days

131 9.1 Plandocumentation

80 days

132 9.1.1 Define installationdocumentationcontents

TechnicalWriter

10 days

133 9.1.2 Define ASMSsoftwaredocumentationcontents

TechnicalWriter

10 days

134 9.1.3 Createdocumentationplan

TechnicalWriter

10 days

135 9.2 Implement

documentation

40 days

136 9.2.1 Write installationdocumentation

TechnicalWriter,InstallationSpecialist

10 days

137 9.2.2 Write ASMSdocumentation

TechnicalWriter,Consultant

10 days

138 9.3 Produce anddistributedocumentation

30 days

139 9.3.1 Print installationdocumentation

Help DeskLevel 1

2 days

140 9.3.2 Print ASMSsoftwaredocumentation

Help DeskLevel 2

2 days

141 9.3.3 Distributeinstallationdocumentation toinstallers

ProjectManager

5 days

142 9.4 Documentationcompleted

0 days


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147 10.1.3 Plan softwaremaintenancetraining content

TrainingSpecialist

10 days

148 10.2 Develop trainingmaterials

240 days

149 10.2.1 Create installationtraining content

TrainingSpecialist

10 days

150 10.2.2 Create systemtraining materials

TrainingSpecialist

10 days

10.2.3 Create softwaremaintenance

training materials

TrainingSpecialist

10 days

10.3 Validate trainingprogram

240 days

10.3.1 Validateinstallationtraining content

TrainingSpecialist

2 days

10.3.2 Validate systemtraining materials

TrainingSpecialist

2 days

151 10.3.3 Validate softwaremaintenancetraining

TrainingSpecialist

2 days

152 10.4 Implement thetraining program

240 days

153 10.4.1 Hold trainingsession for endusers

TrainingSpecialist

10 days

154 10.4.2 Hold trainingsession forsoftwaremaintenance team

TrainingSpecialist

20 days

155 10.4 Trainingcompleted

0 days

156 11 Implementation 210days?

157 11.1 Create test data VerificationEngineer

5 days

158 11.2 Create sourcecode

200 days

159 11.2.1 Code ASMSsoftware-to-

Programmer 40 days


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163 11.3.1 Generate ASMSsoftware-to-hardware interface

object code

Programmer 3 days

164 11.3.2 Generate ASMSsoftware interfaceobject code

Programmer 3 days

165 11.3.3 Generate ASMSuser interfaceobject codegeneration

Programmer 3 days

166 11.4 Plan integration 100 days167 11.4.1 Plan integration of

ASMSsoftware/hardwareinterface andsoftware

Programmer 5 days

168 11.4.2 Plan integration ofASMS software

with userinterfaces

Programmer 5 days

169 11.5 Performintegration

80 days

170 11.5.1 Integrate ASMSsoftware/hardwareinterface withsoftware interface.

Programmer,DatabaseEngineer

10 days

171 11.5.2 Integrate ASMSsoftware with userinterfaces

Programmer 10 days

172 11.6 Implementationcompleted

0 days

173 12 Installation 150 days

174 12.1 Plan installationof the ASMS

InstallationSpecialist

10 days

175 12.2 DistributeSoftware 20 days

176 12.2.1 Distribute ASMSto the installationteam

InstallationSpecialist

1 day

177 12.3 Install software 70 days


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Table 6 Level 2 WBS

3.5 Scope Change Management Process

3.5.1 Scope of Change Requests

1. Modifications to software.

2. Acquisition of third party software.

3. Changes to contracted professional services (e.g. additional consultancy assistance).

4. Scope (includes modules, data conversion and migration, interfaces, etc.).

5. Milestone dates and major go-lives.

6. Additional project spending (hardware, training and conferences).

7. Functionality required by policy changes at the university and/or external mandates.

3.5.2. Change Request Process

Specialist

181 12.6 InstallationCompleted

0 days

182 13 Operation &Support

7 days

183 13.1 Operate thesystem

Help DeskLevel 1

2 days

184 13.2 Provide technicalassistance andconsulting

Help DeskLevel 1

2 days

185 13.3 Maintain support

request log

Help Desk

Level 1

4 days

186 14 Maintenance 21 Days

187 14.1 Re-applySoftwareDevelopmentLife Cycle

Consultant 21 days


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3. Project Manager prepares and submits Change Request Impact Analysis section and

submits to the Change Management Team.

4. Institution Implementation Team receives weekly updates of pending change requests andprovides input as needed / requested.

5. Change Management Team approves/denies change request after the clarification, provides

final recommendation on the Change Request Form and advises Project Manager.

6. If appropriate, forward for review and disposition.

7. Project Manager converses the decision to:

a. The Team Lead making the request of the Change Review Team decision.

b. Implementation Team.

c. All appropriate interested parties.

8. Amend Scope Management Plan and documentation as needed to incorporate sanctioned

change.

3.5.2. Roles and Responsibilities

Team Leads Instigate change requests based on implementation

needs using approved forms and communication

processes. Requests from team members should be

discussed with the appropriate Team Lead prior to

submitting an official change request.

Project Manager Facilitate the completion of change requests and

information gathering. Work directly with vendors

and with appropriate IT personnel, administrative

and academic to collect information needed to

complete the request.

Implementation Team Receives updates of completed change requests

awaiting approval. Provide input as

needed/requested.

Change Review Team Evaluates, allow or disallow change requests based


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3.5.3. Notes

Requests resulting in changes to the vendor contract require approval from the Project

Sponsor.

No changes to the contract should be proceeded upon or conveyed as an approved change

until Change Review Team have verified that they are in agreement with the original

contract.

Changes to software, budget, quality and schedule will be reviewed, managed and approved

by the Project Manager.

First priority will be given to change requests for acute functions and services. Other criteria

for evaluating change requests will be approved by the Change Review Team.

Project Scope Change Management Plan Documents:

Change Request Form

Change Request Log

Scope Change Management Plan

3.5 Plan Modification Rules

1.

Analyse the current project scope management plan to determine if this modification mayimpact project costs, resources, quality and the other directions of the project. If it is an

insignificant change for the better, team may not need to escalate this further than those

directly affected by the plan change. Project manager has the authority to change this

plan.

2. Meet with the project team members and vendors potentially impacted by the project plan

change. Gather their feedback on how much time and resources this change may take.

Ask their opinions on the feasibility of the change and if it may cause a barrier to project

completions or time lines.

3. Meet with project sponsors, stakeholders and management to discuss the change. Seek out

their approval before moving forward if this is a significant change to either the outcome


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5. Distribute the project management plan to the project team and sponsors. Post internallyon a shared site or intranet and solicit feedback. Do not hide the change if everyone needsto know it and be forthcoming with how the change may or may not impact the project.

4) Schedule management plan

4.1 Project Schedule

This section contains information about Automated Student Management System (ASMS)project schedule. A list of the milestones and their completion days are included in this

section, while the detailed Gantt chart is included in the appendices.

WBS ID Milestone Date Responsible Roles

1.5.9 Baseline SPMP completed Fri 12-12-07 Project Manager

1.6 Finalize project charter Fri 13-03-15 Project Manager

2.5 All project deliverables have

been delivered

Tue 14-11-17 Project Manager

3.4 SCMP completed Fri 13-07-26 Configuration Manager

4.3 SQAP completed Mon 13-06-24 Quality Analyst

5.4 System allocation completed Mon 13-06-24 Software Architect

6.5 SRS Completed Fri 13-08-23 Requirements Analyst

7.5.5 SDS completed Fri 14-02-28 Software Designer

8.1.6 SVVP completed Thu 14-09-04 Verification Engineer,Validation Engineer, Consultant

8.4.5 STP completed Fri 14-06-27 Verification Engineer

8.7 V&V completed Mon 14-10-27 Verification Engineer

9.4 Documentation completed Thu 14-05-01 Technical Writer, Installation

Specialist, Consultant, HelpDesk Level 1, Project Manager

10.5 Training completed Mon 14-11-17 Training Specialist

11.6 Implementation completed Fri 14-10-10 Programmer


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4.2 Assumptions

1. This schedule is for 2 years of time while Saturdays and Sundays have been left as non-

working days. Corresponding project team members will be working for 8 hours eachworking day.

2. The Project Schedule may change as new information and issues are revealed.

5) Cost Management Plan

5.1 Project Budget

Budget Report - ASMS Project South East Gippsland University (2012-2015)ID Project Expenditures Rate(USD) Cost(USD)

* Stated under assumptions

1 Employee Cost1.1 Labor Cost $2,074,144.00

1.2 Food & Beverage 12$/hour $210,528.00

2 Rent Fee* $800/Week $76,800.00

3 Insurance Cost

3.1 Employee*$150 for $50000Labor cost $6,222.43

3.2 Equipment* $0.00

4 Software Cost4.1 Student Management System(TCO) $900,000.00

4.2 Software Development Kit(SDK) $25,000.00

4.3Microsoft Office 2010

$495/Year $2,970.00

4.4 Testing Tools $1000/machine $3,000.00

5 Hardware Cost5.1 New Servers TCO $30,000.00

5.2 Wireless Broadband Hardware $50,000.005.3 Wireless Broadband Hardware Maintenance $5000/annum $10,000.00

6 Administrative Costs6.1 IT Service Desk $20,000.00

6 2 Ad i i t ti b d t $5 000 00


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5.2 Budget Assumptions & Constraints

Assumptions

1. All the cost calculations will be calculated in the form of United States Dollars (USD).

2. Since the workspace is given by the university, we assume that all electricity, water andsanitary facilities will be provided by the university.

3.

In Australia an employer have to spend $150 per every $50000 as insurance cost.

4. All the equipments will be purchased newly for the project and according to theAustralian low seller have to bare the insurance cost for the equipments for first 5 years.

5. Upon the agreement we have agreed to calculate the profit based on the initial budget upto 10%. Any change beyond that limit will be considered as the new base for the profitcalculation.

6. Funding sources for the project will stably remain during the project execution time.

Constraints

1. All the labor costs are calculated based on the rates available on the current marketsituation and it signifies 55.6% of total cost ($2,289,864/ $4,113,034). Since we donthave direct control over human resources and we are directly exposed to fluctuations of

the market rates.

2. Since the project team is allocated after a tendering procedure, SixSigma has to use theirprevious knowledge in budget estimation which is a crucial point of a plan.

3. Since the profit was calculated based on the initial budget any expenditure beyond theinitial limit will be subjected to consideration of the Change Review Team.

4. If the budget goes beyond the 10% buffer soon, expenditures have to be rationalizedbefore the client.

5. Class 1 budget estimate has been used in this project with the consideration of theproject nature. It is a deterministic approach. Further details are added in the appendix A.


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6) Quality Management Plan

6.1 Quality Standards

Project Processes/Reports Quality Standards

Project Initiation IEEE 1058-1998IEEE[1] 1074-1997Project Initiation Check List[2]

Project Monitoring & Control IEEE 1058-1998

IEEE 1074-1997IEEE 828-1998IEEE 730-2002IEEE 1012-1998 + IEEE 1012a-1998IEEE 830-1998IEEE 829-1998IEEE 1016-1998Project Monitoring & Control CheckList

Configuration Management IEEE 828-1998Configuration Management Check List

Software QualityManagement

IEEE 730-2002Quality Management Check List

System Allocation N/A[3]

Requirement Analysis IEEE 830-1998Requirement Analysis Check List

Design IEEE 1016-1998

Verification & Validation IEEE 1012-1998 + IEEE 1012a-1998IEEE 829-1998V&V check list

Documentation development IEEE 1063-2001

Training Training Check List

Implementation Implementation Check List

Installation N/A

Operation & Support N/A

Maintenance N/A


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Table 11 Quality Metrics

6.2 Quality Metrics

Notes:[1] Kilo Lines Of Code

Project Deliverables Quality metrics

Software Product Functional Point AnalysisLines of CodeCustomer Satisfaction (Usability)Response TimeBugs per KLOC[1] (Correctness)FunctionalityComments per KLOC

Software DesignSpecification (SDS)

CorrectnessIntegrity

Software ProjectManagement Plan(SPMP)

CorrectnessIntegrityCustomer Satisfaction / Acceptance

Software ConfigurationManagement Plan(SCMP)


Software QualityAssurance Plan(SQAP)


Software Verificationand Validation Plan(SVVP)


Software RequirementsSpecification(SRS)


Software Test Plan(STP)


Software RiskManagement Plan(SRMP)


Software User Manual CorrectnessIntegrity

Customer Satisfaction / AcceptanceEnd User Training Customer Satisfaction


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6.3 Quality Management Approach

The quality management approach of this Automated Student Management System (ASMS)project will establish and ensure the required quality of the project deliverables and itsprocesses. Considering in the higher level quality management perspective, this project willfollow the traditional quality management phases to establish required quality of the project.According to traditional quality management approach quality planning, assuring andcontrolling are the three main phases which taken place in quality management.

At the initial phase of the quality management approach will focus into define or deriverequired quality standards, quality metrics and tools to gain the expected quality of theproject and its deliverables. The next phase is Quality Assurance (QA) which ensures thatproject processes are used effectively to produce quality project deliverables.

The approaches for quality assurance phase will describe in detail under Quality Assurancetopic of this document. Final step of the quality management approach is Quality Controlling(QC) phase that monitors the project deliverables to verify that the deliverables haveacceptable quality and the customer is satisfied. In detail description about QC process willprovide under Quality Control topic of this document.

Following tools will be used to support the quality management process throughout the QAand QC phases of the project.

Phase Tool Tool Description

Qual

ityAssurance

Quality Audits Quality audit is an essential quality assurance toolused in assessing process successfulness of the

projects. Quality audit is a systematic approach toidentify the problems in project processes and reportinefficiencies for improvements. Quality analysts areresponsible for performing the quality audits atpredefined intervals to ensure the quality of theproject processes

Process Analysis Process analysis is a set of logically related

instructions which aimed for continuous improvementof project processes.

Benchmarking Comparing project processes with another comparableproject

Flow Charting Flow charts are various kinds of diagrams used to


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Table 12 Quality Management Approach

processesStatistical Sampling Statistical process control is a quality control method

which uses statistical methods to monitor and control a

process. That ensures the process operates with its fullpotential.

Control Charts Control charts are statistical process controlling methodused for quality control.

Standards and matrices for quality can be identified by any stake holder of the project. Projectmanager responsible for review the standards, matrices to determine cost versus benefit and

how processes or deliverables affected by that standard or metric. If a standard or metricimplemented, project manager should update all related project documentation for qualitymanagement.

6.4 Quality Assurance

Quality assurance ensures that project processes are used effectively to produce quality

project deliverables In order to ensure quality; an iterative quality process will be usedthroughout the project life cycle. This iterative process includes measuring process metrics,analyzing process data, and continuously improving the processes.

Quality manager and the quality team will perform assessments at planned intervalsthroughout the project to ensure all processes are being correctly implemented and executed.Process improvement is another aspect of quality assurance. Quality assurance reviews,findings, and assessments should always result in some form of process improvement and, as

a result, product improvement. All process improvement efforts must be documented,implemented, and communicated to all stakeholders as changes are made.

Following table describes the quality assurance plan for the project processes.

Project Process QualityStandardsStakeholderExpectations

QualityAssurance

Activity

Frequency/Interval

ResponsiblePerson(s)

ProjectInitiation

SPMPSPMP CheckList

Planning theupcoming sub

tasks with

After every subtask have beencompleted

ProjectManager


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process analysis.Implement anyimprovements

identifiedProjectMonitoring &Control

SPMP, SRS,SDS, SQAP,SVVP, STP,SCMP, SRMP,ProjectMonitoring &Control Check

List

Normal qualityaudits and

process analysis.If any exceptionalsituation occurs,additional QA

activities such as

Benchmarkingand fishbonediagrams will use

to identify theproblems.

Weekly ProjectManager

ConfigurationManagement

SCMPSCMP CheckList

Analyze theprocess andimplementidentified

improvements

After eachiteration of thesoftware in theprojectexecution

ProjectManager,ConfigurationManager

SoftwareQualityManagement

SQMPSQMP CheckList

Audit the qualitysystem. Identifyquality problems

and needs.Improve the

quality system

Weekly,throughout theproject.

ProjectManager,Quality Analyst

System

Allocation

N/A[*]

Requirement SRSSRS Check List

Audit and analyzethe requirement

identifying,validation anddocumentation

process.Eliminate the

problemsidentified andimprove the

process.

Weekly, in therequirementphase.

ProjectManager,RequirementAnalyst

Design SDSSDS Check List

Review theprogress of

Weekly, in thedesign phase

ProjectManager


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Table 13 Quality Assurance

Verification &Validation

SVVPSVVP CheckList

Review the V&Vprocess progress.

Identify the

inconsistencieswith the V&V

standards.Eliminate the

issues.

Weekly, in theV&V phase

Verification,ValidationEngineer and

Consultant

DocumentationDevelopment

IEEE 1063-2001

Review thedocumentationcontents and

progress. Identifytheinconsistencies

and issues.Improve the

documentationquality

Weekly TechnicalWriter

Training Training CheckList

Peer review thetraining progress.

Improve thetraining process.

Weekly, Whentraininghappens.

TrainingSpecialist

Implementation ImplementationCheck List

Review theimplemented

source codes withdesign andidentify the

inconsistencies.

Audit the sourcecode relevant

matrices to ensurethe quality.Execute a

resolution plan.

Weekly, in theimplementationphase.

Programmer

Installation N/A[*]

Operation &Support N/A

[*]

Maintenance N/A[*]

Note:[*] D t ti t d th t i t lit ill t b f d f th


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6.5 Quality Control

Quality control ensures that project deliverables complies with quality standards and

customer satisfied with the deliverable.

ProjectDeliverable

Quality Standards/Customer

Satisfaction

QualityControlActivity

Frequency/Interval

ResponsiblePerson(s)

SoftwareProject

ManagementPlan (SPMP)

Document mustcomplies with

following StandardsIEEE 1058-1998IEEE 1074-1997

Review byProject

Sponsor

After plan hasdelivered

ProjectManager

SoftwareConfigurationManagementPlan (SCMP)


following StandardsIEEE 828-1998

Review byProject

Manager



SoftwareQualityAssurance Plan(SQAP)



Review byProject

Manager


QualityAnalyst

SoftwareVerificationand ValidationPlan (SVVP)


following StandardsIEEE 1012-1998 +IEEE 1012a-1998

Review byProject

Manager


VerificationEngineer ,Consultant ,ValidationEngineer

Software

RequirementsSpecification(SRS)

Document must

complies withfollowing Standards

IEEE 830-1998

Review by

RequirementsAnalyst and

ProjectManager

After

document hasdelivered

Requirements

Analyst

Software TestPlan (STP)



Review byProject

Manager



SoftwareDesignSpecification(SDS)



Review byProject

Manager


System Designer

Software RiskManagement


Review byProject


Project Manager


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Table 14 Quality Control

Average customersatisfaction rating

should be above 7.0

Review andrated the

satisfaction by

the usersusing 0 to 10satisfaction

scale.SoftwareSource Code

Bugs per KLOC < 5 Codewalkthroughs

and AlphaTesting

After sourcecode for eachiteration havedelivered

Programmer

Response Time 100

Codewalkthroughs

User Training

Average usersatisfaction rating

should be above 8.0

Review andrated the

satisfaction bythe users

using 0 to 10satisfaction

scale.

After usertraining

finished

TrainingSpecialist

Review

Reviewing a deliverable documentation or work products, particularly for consistency with

the higher-level plans on which the document is based (i.e. design consistency with

requirements, source code consistent with design). Inconsistencies will be noted and an

action plan for resolution produced. Inspection of a document for compliance with the

standard or template on which mentioned in the table should be carried out within the project


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7) Risk Management

7.1 Risk Management Strategies

Risk management is aimed to identification measurement of risks and prioritizing them. Inrisk management we are more focused on risks that are more probable and effect more for theproject

ProcessName

Process Description

1.0 Establishingthe context

1.1 Factors thatmay effect

Physical An electrical failure

Long working hours and bad siting positionsFinancial

Over expenditureLegal

Client may sue against company

Employee may sue against company

Environmental Bad environmental conditions.

1.2 Stakeholderswho need to beinvolved

University maintain staff

Employees of the project

Project manager

University administrative staff

Lectures of the university

Local government

1.3 risk criteriaidentified

Likelihood of death or serious injury

Likelihood of decreasing profitability

Likelihood of litigation

Likelihood of inclement weather

2.0 Identify theRisks 2.1 To identify therisk

Looked at the records of previous accidents of theuniversity

Inspect the area provide and get advice fromengineers

Interview the stakeholders

Check financial stability of the university


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Legal that caused due to breech of agreement withthe client

2.3 Major risksidentified

Employee problems due to bad seating positions Fluctuations in labor rates

If there is heavy rains its hard to continue theproject

If the implementation process was crashed withstudent management system client may sue for thefinancial damages

3.0 Analyze the

Risk

3.1 Evaluate the

effect againstprobability

Likelihood Low Likelihood High

ConsequencesLow

If theimplementationprocess wascrashed withstudentmanagementsystem client maysue for the financial

damages

Employee problemsdue to bad seatingpositions

ConsequencesHigh

If there is heavyrains its hard tocontinue theproject

Fluctuations inlabor rates

4.0 Evaluate

the Risk

4.1 whether a risk isacceptable

High probable high Consequences risks need to be gettingmore concern. Employee problems due to bad seatingpositions is a risk need our concern. Flood problem is aconcern that needs our attention.

5.0 Manage theRisks

5.1 Avoid the risk,Control the risk,Transfer therisk orRetain the risk

1. Fluctuations in labor rates - Avoid the riskMaking arrangement with client to calculateprofit on the proposed budget +/- 10% ofinitial figure and beyond that limit willconcern as the new base for profit

calculation2. Employee problems due to bad seating

positions - Control the riskConducting training sessions on properpositions and insuring


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Table 16 Risk Management Tools

Table 15 Risk Management Strategies

7.2 Risk Management Tools

Risk management tools are mainly used to measure the magnitude of a risk and probability

and they help to calculate and rank the risks

Tool Name Tool Description

1.0 Risk Register Acts as a central repository for all risks recognized by the project or businessand, for each risk, consist of information such as risk likelihood, impact,counter-measures, risk holder

2.0 SAPHIRE Probabilistic risk and reliability assessment software tool. SAPHIRE standsfor Systems Analysis Programs for Hands-on Integrated Reliability

Evaluations.

7.3 Data Sources

riskLet the university staff to decide what timewe are going to conduct integration to the

main system

6.0 Review 6.1 monitor andevaluate

Need to constantly monitor and evaluate the strategies thatare using to manage risks, as risks do not remain the same.There may find that over time new risks are created,existing risks are increased or decreased, some risks nolonger exist and risk management strategies are no longereffective.

Category Data Source Name Data Source Description

1.0 Weather1.1 Local environment agency

area officesThere does not appear to be a singledatabase of historical flood events(maps) or arecord of their outcomes

l il i ll l l il


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Table 17 Data Sources

7.4 Risk Categories

These are the areas that may likely to contain risks (Refer risk strategies factors that mayaffect).

Physical

Financial

Legal

Environmental

7.5 Risk Probability and Impact

2.0 Health

2.1 Health and safety - Australia Provide detail guide to employee healthand free consultation services

3.0 Financial3.1 Banks Provide detail of financial history of

university and its credibility

3.2 Other contractors to theuniversity

Not a very official way of gatheringinformation but valuable source ofinformation

4.0 Legal

4.1 Company legal officer Provide initial bases for the legal risk

identification4.2 Consultants Provide in deep assessment of legal

environment

Item Probability(P)

Impact (I) Total RiskScore

1.0 Employee problems due to bad seating positions 0.8 3 2.4

2.0 Fluctuations in labor rates 0.6 8 4.8

3.0 If there is heavy rains its hard to continue theproject

0.3 9 2.7

4.0 If the implementation process was crashed with 0.2 5 1


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Table 19 Project Team

8) HR management plan

8.1 Project Organization

8.1.1 Project Team

This list would include the information of project manager and all the team members whowill be involved with the planning and execution of the project.

Name Role PhoneNumber

Email Address

Beth Storry Project Manager 0778442010 [email protected]

Emily Maguire Software Architect 0711993060 [email protected]

LauraUnsworth

Programmer 0717625535 [email protected]

Crista Cullen Requirements Analyst 0719251470 [email protected]

Anne Panter Configuration Manager 0724526264 [email protected]

HannahMacleod

Quality Analyst 0712730729 [email protected]

Mark Knowles Database Engineer 0723424233 [email protected]

Jamie Dwyer Software Designer 0772323097 [email protected]

Liam de Young Validation Engineer 0782382327 [email protected]

Simon Orchard Verification Engineer 0712468075 [email protected]

Glenn Turner Consultant 0771245769 [email protected]

Chris Ciriello Installation Specialist 0729434740 [email protected]

MatthewButturini

Technical Writer 0783232394 [email protected]

Russell Ford Training Specialist 0773292928 [email protected]

Eddie

Ockenden

Help Desk Level 1 0718373427 [email protected]

Peter Samuels Human ResourceManager

0715879564 [email protected]


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8.1.1.1 Hierarchy of the project team

Sponsor

InformationTechnologyServices

Consultant

Project Manager

Configuration Manager Software Architect

Design & Development

Software Designer

Programmer

Analysis

Requirements Analyst

Quality Analyst

Database Handling Database Engineer

Testing & Installation

Validation Engineer

Verification Engineer

Installation Specialist

Operation & Support

Help Desk Level 1

Technical Writer

Training Specialist


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UCSC ICT 2009 IT Project Management Assignment 2012 | Page 45 of60

8.1.2 Key Stakeholders

Information

Technology

Services

Gilbert Roks Beth Storry Emily Maguire,

Crista Cullen,

Anne Panter,

Hannah Macleod,

Mark Knowles,

Jamie Dwyer,

Liam de Young,

Simon Orchard,Glenn Turner,

Chris Ciriello,

Matthew Butturini,

Russell Ford,

Eddie Ockenden

Role on Project ProjectSponsor

ChiefInformation

Officer (CIO)

Project Manager Project Team Students Lecturers AdministrativeStaff

Organization South East

Gippsland

University

SouthEast

Gippsland

University

MIT Company MIT Company South East

Gippsland

University

South East

Gippsland

University

South East

Gippsland

University

Contact

Information

southeastgip

[email protected]

om

gilbertroks@gm

ail.com

bethstorry@gmail

.com

itpm-group-

[email protected]


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Table 20 Key Stakeholders

Unique Facts Prefers use

of email forproject

documents

Responsible for

Develop,maintain, and

facilitate

implementation

of a sound and

integrated IT

architecture as

such they

require more

detailedcommunications

Manages day to

day resources,provides project

guidance and

monitors and

reports on the

projects metrics

Need to have a clear

understanding of thework to be completed

and the framework in

which the project is to

be executed.

Level of

Interest

High High High High Medium Medium Medium

Level of

Influence

High High High High Low Low Low

Suggestions for

managing

relationships

Keep

informed of

all projectprogress

Keep all

information

about theproject progress

He is the primary

communicator for

the projectdistributing

information

according to this

Communications

Management Plan

Require a detailed

level of

communicationswhich is achieved

through day to day

interactions with the

Project Manager and

other team members

along with weekly

team meetings

Keep

informed

aboutcurrent

changes and

can get

feedback to

assist the

progress

Keep

informed

about currentchanges and

can get

feedback to

assist the

progress

Keep informed

about current

changes and canget feedback to

assist the

progress


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8.2 Resource Requirements

Following chart depicts you how the resources will be used within each month. This graph

helps you to analyse the resource usage of the project. The team members of the project have

to engage with different type of tasks & activities. They should be responsible for each task

& activities that they have been assigned.

8.3 Resource Assignment

.

Note: Here we have assigned resources according to the Level 2 WBS. Further informationcan be perceived in the Gantt chart at the appendices.

8.3 Resource Assignment

WBS

Tasks anager

Architect

mer en

tsAnalyst

tionManager

nalyst

Engineer

Designer

nEngineer

onEngineer

t nSpecialist

Writer

Specialist

kLevel1

ger

Figure 2

0

200400

600

800

1000

1200

1400

1600

1800

June

August

October

December

February

April

June

August

October

December

February

April

June

August

October

December

February

2012 2013 2014 2015

Resources Allocation - Hours Per MonthHR Manager

Help Desk Level 1

Training Specialist

Technical Writer

Installation Specialist

Consultant

Verification Engineer

Validation Engineer

Software Designer

Database Engineer

Quality Analyst

Configuration Manager

Requirements Analyst

Programmer

Software Architect

Project Manager

Hours


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1.3 Establish project environment X X

1.4 Plan project management X X X X X

2 Project Monitoring & Control X X

2.1 Start the project X

2.2 Analyze risks X

2.3 Create contingency plan X

2.4 Manage the project X X

2.5All project deliverables have beendelivered

X

2.6 project closeout X3 Configuration Management X

3.1 Plan configuration management plan X

3.2 Configuration Items Identification X

3.3 Configuration plan finalization X

3.4 SCMP completed X

3.5 Configuration ControlX

3.6 Configuration Auditing/Reporting X

4 Software Quality Management X

4.1 Plan software quality management X

4.2Create Software Quality AssurancePlan (SQAP)

X

4.3 SQAP completed X

4.4 Define indicators X

4.5 Manage software quality X

4.6 Identify quality improvement needs X

5 System Allocation X

5.1 Analyzing system functions X

5.2 Develop System Architecture X

5.3 Decompose system requirements X5.4 System allocation completed X

6 Defining Requirements X

6 1Define and develop softwarerequirements

X


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7.1Perform the architectural design ofthe system

X

7.2 Design the database X

7.3 Design interfaces X

7.4 Select Algorithms X

7.5 Detail Design X

8 Verification & Validation X X X

8.1 Plan verification and validation X X X

8.2

Execute verification and validation

tasks

X

8.3Requirements & Design V&Vcompleted

X

8.4 Plan testing X

8.5 Develop test requirements X

8.6 Execute the tests X

8.7 V&V completed X

9 Documentation development X X X X X

9.1 Plan documentation X

9.2 Implement documentation X X X

9.3Produce and distributedocumentation

X

9.4 Documentation completed X

10 Training X

10.1 Plan training program X

10.2 Develop training materials X

10.3 Validate training program X

10.4 Implement the training program X

10.5 Training completed X

11 Implementation X X

11.1 Create test data X

11.2 Create source code X

11.3 Generate object code X

11.4 Plan integration X

12 4 H d i ll i X


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Table 21 Resource Assignment

*Assumption: Resources for the project will stably remain during the project execution

time.

9) Communication plan

9.1 Stakeholder Analysis

*Refer 8.1.2

9.2 Project Reports

Data Needed FrequencyofCollection

ResponsibleParty forDataCollection& Analysis

Report Media& Format

ResponsibleParty forDistributingReport

Project Status

Dashboard/report

Tracking

Gantt Chart

Weekly Beth Storry Status Form Eddie Ockenden

Trend Analysis Past projectdata,PreviousStatus reports

Monthly CristaCullen

Printeddocument withcalculations

Crista Cullen

Variance Analysis Proposed Bi weekly Mark Through e Mark Knowles

12.4 Hardware installation X

12.5Accept software in operationalenvironment

X

12.6 Installation Completed X X

13Operation & Support X

13.1Operate the system X

13.2Provide technical assistance andconsulting X

13.3Maintain support request log X

14 Maintenance X

14.1Re-apply Software DevelopmentLife Cycle

X

proposed


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Table 22 Project Reports

proposedbugdet

9.3 Project Meetings

Purpose Frequency Attendees Reporting Requirements

Status ReviewMeeting

Update onprojectstatus,Informand identifyproblems andidentyfy

posssibleaction items

Weekly(Monthly withthe ITSreperesentativeand GilbertRoks)

All of theprojectteam,GilbertRoks,ITSrepresentative(ifneeded)

Meeting Minutes,varianceand trend analysis, Statusreport

Problem SolvingMeeting

Specially tosolve problemsarised

Bi-Weekly(if aproblem arisesinstantly)

ProjectManager, GlennTurner and theproject teammembersresponsible

Requirement specification,Problem document

Tecnical DesignReview Meeting

To review thesystem design

After everydesignoutput(mainlypreliminaryand final)

Projectmanager,GilbertRoks,MITrepresentative,Emily Maguire,Crista Cullen,Jamie Dwyer

Design specificationdocuments,Requirementspecification documents

Project Wikisthrough CentralDesktp

Communicatewith all theteam membersregarding anysituation

Instantly(anytime) All the teammembers andGlenn Turner

Electronic File sharing

Customer ProjectReview meeting

Show anddiscuss theprogress of theproject with thecustomer

Monthly BethStorry,GlennTurner, ITSrepresentaiveand UniversityadministrationincludingGilbert Roks

Status report, Requirementspecification document

are given access to the server information through their individual logins. But the project


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are given access to the server information through their individual logins. But the projectmanager and the consultant have higher authority along with the project sponsor (Universityauthority) to view and access all the information. Other team members and stakeholders aregiven necessary access grants to carry out their work effectively.

And the communication will be done mainly through e-mails as it is easy and moreconvenient. And it is also the professional way of work and is easy to keep track of thedocuments passed. Use of Central Desktop is very helpful as the project team members andthe stakeholders can communicate instantly when they want with anyone in the network. Allthe documents will be shared through the system to all the necessary users and they have theability to reply or call a meeting regarding an issue through the system whenever they want.And all the documents will be archived in this system too, making it a backup storage of the

project information.

9.5 Communications Summary

Stakeholder Type Communication

Medium

Frequency Responsible

PartyBeth Storry

Status Report E-mail and printedcopy handed

Every Tuesdayand after everymilestone

EddieOckenden

EmilyMaguire

Trend analysis Email Monthly Crita Cullen

CristaCullen

Status report,Requirementspecification,Varianceanalysis,Trendanalysis

Email and printedcopy andcollaborativesoftware

Weekly EddieOckenden

AnnePanter Status report,Trendanalysis E-mail,collaborativesoftware Bi-weekly HannahMacleod

HannahMacleod

Status report E-mail Weekly EddieOckenden

Si St t E il C l b ti Bi kl H h


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Table 24 Communication Summary

SimonOrchard

Statusreport.TechnicalDesign Review

report

E-mail,Colaborativesoftware

Bi-weekly HannahMacleod

GlennTurner

Status review,Trendanalysis,Varianceanalysis

E-mail,Collaborativesoftware

Weekly (instantlyif needed )

EddieOckenden

MatthewButturini

All the reports E-mail As those reportsare made

EddieOckenden,

HannahMacleod

EddieOckenden

All the reports E-mail and hecreates

As these reportsare created

HannahMacleod andhe createthem

PeterSamuels

Status report,Variance analysis,Trend Analysis

E-mail andcollaborativesoftware

Weekly andMonthly(analysis)

EddieOckenden,HannahMacleod

Reference List


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Unknown, 2012. PROJECT QUALITY MANAGEMENT PLAN TEMPLATE, [E book],Available: http://www.projectmanagementdocs.com/templates/Quality_Management_Plan_Template.pdf, [Accessed date: 10th Aug 2012]

Unknown, 2012,IT Project Quality Management Plan,[Document],Available: http://www.itplanning.org.vt.edu/pm/ITPMQualityMgmtPlan.doc, [Accessed Date10th Aug 2012]

Wikipedia, 2012, SRS- Wikipedia, the free encyclopedia, [online],Available:http://en.wikipedia.org/wiki/Software_Requirements_Specification,[Accessed date:4th June 2012]

Pcubed, 2012, Write a scope statement - Project - Office.com, [online], Available:http://office.microsoft.com/en-us/project-help/write-a-scope-statement-HA001142472.aspx,[Accessed date: 5th June 2012]

Preferred Customer, 2012, [Document], Available:http://wweb.uta.edu/insyopma/prater/OPMA%205364%20Scope%20statement.doc,[Accessed date: 10th June 2012]

IT Department, Scope Statement, 2012, [Document], Available:http://www.augsburg.edu/ppages/~schwalbe/scope_statement.doc, [Accessed date: 12th June2012]

Prof. B. Meyer, Prof. P. Kolb, 2012, [E book], Available:http://se.inf.ethz.ch/old/teaching/ws2005/0273/slides/Template%20Project%20Plan.pdf,[Accessed date: 16th June 2012]

Unknown, 2008, [E book], Available:http://www.collegiateproject.com/articles/Preliminary%20Change%20Management%20Plan.pdf, [Accessed date: 16th June 2012]

Francine Richards,2012,How to Change a Project Management Plan | eHow.com, [Online],Available: http://www.ehow.com/how_7798951_change-project-management-plan.html,[Accessed date: 5th June 2012]

Unknown, 2012, Legal Consultant Salary in California - Legal Consultant Salary, [online],

Appendices


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pp

Appendix A: Generic Cost Estimate Classification Matrix

Note:

[a] If the range index value of 1 represents %10/.5%, then an index value of 10 represents

%100/.50%.

[b] If the cost index value of 1 represents 0.005% of project costs, then an index value

of 100 represents 0.5%.

PrimaryCharacteristics

Secondary Characteristics

EstimateClass

LEVEL OFPROJECTDEFINITION[

Expressedas % ofcompletedefinition]

ENDUSAGE[Typical Purpose

of Estimate]

METHODOLOGY[Typicalestimating

methodology]

EXPECTEDACCURACYCHANGE[Ty

pical +/- rangerelative tobest index of 1(a)* ]

PREPARATIONEFFORT[Typic

al degree ofeffort relative toleast cost indexof 1 (b)*]

Class 5 0% to 2%Screening orFeasibility

Stochastic orJudgment

4 to 20 1

Class 4 1% to 15%

Concept

Study orFeasibility

PrimarilyStochastic 3 to 12 2 to 4

Class 3 10% to 40%Budget,Authorization,or Control

Mixed, butPrimarilyStochastic

2 to 6 3 to 10

Class 2 30% to 70%Control orBid/ Tender

PrimarilyDeterministic

1 to 3 5 to 10

Class 1 50% to 100% Bid/Tender Deterministic 1 10 to 100

Appendix B: Project Budget


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Budget Report - ASMS Project South East Gippsland University (2012-2015)ID Project Expenditures Rate(USD) Cost(USD)

* Stated under assumptions

Estimated Total Working Hours = 175441 Employee Cost

1.1 Labor Cost $2,074,144.001.1.1 Project Manager $978,920.00

1.1.2 Software Architect $83,200.001.1.3 Programmer $118.080.001.1.4 Requirement Analyst $50,160.00

1.1.5 Configuration Manager $56,000.00

1.1.6 Quality Analyst $100,480.00

1.1.7 Database Engineer $18,720.00

1.1.8 Software Designer $92,400.00

1.1.9 Validation Engineer $72,000.00

1.1.10 Verification Engineer $246,720.001.1.11 Consultant $101,760.00

1.1.12 Installation Specialist $20,640.00

1.1.13 Technical Writer $36,000.00

1.1.14 Training Specialist $61,440.00

1.1.15 Help Desk Level 1 $3,840.00

1.1.16 Human Resource Manager $33,984.00

1.2 Food & Beverage 12$/hour $210,528.00

2 Rent Fee* $800/Week $76,800.00

3 Insurance Cost

3.1 Employee*$150 for $50000Labor cost $6,222.43

3.2 Equipment* $0.00

4 Software Cost4.1 Student Management System(TCO) $900,000.00

4.2 Software Development Kit(SDK) $25,000.00

4.3Microsoft Office 2010

$495/Year $2,970.00

4 4 Testing Tools $1000/machine $3 000 00

6.1 IT Service Desk $20,000.00

6 2 Ad i i t ti b d t $5 000 00


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Table 9 Summarized Budget

Appendix C: Risk Categorization Table

6.2 Administrative budget $5,000.00

Total Implementation Cost $3,413,664.43

7 Legal Consultation $60000/annum $120,000.00

Total Budget for the Project $3,533,664.43


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Risk Factors and

Categories

Low Risk Evidence (L) Medium Risk Evidence (M) High Risk Evidence (H) Risk

Rating

(H,M,L)

Comments

Project Fit Project fits within

SixSigmas area of

expertise and interest

Project limits SixSigmas

ability to take on other

attractive projects

Mid-project, the project

conflicts with a change in

SixSigmas direction.

L Unlikely to be an issue, since

the project involves most of

SixSigmas resources and

therefore sustains it

Organization management factors

Project team

Stability

Project staff are expected

to stay with SixSigma forthe duration of the project

One or more key project staff

are expected to leaveSixSigma before their

accountabilities are met

More than three key

project staff are expectedto leav