zioola project management system

Zioola (Project Management System)

Product Profile


Product Profile

1 – Executive Summary

Authentic Venture Sdn Bhd

Contact : Khairun Nisa Aziz

Phone : 03-89221493 / 019-3687768

Email : [email protected]

Management

Founder/CEO: Ir. Aziz bin

Ismail

COO: Khairun Nisa’ Aziz

Customers

Universities

Universiti Putra Malaysia,

Universiti Malaya.

Private Companies

General Electric, Jaring, IX

Telecom.

Organizations

Yayasan Pembangunan Islam

Malaysia (YaPEIM), Pengilang

dan Pembekal Industri

Perkhidmatan Muslim Malaysia

(PPIPBM).

Achievements

NEF-Awani Award 2013

Winner of “Best ICT Solution for

SMEs”

MSC Status Company

Microsoft Silver Partner

CMMI Certified

ISO9001 Certified

1-InnoCert AA (certified by

SME Corp.)

Value Proposition

Being the leading software company in providing ICT

solutions, AUTHENTIC VENTURE SDN BHD has come

up with a way to make managing your projects

easier. Zioola is designed to help companies and

organizations communicate better and manage their

projects in one go. Documents, pictures and updates

are all shared and captured at one place. Wherever

everyone is, let Zioola keep everything together for

you!

Company Background

The company was founded by Ir. Aziz Ismail in 2002.

Ir. Aziz Ismail has managed multiple international

companies beforehand, such as Honeywell and

Foxboro before decided to venture into the IT

business. Our leading product is OfficeCentral, an all-

in-one office management suite, which has won the

“Best ICT solution for SMEs” in 2013 and been

featured in multiple newspapers across the nation.

Business Description

AUTHENTIC VENTURE SDN BHD is a business based

in Bandar Baru Bangi focusing in developing cloud-

based ICT solutions that would help companies and

organizations across the world.


Product Profile

2 – Background

Zioola is designed to make managing projects more effective! With the goal to let team members

communicate better and have one stop center to keep all projects’ data, Zioola will be the only thing you need

to keep your project going (and even more effective and convenient)!

“Throw away your files and papers because you don’t need them anymore!”

That’s our goal.

2.1 – Identification of Needs and Problem Statements

Managing project is never an easy task.

According to Carnegie Mellon, 25% to 40% of all spending on projects is wasted as a result of re-

work1.

According to PMI®, many project practitioners have observed that over 90% of project issues arise

due to communication problems.

According to Meta Group Research, 60-80% of project failures can be attributed directly to poor

requirements gathering, analysis, and management2.

The above has proven how communications and managements are

important in ensuring the success of a project. Real-life projects are

either wasting lots of resources or deemed fail because of the poor

structure in management. The entire project could turn into a mess if

someone in the team misplaced just a file. Project failures are not just

expensive, it could have a negative consequences to the image of the

company and the project team.

The traditional way of managing project is time-consuming and

deemed to human mistakes.

1 Hass, Kathleen B. "Business Analysis Center of Excellence." Projects @ Work. 18 May 2007. Web. 10 Mar. 2010.

2 Hass, Kathleen B. "The Business Analyst as Strategist." Business Analyst Times. 28 Dec. 2007. Web. 10 Mar. 2010.


Product Profile

Data is transferred using paper means or stand-alone data sheet.

Having a piece of paper to hold your project’s data is an expensive risk.

Although we’re becoming a lot more intelligent by keeping copies and

versions of copies, would you still risk having forgotten to copy the data

and lost your copy, hence having to re-write the whole document again?

Decision making is difficult and project simulation is impossible

due to independent data.

How’d you know that your deliverables are late? Would you check the due date every day to ensure that

everything is on time? How about doing project simulation? Would you need to get an assistant to simulate the

data for you and will have to wait for a week for you to actually know what’s going on in the project?

Tracking payments are hard with multiple papers (and claims, and receipts) in hand.

You have all the documents needed – but when asked whether or not the claims are already paid – you’ll need

to check with your finance officers whether or not the claims are already paid. Have the contractors submit the

claim? It’s hard to track payments and claims with only one person being the person holding all the documents.

What if the person resigned and no longer work for you? Wouldn’t you need some time to train the replacement,

hence costing you more?

Remote reviews and out-of-office approvals can’t be

done.

Are you or your manager always have to go elsewhere –

overseas, business meeting – and never really stay at the

office? How would approvals be done? How would you, as a

manager, going to review all updates going on in the project?

As managers, you’d like to know what’s going on in the

project, without having to stay at the office (or call in) to

know what’s going on. Approvals on documents and claims

can’t be done unless you are physically in the office.

With the traditional way of managing the projects, projects are slower to be completed and less hands-on.

Each person in the team holds large responsibilities in the data they are assigned to, hence, being more

expensive if there’s any team changes. Every little change in the project would cost a lot – learning curves

would be time-consuming, thus causing the cost of the project rises up.

As project managers, we’d all love to have an easy-to-use, yet effective project management system to make

managing project look more seamless and becomes more successful!

Zioola is designed to cater each and every needs and problems stated above. Excited? Read on!


Product Profile

3 – Zioola Overview

Zioola is a web application that is specifically developed

to provide a more comprehensive, yet seamless way of

managing projects. The target markets are ranged from

the smaller to bigger teams; with options of having

contractors and consultants to also provide input in the

project as well.

With a large projects being started and operated every

year, the effort of monitoring the progress, cost, delays,

problems and cost overruns can be very overwhelming.

Zioola is designed to help managers and team alike to stay

in control with everything without doing much work.

3.1 – Objectives

Zioola targets to help teams to manage projects more effectively – having said that, Zioola is designed

specifically to cater to the objectives below:

1. Provide a communication platform to team members to share feedback, assign task or even conduct

a meeting.

2. One-stop center to gather project information; inclusive of discussions and documents sharing within

the project itself.

3. Provide an overview of the project’s progress; inclusive of Gantt Charts to keep track of each team’s

progress.

4. Provide a task management module in which anyone (themselves or team members) could assign

tasks to the user for user to be notified and mark when completed.

5. (Extra) Provide a platform for consultants and contractors to be able to update progress and submit

claims through the system for approvals from project manager.

3.2 – Specifications

Zioola consists of several modules, from applicants applying for projects to others submitting complains on

the projects. Many of the modules are inter-related, however are extracted out as it contains many functions

by itself.

(Disclaimer: Some items in the modules may have extra charges)


Product Profile

The following are the modules in detail:

Applications

Based on the settings, users would be able to apply for projects to be completed in the system. From the

application, the administrator of the system would be able to approve the project and assign the project to

existing user in the system.

Main functions:

Apply for Project (Settings-enabled)

Approval of Applications

Auto-create Project

Assignment of Project Leader to Project

Projects

This is the core and the large part of the whole Zioola. Although many of the other modules (Milestones,

Project Progress, Communications and Meetings also fall under Projects, they are extracted out to provide

clearer view of each modules)

All the information regarding the project will be kept in

the project details.

Main functions:

Team assignments

Consultant assignments

Contractor assignments

Feasibility Studies

Requirements

Specifications

Documents/Files

Achievements/Certifications

Milestones & Gantt Chart

This module is actually the most important part of the project management. Being able to design milestones

and provide the completion percentage and date would be very powerful in ensuring that projects are on-

track.

Main functions:

Design milestones

Milestones individual assignments

Milestones team assignments

Gantt Chart

Report on physical progress of project


Product Profile

Project Progress

To ensure that projects are exactly as said, team members or contractors could optionally submit project

progress either daily or monthly. These project progress can be monitored by the team in ensuring a smooth

progress.

Main functions:

Daily project progress

Monthly project progress.

(Issues, risks, change requests, pictures and claims to be submitted together.)

Ability for team members, consultants or contractors to submit the above.

Communications

To produce a more effective way of communication,

Zioola mimicked the design of Facebook wall posts. To

put the “fun” in communication, users within Zioola

would be able to post to team members (or everyone) on

any subjects in the matter. Users would feel the

communications to be closer to heart, hence encouraging

them to use Zioola more. Posts that are tied to a team will

then be kept as conversations under the project itself.

Main functions:

Facebook-like wall posts

Meetings

(Inclusive of meeting invitations and meeting notes)

Tasks

One of the main reason why projects collapse is the hundreds of tasks that becomes overwhelming to the

team that it confuses them which to finish first. Project leaders may also forget to assign tasks to the person,

thus causing expensive delays to the project. With the task management, users can keep track of the tasks

(theirs and everyone else’s), get to know once the task is completed and be more efficient in choosing which

tasks to do first with date dues in hand!

Main functions:

Assign task to oneself

Assign task to team members

Provide date due to tasks

Mark task as completed

Keep track of other’s tasks


Product Profile

Complaints Management

Projects would not be completed without having a corrective management. To offer a full-fledge cover of

project management, users would be able to submit complaints regarding the project itself.

Submit complaints

Verification of complaints

Assignments of work

Status update (and notification to complainer)

4 – Benefits

Zioola solves two major problems in managing projects everyday:

1. Management gets online access to project information and progress.

2. Team members get to update project progress without needing to double key in for top management

reports purposes.

Both sides consume less-time and less-energy to get even more information!

4.1 – Benefits of Zioola

To emphasize on why everyone should be using

Zioola, below are the benefits from 4 standpoints of

a project team.

Project Leader/Top Management

1. A single platform to monitor everything that

is going on with the project.

2. Allow the management to get a clearer and

whole view of the project.

3. Provide management with better decision

making as every day progress can be

monitored through the system.

4. Faster response and approvals – with the approvals built into the system, approvals can be done

directly at anytime and anywhere. With Zioola, meetings and getaways will no longer delay the

project’s progress.

Project Team

1. Allow a single entry data – and do not need to reproduce reports and charts for top management

reporting as all data is already available to the top management.

2. Effective communication and ability to pose concerns and issues regarding the project will help them

in doing their tasks more effectively.


Product Profile

3. Ability to keep track with tasks and be able to look for new and upcoming tasks would help in

finishing tasks more successfully and strategically.

Contractors

1. Ability to keep everyone else updated with the project progress.

2. Ability to also send pictures as proof to the status of the project.

3. Ability to submit claims based on the progress of the project and be able to see the status of the claims.

Consultants

1. Ability to upload files and documents related to the project at one point. Ability to review the

documents and get feedback from the project team for changes.

2. Ability to view the progress of the project to ensure the project’s smoothness.

Other benefits also include:

1. Paperless – Go green! With everything online, you’d use less paper and everything is within your

reach. (Well, as long as you have your mobile phone or your laptop with you!)

2. Transparency – Data is all shared. If project progresses are not submitted, the managers would

definitely know something was going on. All data is shared and no data could be hidden anymore.

3. Effective decision making – With the data being available online, decision making could be more

effective and analysis would be more accurate and real time.

4. Faster response – Since all the team has to do is to key in the information online, managements,

especially the busy ones, could be more responsive as the internet is available at the tip of the thumb.

Faster and broader input produces better decision making and faster decision.

5. Mobility – Site staff and contractors can update their progress directly from the website.


Product Profile

4.2 – Comparisons

It’s not like you need more proof as to why Zioola is your number one choice to manage your project, but

here’s some comparisons designed for you!

4.3 – Company Recognition

Zioola is developed at Authentic Venture Sdn Bhd, a leading software company in the cloud industry, by

among the highly qualified software developers.

From the day Authentic Venture Sdn Bhd is founded, the team has continuously been improving ourselves to

ensure that the solution the team provides is the number one solution and deemed helpful to customers.

We have also won the Best ICT solution for SMEs under the NEF Awani ICT Awards 2013.

Aside from that, we’ve a list of recognitions and certifications that we’ve accomplished:

1. Microsoft Certified Partner

2. CMMI Certified

3. MSC Status Company

4. 1-InnoCert AA (certified by SME Corp.)

5. ISO 9001 Certified

Manual

•High need of human resources due to manual work.

•Manual forms and documents preparation. manual trcking of payment, claims and progress.

•High possibility of human error•Staff needs to go through many

physical files to search for documents and data.

•Documents and data may be lost due to improper filing or misplaced.

•Reporting is very time consuming•Online Collaboration is not

possible.

PC-based

• Many things are already automated. Much better than manual system.

• Staff need to come to office to access the system.

• Access from outside the office is not available.

• Access using mobile is not possible.

• Documents and data may be lost due to computer theft or damaged.

• Updates are not automated and need to be purchased

Zioola

•All the good features of automation available on PC based system are available on the cloud system.

•Staff can get access to data from anywhere, anytime.

•Your users can submit progress report directly from site.

•Stafff can get access using computer, laptop and mobile.

•Staff can collaborate with each other on the same system and database.

•System is always the latest. No need to download upgradeversion.

•No need capital budget. Pay low monthly fees.

•Immediate report since data are available immediately to you and your staff.

zioola project management system

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