master project closure report

Information & Communication Technology Project (9785)

PAGE 0

“A flair for Project Management”

Tegan Abbott (u3063244)

George Hocart (u3089935)

Jason Kinnunen (u3088454)

Taerin Kim (u3111055)

Flossie Li (u3140857)

ProjektionPROJECT CLOSURE REPORT

Team Flair


ContentsDocument clearance..................................................................................................................................... 3

Project Sponsor Signoff.................................................................................................................................3

Document review.......................................................................................................................................... 5

Glossary........................................................................................................................................................ 6

1. Executive summary.................................................................................................................................7

2. Restatement of scope and requirements...................................................................................................8

3. Deliverables.............................................................................................................................................. 9

4. Resources................................................................................................................................................ 10

Software and hardware utilisation...........................................................................................................10

Human resource utilisation......................................................................................................................11

5. Issues...................................................................................................................................................... 12

6. Risks Mitigated....................................................................................................................................... 13

7. Lessons Learnt........................................................................................................................................14

8. Quality of current deliverable for handover............................................................................................15

9. Phases..................................................................................................................................................... 18

10. Further Recommendations....................................................................................................................19

11. Prototype Walkthrough.........................................................................................................................20

Homepage................................................................................................................................................ 20

Open Projects...........................................................................................................................................21

Closed Projects........................................................................................................................................ 22

Submit a project.......................................................................................................................................22

Account registration................................................................................................................................23

Account log in..........................................................................................................................................23

Admin dashboard..................................................................................................................................... 24

Registration of interest in a project.........................................................................................................24

Students project preferences...................................................................................................................25

12. Conclusion............................................................................................................................................. 26

References.................................................................................................................................................. 27

Appendix A – Summary of traffic light reporting........................................................................................28

Appendix B – High level requirements........................................................................................................29

Appendix C – Phases................................................................................................................................... 33

Appendix D – Risk register & risk matrix....................................................................................................35

Appendix E – Issues register.......................................................................................................................39

Appendix F – Human resource utilisation – Team Flair..............................................................................40

Appendix G – Timelines...............................................................................................................................53

Completed Project Design Timeline............................................................................................................53PAGE 1

Information & Communication Technology Project (9785)Completed Project Design Phase Timeline..................................................................................................54

Project Progress Status Timeline................................................................................................................55

Appendix H – Design Specifications............................................................................................................56

Logo......................................................................................................................................................... 56

Colour Scheme......................................................................................................................................... 56

Fonts........................................................................................................................................................ 56

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Document clearanceThe following stakeholders are responsible for approval of this project proposal and plan before proceeding with implementation:

Name and role Approval date

Dharmendra Sharma

Project sponsor, stakeholder and unit convener

31st October 2016

Project Sponsor Signoff Project signoff – Team Flair - Projektion

Project name Projektion

Team ID Team R

Team Members Tegan Abbott (u3063244) George Hocart (u3089935)Jason Kinnunen (u3088454)Taerin Kim (u3111055)Flossie Li (u3140857)

Project Sponsor Dharmendra Sharma

I, Dharmendra Sharma as the sponsor of the project certify that:

The objectives of the project (select one)

Are fully met Are partially met Are not met

Comments

Optional comments on team performance

Signature (see next page)

Date

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Document reviewThe following stakeholders have contributed and reviewed this document prior to submission:

Name and role Review date

Dharmendra Sharma

Project sponsor, stakeholder and unit convener

31st October 2016

Tegan Abbott

Team Flair – Project Manager and Database Designer

3rd November 2016

George Hocart

Team Flair – Website Architect

3rd November 2016

Jason Kinnunen

Team Flair – Graphics Designer

3rd November 2016

Taerin Kim

Team Flair - Document Analyst

3rd November 2016

Flossie Li

Team Flair – Web Designer and Requirement Analyst

3rd November 2016

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GlossaryThe following terms can be found throughout this document. The below table specifies the definition:

Term Definition

ICTP Information & Communication Technology Project – Unit at University of Canberra

System administrator The role for the person/s who will action requests in the application or publish content on the application.

Stakeholder Anyone with an active interest in the application or users of the application.

Sponsor/project sponsor The point of contact or mentor for any project.

Project phase A subset of the whole solution, broken into functional changes for incremental releases of the application.

Student team A group of students.

Project team The ICTP team planning and prototyping this project.

Project tags Keywords associated with the project.

ACS Australian Computer Society

UC University of Canberra

HLR High Level Requirement

LLR Low Level Requirement

NFR Non-Functional Requirement

SDLC Software Development Life Cycle

CRM Customer Relationship Manager

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1. Executive summaryFor this course Team flair has worked on designing and prototyping a CRM system at the University of Canberra for when students have to form groups to complete project provided to by sponsors. The current system for student project allocation involves teams each having to physically meet to form teams, viewing projects and allocations is a manually updated word document and inquiries for stakeholder projects need to be emailed directly by the group or through the one course convener during the start of the semester. These methods of project allocation are too time consuming for students, taking weeks into the semester before groups are ready to begin their projects.

This project team has envisioned an online system that would improve the existing system of assigning students to projects, access to stakeholder project information and communication between student, stakeholder and project sponsors to be more efficient and fair.

To solve this problem Team Flair has created a web based platform for projects will be designed to be hosted on. Users can access project information on the site freely between closed and open projects before the semester starts. With further access for users requiring verification for students and stakeholders for project posting and allocation. Projects will be locked to users to officially assign themselves to, remaining in user/group preferences until the unit convener unlocks courses to be allocated to once they are ready. Once students are allocated to a project they can then directly communicate with stakeholders and project sponsors using in site messaging and email notification.

On completion of a project teams will submit their peer reviews of their opinions and reviews of their project in areas they thought went well and any issues they had. Along with the markings of the project sponsors and stakeholder these reviews will be edited by a project sponsor and then submitted to the completed project as a brief summary highlighting the project overall.

For the development of this project Team Flair has focused on the design phase of the system involving a walkthrough of all desired features of site functionality from users. The actual construction of the site will not be developed by this project team, but will be split into a three separate phases of implementation which will be documented below. These phases will involve the specific cost and time requirements of developing each phase and will also document potential features that could be further developed by future project teams.

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2. Restatement of scope and requirements ‘To improve the viewing, assigning and communication experience of students, stakeholders and sponsors to post allocate and communicate on projects through the development of a web based hosting platform for projects.’

The development of this web based platform will involve the design and prototyping of each phase of implementation, barring full implementation of any phase due to time and skill limitations of the project team.

On completion of the web application design for improved project hosting and allocation. Students, stakeholders and sponsors will be able to more efficiently view, communicate and assign themselves fairly to projects. Saving time when the semester commences to begin work on their assigned projects.

The actual implementation of these phases to their desired functionality is out of scope for this project, where only the design of each phase will be completed to showcase the benefits of the outputs in achieving the outcome for the project sponsor.

The future potential application of Projektion up to and past phase 3 of implementation is limitless with how the site can be customized with all rights belonging to the University. Passing on the project to be developed by another team should be simple to do following the provided phases to implement.

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3. DeliverablesAfter determining and outlining our scope that needed to be met we were faced with creating our approach and how exactly we were going to achieve the deliverables of the goals we set before ourselves. This was done by researching and analysing the best and most efficient way to host our platform for the stakeholder.

Initially there were multiple methods we could have used to help bring our prototyped system to life. As a team we short-listed three options, which include;

Our first thought of looking into creating a purely static web platform using an online software called Wix to create a non-functional but entirely customizable interface to showcase all of our ideas that we could not bring to life in a literal sense but this idea was quickly eliminated after further meetings with our sponsor as he desired a more functional platform.

After moving on from the contemplation of Wix the team looked at considering using a pre-designed and semi-customizable open source software CRM system. This would have made shaping it to our specific needs easier, however with such an approach you are limited to the existing design and may collide with issues as development continues.

After careful and thorough research we ultimately came to the conclusion that in order to showcase as much as we could with the skills we were equipped with as a team, that building a HTML5 and CSS based web application from scratch was the best way of achieving our proof of concept design of a CRM based system for the University of Canberra to promote its projects to its current and future students.

With the completion of our web application design created for improving project hosting and allocation, students, stakeholders and sponsors will be able to more efficiently view, communicate and allocate projects fairly. Saving valuable time when the semester commences to begin work on their assigned projects. Directly aligning with our goals through our delivery.

The benefits of future development of creating our very own platform from scratch are truly limitless in the sense that not only can customization be taken to the limits but all rights and licensing is at the Universities discretion. Not to mention an easy hand-over position if our proposed phased implementation approach was to see light later down the track.

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4. Resources

The team’s resource utilisation at large was quite small given the nature of the goals we set out to achieve. We required a small real-estate of hardware and software to create Projektion, the true task was the hours involved to bring our creation to life. Presented below is a collect of the resources of our project as a whole, including the teams collective human resources;

Software and hardware utilisationSoftware Purpose Hardware Purpose

Microsoft Office Suite 2016

Documentation of project faculties

Project Team personal devices

Team members to work independently

Visual Studios 2015 Development of project web application

University of Canberra devices

Team members to work independently

Wix (web development tool)

Development of project graphical design

VPS (Virtual private server)

To host the web application

Internet Browsers (Chrome, Firefox, Internet Explorer)

Testing purpose prototypes

Microsoft Access Platform for development of site database

Adobe Photoshop CS6 Development of graphical design

FTP (File Transfer Protocol)

Server communication to VPS

Domain Name of site

*Assuming the University of Canberra would provide us with the hardware stated above that would be required to host our platform.

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Information & Communication Technology Project (9785)Human resource utilisationThe below table specifies how many combined hours the team worked on the project. For full details please refer to Appendix F.

Week Team hours utilised

Overall HoursWeek 1 54

Week 2 76

Week 3 89

Week 4 99

Week 5 74

1007Week 6 73

Week 7 96

Week 8 116

Week 9 60

Week 10 59

Week 11 71

Week 12 67

Week 13 73

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5. IssuesDuring this project, the team encountered several issues relevant to our team and project: team fell behind the schedule, members could not attend the meeting on a few occasions, and scope and requirements were updated.

The first issue was that our team fell behind the schedule that we planned and desired. This issue occurred because the release of assignment 1 was delayed and our team was not fully formed until week 2. To mitigate this issue, we scheduled meetings with our sponsor ahead of time so as to still remain on schedule.

The second issue was that team members could not attend several important meeting where project decisions were being made and collaboration was required. To resolve this issue, the team members who did attend the meeting created a document containing the contents of the meeting with what was completed and needed to be finished for the project that week. This file was added to the group’s Dropbox and the absent group member was later informed via messenger of further details. Extra tasks were also allocated to these team members so that all work was equal.

The final issue was that team needed to update and change their scope and requirements after meeting and discussing details with the project sponsor. This issue was resolved by having in-depth discussion with group members and sponsor, which in doing so we were able to produce a scope that satisfied the sponsor’s needs and the group’s potential.

See Appendix E for issue register.

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6. Risks Mitigated During the project, we identified 17 risks with their intended mitigation strategies.The finally identified 6 high risks are as follows1:

1. Student enrolment after the census date. This risk involved student enrolment and withdrawal before the census date. This was an almost certain thing to happen so to mitigate this risk the students assigned to a project will be locked after the given census date with the unit convener or admin needed to change allocation directly. Providing a fair means of allocation for students to projects.

2. Intellectual property rights dispute of projects.The second high risk to the project was when they were completed successfully with the potential ability to be continued by another project team. What measures would there need to be to dispute intellectual property between each group. To solve this, projects completed would be owned by the university with oversight from sponsors to what the new project team is bringing to the project vs. what is already completed.

3. Misrepresent client's requirements of project.The third high risk was that the project team might misrepresent the client's requirements of the project causing stakeholder dissatisfaction. As a mitigation strategy for this risk, the project team and sponsor would keep close contact with the sponsor using the Moodle forum, email and weekly meetings. The team would reconfirm whether or not they fully understood what the client required and expect from this project, and then test the relevant ideas with client in the next meeting.

4. Sponsors miss deadline to provide project details.The fourth high risk was when sponsors do not provide project details after project development has begun. This risk was to do with the delayed start to the course due to lack of project details released and students needing to confirm these details with their project stakeholder. To mitigate this risk, the unit convener should prepare details before the term begins and set up clear paths for communication for project teams and their sponsor.

5. Stakeholder is dissatisfied with outcome.The fifth high risk was when the outcome of the project falls short of stakeholder's expectation. As a contingency plan for this risk, the project team would keep updates with the stakeholder to confirm the outcome and that each stage of development met the stakeholder's expectations.

6. Project requirements are changed.The sixth high risk was when project requirements were changed or updated. As a contingency plan for this risk, the project team would plan scheduled extra days for any unexpected changes that might occur.

The risks were analysed and managed using a risk register and a risk matrix. In the risk register, we categorised risk status as not occurred, not occurred but open for next phases, closed, and we changed it. 'Not occurred' risks are the risks that did not happen in our project, and also might not occur in future development. 'Not occurred but open for next phases' risks are the risks that did not happen in our project, but still might happen in future project development. 'Closed' risks are the risks that happened during the project, which were then moved to the issue register and there resolved.

1 Only one risk has actually occurred in this project.PAGE 13

Information & Communication Technology Project (9785)See Appendix D for full risk register table and risk matrix.

7. Lessons Learnt

During this project we learned a lot about project management of the team, stakeholder and project deliverable itself.

A few of these lessons included:

1. Scope. During project development we ended up re adjusting our scope a few times to what we could and wanted to accomplish with our skills in the given amount of time we had to complete the project in, while also making sure that our scope satisfied what the project sponsor wanted delivered.

2. Ambiguity. During discussions with the sponsor we had some communication issues with what the sponsor wanted us to do and what we thought he wanted us to do. Early on discussions in meetings with the sponsor solved this issue once we had clearly defined the hypotheticals of the project limiting any ambiguity through a clear and well thought out scope and requirements. Solid early on planning is crucial to the success of a project as further development without a clear and defined understanding will inevitably lead to failure.

3. Review. During project development we decided to keep a weekly project report with real-time updates of the progress of each person's task every week after our meeting. In our weekly meetings, we allocated work to be completed by individuals each week, updating the project report with completed jobs. A copy of this project report was sent to the sponsor after each meeting to make sure he was satisfied and to keep him up to date on the team’s current progress on project development.

4. Communication. Regular talks within the team and stakeholder were crucial into flushing out bad approaches to tackling the project at large. With constantly suggesting, altering and updating project plans during development we could assure that a satisfying product for the stakeholder and ourselves was achieved. Clear and constant communication between parties was critical in completing the project, making sure that everyone was clear on the approach and no one was confused.

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8. Quality of current deliverable for handoverThe scope of this project was to deliver a prototype of the proposed solution, which has been developed as a web application.

The application was built from scratch and has several functioning components, but will require further development on components to allow for up scaling of the product.

Currently the prototype, which has been named ‘Projektion’, showcases ICTP unit projects and is focused on the processes of how projects are sought, displayed, applied for and allocated in the ICTP unit.

The proposed a solution includes functionality for sponsors submitting new projects, students viewing available projects and information, and allocations of projects. It also provides a secure area for Admin users to action tasks.

The prototype that was developed is a mix of all phases but has fully or partially implemented all the crucial elements to provide a good visualisation of how the web application would be used.

To take the product which Team Flair has developed, and turn it into a fully functional web application to be used by students, sponsors, teachers and admins, the following components would need consideration in each phase:

Phase Prototype Comments

Phase 1:

1. List of current and historical projects and their associated information with availability status.

Fully implemented

This information will be mostly static content.

2. Target users will be internal university students and university stakeholders.

N/A Not applicable to be implemented in prototype.

3. Online form for student registration of interest in project: text input fields such as name, requested project, group members and student IDs.

Fully implemented

Fully functioning online form has been implemented.

4. Online form for submitting a project with text input fields.

Fully implemented

Fully functioning online form has been implemented.

5. Online forms will send to an email address for the system administrator to action.

Fully implemented

Fully functioning process of online forms collating data and sending it to an email specified.

6. Projects and project reviews to be put on web application will be done by system administrator after receiving details by email from online form.

Not implemented

Static reviews are displayed in prototype but full process of receiving, reviewing and publishing these reviews on the prototype were not implemented.

7. Master log function in for users Fully implemented

Master login for student and admin/teacher with full functionality to

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create account and update password and database to store this data.

Phase 2:

1. Project allocation can be done in system by system administrator.

Not implemented

Admin dashboard needs to be fully functioning.

2. Work flow system for forms all on the web application in the system (i.e. online form for project submitted, system administrator logs in to approve/allocate project)

Not implemented

Admin dashboard needs to be fully functioning as well as individual log ins.

3. Email notifications to users to log in to web application to view alerts or action workflow items (such as new online forms submitted, allocation of project etc.)

Partially implemented

When email is sent to admin with online form data, it provides a link in the email to log in to the admin dashboard to action the request.

4. Various faculties available and more categories for projects and campuses.

Not implemented

As user base expands, more faculties and categories would be required.

5. Functionality to search and filter for projects

Not implemented

Search bar and/or filter search required once user base expands and more categories and faculties have projects available on the application.

6. Online forms to incorporate dropdown lists and auto fields which will be tied into a database

Not implemented

Phase 1 of online forms has been developed, so this would be the next update when the user base expands.

7. Log in function for internal and external stakeholders, students (register for access which will then be approved by system administrator).

Not implemented

Phase 1 of log ins has been developed, so this would be the next update when the user base expands.

Phase 3:

1. Auto project allocation Not implemented

Has functionality prerequisites

2. Push notifications Not implemented


3. International acceptance of students and stakeholders to assign and contribute projects.

Not implemented

Needs marketing once the application is up to phase 3 and functionality is stable

4. Incorporation in the current UC mobile application

Not implemented


5. Platform for post grad, PHD students for projects

Not implemented


6. External company projects posted where Partially There is no restriction on who can submit

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assistance is needed. implemented a project form.

Would need marketing to external companies that they are able to come to the application and submit their projects.

7. Online form student registration to incorporate questions for skill sets of students so can auto allocate an appropriate project.

Partially implemented

Page is available with selections of interests and skill sets but is static content only.

8. Scholarship and grant projects (career pathways for projects not suitable for just university students)

Not implemented

Required once user base expands further.

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9. PhasesTo take an incremental approach to delivering a full solution, Team Flair have recommended several phases of delivering functionality.

Many large organisations’ take this approach in delivering systems using the ‘Waterfall’ methodology which iterates through the Software Development Lifecycle (SDLC) and then assesses each release to ensure it is meeting the needs of the user before expanding and improving it in later releases. This also provides the opportunity to assess how the functionality is being used, to bring attention to potential upgrades that may not have been considered previously.

Team Flair has strategically grouped functionality to be addressed in each phase to first develop a simple function and then allow for up scaling in future phases. For example, the online forms in phase 1 are just simple text field inputs which are sent to an email. In phase 2, these online forms will include more efficient form input options such as dropdowns, radio buttons and checkboxes if applicable. The data will be saved in a database to then be used in the admin dashboard for the admin to process this data.

Please refer to Appendix C for details of Team Flair’s recommend project phases.

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10. Further Recommendations On further progress into the proposed web application, the project team made several changes on how to complete the deliverable. This change in methodology came from in-depth research by the project team into better options for project implementation, to better satisfy the needs of the stakeholder, the safety of information, and the security of the system.

Involving changes to the site platform to be created on, graphical design of each page, other desired functionality from the stakeholder, improve the logical workflow of the whole web application, enhance the interaction of system, build and automatically modify the database.

With this change in implementation from what the project team initially thought would be in place, adjustments were needed to compensate. It is done by slightly shuffling and defined team member’s roles, to facilitate individual members to address the switch off development tools that would be used to create the platform. The project did not, however, deviate from the arranged timeline in the project proposal as seen in the updated timeline.

Going further into the development process of the project the project team will keep up to date with the stakeholder through weekly meetings to discuss the current and future projections of project development.

In the next following stages of project development the project team will refine the design and further expand on the high-level requirements, details include:

1. According to the basis of the existing functional to improve the nature of each function, such as increasing the readability of the page, reducing the time required to jump, and providing multi-language operation for foreign user;

2. Based on the existing functions of the establishment of the relevant database. Increase the amount of information stored on the Web application;

3. Increase the safety of the information. For example, through the encryption of the database management to enhance the security of information management;

4. To increase the security of the system, can take measures. For example, registration time using real information, it is favourable to supervision user. Also, the form of registration need authenticate through email or SMS, to enhance the user's security. Besides, it is important to make a set of information security management system standards and cooperate with other professional security departments.

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11. Prototype Walkthrough

HomepageThe image below displays the homepage of ‘Projektion’. Here, sponsors, students and teachers can discover where they want to go within the site and what they want to do. The navigation pane offers links to open projects, closed projects, submit a project or the admin dashboard. The log in function is conveniently located in the navigation pane of ever page also.

The homepage can provide instructions on how to go about using the web application to meet their needs.

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The homepage also has a section for featured projects to advertise particular projects available.

Open ProjectsUsers can navigate to the Open Projects page to browse for projects that are currently available. It will have details such as project title, sponsor details, project ID, details, a share function to share on social media and a function to register interest in the project which will open the registration form page.

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Closed ProjectsUsers can navigate to the closed projects page to view historic projects that are no longer able to be registered for or have already been completed. It will contain similar information to that of the open projects page, but will also include a review of the project by the student or group who completed it to provide information and advice for students completing similar projects.

Submit a projectPotential project sponsors can navigate to this page if they have a project they want to submit to be displayed on the web application. This will get sent to the admin to review and approve and then published on the open projects page.

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Information & Communication Technology Project (9785)Account registrationUsers can register for an account which will get sent to the admin to approve and assign correct access (i.e. student access). It can be found in the navigation header on every page.

Account log inUsers can log into their account at any time to perform actions which are restricted to those who are logged in. It can be found in the navigation header on every page.

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Admin dashboardThis page can only be viewed by admin after they have logged in using an admin account. Here, they will be able to review and approve new projects that have been submitted by sponsors, modify existing projects on the web application, collate registrations of interest in projects received via the registration online form and modify settings for the web application.

Registration of interest in a projectUsers can access this page after clicking on the register interest button from the open projects page and logging in with a valid student account. It will send a notification to the admin that the student has interest in completing the project which can then be allocated to the student.

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Information & Communication Technology Project (9785)Students project preferencesUsers can access this page after logging in using a valid student account. Here, they can select their preferences of projects which the system can then notify the student of projects they may have interest in completing. It can also be used for admin to gauge what most students are interested in to potentially help influence future projects.

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12. ConclusionWe set out to create a platform that would directly improve the viewing and allocation of projects and the communication experience between students, stakeholders and sponsors.

To help further facilitate and endorse a web application that can enhance project allocation across the university in the future. It is our strong belief that through the showcase of our prototyped platform and suggested phased implementation plan that we have achieved not only the goals and deliverables of ourselves but those of our sponsor.

With careful planning, calculated execution and the combined efforts of the whole team, we believe that our proof of concept design exhibits and sheds light on the possibilities of a system such as what we have created.

We are confident that there is promise and potential for an exciting future for a platform just like Projektion if our ideas and suggestions were taken to even greater heights.

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References1. Schwalbe, K 2014, Information Technology Project Management 7e, Course Technology Cengage

Learning, Boston.2. peoplebank-ict-salary-employment-index-autumn-2016.pdf. (2016). Australia, pp.6-10. Available at:

https://www.peoplebank.com.au/media/peoplebank-australia/sei/peoplebank-ict-salary-employment-index-autumn-2016.pdf [Accessed 23 Sep. 2016].

3. Project-documents.com. (2013). Traffic Light Project Status Reporting - Project-documents.com. [online] Available at: http://www.project-documents.com/traffic-light-project-status-reporting/ [Accessed 25 Sep. 2016].

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Appendix A – Summary of traffic light reportingThe traffic light status was sourced from the below table:

(Project-documents.com, 2013)

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Appendix B – High level requirementsFunctional requirements

HLR.1 The solution shall be implemented on the appropriate platform.

HLR.2 The solution shall be available for the relevant stakeholders.

LLR.2.1 The solution shall be available to universities.

LLR.2.2 The solution shall be available to stakeholders within Australia.

LLR.2.3 The solution shall be available to overseas stakeholders.

HLR.3 The solution shall display details about projects available for completion by university students.

LLR.3.1 The solution will display details of each project such as:

- Summary of project

- Sponsor name and details

- Internal/external project

- Status of opened or closed

- Recommended number of students in group

- Maximum number of groups allowed to complete project

- Reviews of project

HLR.4 The solution shall provide functionality to search and filter for projects.

LLR.4.1 The solution shall allow projects to be searched or filtered by the following attributes:

- Project ‘tags’

- Internal/external

- Type of project: new system, amendment or upgrade to existing system, design project.

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- Number of students in group

- Targeted skills

- Project name if known

HLR.5 The solution shall allow students to review a project they have completed.

LLR.5.1 The solution shall allow a review to be submitted by completing an online form and shall include a structured set of questions to gain professional, targeted and specific feedback on the specific project.

LLR.5.2 The solution shall allow for the information captured in the project review online form to be sent to and notify the appropriate administrator.

LLR.5.3 The review shall be reviewed by an administrator to edit and moderate appropriately so that it can be displayed.

LLR.5.4 The solution shall display reviews of projects completed by students.

HLR.6 The solution shall allow for any internal or external stakeholder to submit a project to be displayed.

LLR.6.1 The solution shall allow a project to be submitted by completing an online form and shall include a structured set of questions to gain the specific details of the project.

LLR.6.2 The solution shall allow for the information captured in the project submission online form to be sent to and notify the appropriate administrator.

LLR.6.3 The project submission shall be reviewed by an administrator to edit and moderate appropriately so that it can be displayed.

HLR.7 The solution shall allow a registration function for registering interest in a project.

LLR.7.1 The solution shall allow only students enrolled in the unit to register interest in completing a project.

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LLR.7.2 The solution shall allow for the information captured in the registration of interest online form to be sent to and notify the appropriate administrator.

LLR.7.3 The solution shall provide checkbox to give an option to users to subscribe certain projects and categories by email

LLR.7.4 The solution shall provide checkbox to give an option to students to get auto placement in a group

HLR.8 The solution shall improve the process of finding project sponsors.

HLR.9 The solution shall inforce a fair process for project allocation.

LLR.9.1 The solution shall match appropriate projects with students who have registered interest in the project using the online form.

LLR.9.2 The solution shall allow the administrator to review allocations and approve or reject allocations.

LLR.9.3 The solution shall allow for alerts to be displayed where students or groups have already been allocated to a project.

LLR.9.4 The solution shall notify students or groups who have been approved or rejected for a project allocation.

HLR.10 The solution shall provide a reporting capability.

LLR.10.1 The solution shall produce a summary of users who have registered interest in projects.

LLR.10.2 The solution shall produce a summary of users who have been assigned projects.

LLR.10.3 The solution shall produce a summary of users who have not been assigned projects.

HLR.11 The solution will provide a secure login system for the users.

LLR.11.1 The solution shall allow for administrators and teaching staff to have a higher level of user access to modify/add/delete the content displayed.

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LLR.11.2 The solution shall provide a user registration function which will capture specific student or stakeholder details.

LLR.11.3 The solution shall allow for the information captured in the user registration to be sent to and notify the appropriate administrator.

LLR.11.4 The user registration shall be reviewed by an administrator and verified the registrant is a relevant student or stakeholder before approving and granting access.

LLR.11.5 The solution shall notify the user that they have been approved or rejected access.

HLR.12 The solution will provide dedicated email accounts for sponsors or unit convener.

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Appendix C – PhasesPhase 1: Related HLR

8. List of current and historical projects and their associated information with availability status. HLR.3

9. Target users will be internal university students and university stakeholders. HLR.2

10. Online form for student registration of interest in project: text input fields such as name, requested project, group members and student IDs.

HLR.7

11. Online form for submitting a project with text input fields. HLR.6

12. Online forms will send to an email address for the system administrator to action. HLR.5, HLR.6, HLR.7

13. Projects and project reviews to be put on web application will be done by system administrator after receiving details by email from online form.

HLR.5, HLR.6

14. Master log in for system administrator. HLR.11

Phase 2: Related HLR

8. Project allocation can be done in system by system administrator. HLR.9

9. Work flow system for forms all on the web application in the system (i.e. online form for project submitted, system administrator logs in to approve/allocate project)

HLR.9

10. Email notifications to users to log in to web application to view alerts or action workflow items (such as new online forms submitted, allocation of project etc.)

HLR.5, HLR.6, HLR.7

11. Various faculties available and more categories for projects and campuses. HLR.2

12. Functionality to search and filter for projects HLR.4

13. Online forms to incorporate dropdown lists and auto fields which will be tied into a database HLR.5, HLR.6, HLR.7

14. Log ins for internal and external stakeholders, students (register for access which will then be approved by system administrator).

HLR.11

Phase 3: Related HLRPAGE 33


9. Auto project allocation HLR.9

10. Push notifications HLR.11

11. International acceptance of students and stakeholders to assign and contribute projects. HLR.2

12. Incorporation in the current UC mobile application HLR.1

13. Platform for post grad, PHD students for projects HLR.2

14. External company projects posted where assistance is needed. HLR.6

15. Online form student registration to incorporate questions for skill sets of students so can auto allocate an appropriate project.

HLR.7

16. Scholarship and grant projects (career pathways for projects not suitable for just university students)

HLR.2

PAGE 34


Appendix D – Risk register & risk matrixProject risks:

Risk ID

Date Identified

Description Risk Category

Likelihood of

Occurrence

Severity of Effect

Overall Risk

Rating

Mitigation Strategies

Owner Status Last Updated

Acceptable?

1 30/08/16 Misrepresent client's

requirements of project

Communication

Likely High High Post questions on Moodle forum,

communication with client, reconfirm

and test ideas with client.

Project team

Not occurr

ed

03/11/16 Acceptable

2 31/08/16 Unfairness project

allocation because of imbalanced

project preference

Project Likely Medium Medium Do not allow students to submit nominations until

week 1.

Unit convener

Not occurr

ed (But open for

next phase

s)

03/11/16 Acceptable

3 31/08/16 Students change the group after

project allocation

Project Likely Low Low Once group has been assigned

project in system the group will be locked down in

system and changes need to be

made by unit convener.

Unit convener

Not occurr

ed (But open for

next phase

s)

03/11/16 Acceptable

4 31/08/16 Sponsors miss

deadline to provide project

details in online form

Schedule Likely High High Set a deadline that sponsors should

give project details two weeks before

the semester begins.

Sponsors Not occurr

ed (But open for

next phase

s)

03/11/16 Acceptable

5 31/08/16 Students can Schedule Almost High High Once group has Unit Not 03/11/16 Acceptable

PAGE 35

Information & Communication Technology Project (9785)enroll and

withdraw the unit till

census date

Certain been assigned project in system the group will be locked down in

system and changes need to be

made by unit convener.

convener occurred

(But open for

next phase

s)6 31/08/16 Costing is

miscalculated

Budget Likely Medium Medium Add emergency fund.

Project manager

Not occurr

ed (But open for

next phase

s)

03/11/16 Acceptable

7 31/08/16 Team cannot finish phase

1 of the project by week13

Schedule Unlikely High Medium Set a deadline with extra days.

Finish some tasks earlier than planned time if it is possible.

Project team

Not occurr

ed

03/11/16 Acceptable

8 31/08/16 Stakeholder is dissatisfied with outcome

Project Likely High High Report outcome of each stages and get confirmation

from stakeholder.

Project team

Not occurr

ed

03/11/16 Acceptable

9 31/08/16 User and team

members have

different expectations

Communication

Likely Medium Medium Discuss regularly. Project team

Not occurr

ed

03/11/16 Acceptable

10 31/08/16 Team member

have insufficient

skill to carry out the project

deliverables

Technical Likely Medium Medium Learn insufficient part from lynda.com

and ask teaching staff for help.

Project team

Not occurr

ed

03/11/16 Acceptable

11 04/09/16 Project requirements are changed

Project Likely High High Schedule extra days for

unexpected change.

Project team

Closed 03/11/16 Acceptable

PAGE 36

Information & Communication Technology Project (9785)16 05/09/16 Notification

email can be classified as

a spam

Technical Likely Medium Medium Announce it on Moodle

Web developer

Not occurr

ed (But open for

next phase

s)

03/11/16 Acceptable

17 22/09/16 Intellectual property

rights dispute is occurred

Ethical Almost certain

High High Announce that projects are owned

by UC since students are done through the course

UC Not occurr

ed (But open for

next phase

s)

03/11/16 Acceptable

Project team risks:

Risk ID

Date Identified

Description Risk Category

Likelihood of

Occurrence

Severity of Effect

Overall Risk

Rating

Mitigation Strategies

Owner Status Last Updated

Accceptable?

12 31/08/16 Team members

have a lack of motivation

People Unlikely Medium Low Set an earlier deadline than the deadline given by

unit outline.

Project team

Not occurr

ed

03/11/16 Acceptable

13 31/08/16 Team members

have different

expectations

People Likely Medium Medium Have a group meeting regularly and discuss about

the project.

Project team

Not occurr

ed

03/11/16 Acceptable

14 31/08/16 Team member cannot attend

meeting

People Likely Low Low Record meeting minute and upload

it on dropbox.

Project team

Closed 03/11/16 Acceptable

PAGE 37

Information & Communication Technology Project (9785)15 05/09/16 Team

member cannot finish

his or her part by

deadline

People Likely Medium Medium Other members who finished their

parts help the member to complete it.

Project team

Not occurr

ed

03/11/16 Acceptable

Risk Matrix:

Severity of EffectLow

1Medium

2High

3

Likelihood of Occurrence

Unlikely1

Risk Rating:1 - Low

Risk Rating:2 - Low1 Risk

Risk Rating:3 - Medium

1 Risk

Likely2

Risk Rating:2 - Low2 Risks


7 Risks

Risk Rating:6 - High4 Risks

Almost Certain

3


Risk Rating:6 - High

Risk Rating:9 - High2 Risks

PAGE 38


Appendix E – Issues register

Risk ID Issue ID Issue Description Priority Assigned To

Status Date Resolved

Resolution

N/A 1 Fall behind the schedule

Project team fall behind the desired schedule because

Medium Project team

Resolved 03/11/16 Project team scheduled meetings with sponsor ahead of time

15 2 Team member cannot attend meeting

Team member cannot attend meeting

Low Project manager, project team

Resolved 03/11/16 Attended team member created a document that contains what we discussed in meeting and put it on dropbox, and informed next meeting and what discussed in meeting briefly.

11 3 Project requirements are changed

Some requirements and phases are changed after meeting with sponsor

High Project team

Resolved 03/11/16 Project team had in-depth discussion with group members and sponsor.

PAGE 39


Appendix F – Human resource utilisation – Team FlairThe below table specifies all tasks assigned to team that have been completed and the expected vs actual hours of the tasks.

Resource utilisation Week 1 - 13

Week Role TaskExpected

hoursActual hours Subtotal

Week 1 Project Manager(Tegan)

Form team 1 1

12Discuss and allocate team roles 2 1Project task brainstorming 6 5Research on project management 6 5

Project officer(Taerin)

Form team 1 1

11Discuss and allocate team roles 2 1Project task brainstorming 6 5Research on project risks management 6 4

Project Officer (George)

Form team 1 1

10Discuss and allocate team roles 2 1Project task brainstorming 6 5Research on quality management 4 3

Project Officer(Flossie)

Form team 1 1

10Discuss and allocate team roles 2 1Project task brainstorming 6 5Research on project benefit realisation and justification 4 3

Project Officer (Jason)

Form team 1 1

11Discuss and allocate team roles 2 1Project task brainstorming 6 5Research on project approach and timeline 4 4


Project enquires 4 316Team meetings 5 4

Project task brainstorming 5 4PAGE 40

Information & Communication Technology Project (9785)Research on project management 5 5


Project enquires 4 2

16Team meetings 5 5Project task brainstorming 5 4Research on stakeholder analysis 4 5



15Team meetings 5 4Project task brainstorming 4 4Research 5 5



14Team meetings 5 4Project task brainstorming 4 4Research on project benefit realisation and justification 5 5



15Team meetings 5 4Project task brainstorming 5 4Research 5 4


Project meetings with various sponsors to determine project 4 4

20Team meetings 5 5Project task brainstorming 5 6Research on allocated project 5 5








Project meetings with various sponsors to determine project 4 217Team meetings 5 5

Project task brainstorming 5 5

PAGE 41

Information & Communication Technology Project (9785)Research on allocated project 5 5





Project meetings with sponsor 2 2

22Team meetings 5 5Requirement analysis 4 5Determine HLR, LLR, Scope 4 6Research for documentation 4 4



21Team meetings 5 5Stakeholder analysis 4 5Identify risks 4 5Research for documentation 4 4



22Team meetings 5 5Project Executive Summary 5 6Quality management plan/Acceptance Criteria 4 5Research for documentation 6 4



16Team meetings 5 5Document project justification 6 5Research for documentation 4 4



18Team meetings 5 5Project approach 5 3Project timeline 4 5Research for documentation 3 3


Project meetings with sponsor 1 116Team meetings 5 5

Determine assumptions, dependencies, constraints 3 2

PAGE 42

Information & Communication Technology Project (9785)Research for documentation 4 4Project proposal peer reviews 2 4



15Team meetings 5 5Generate risk register 3 4Research for documentation 4 4Project proposal peer reviews 2 2



13Team meetings 5 5Documentation Review 2 2Research for documentation 5 4Project proposal peer reviews 2 2



13Team meetings 5 5Documentation review 2 2Research for documentation 5 4Project proposal peer reviews 2 2



17

Team meetings 5 5Project approach 4 3Project timeline 4 4Research for documentation 3 2Project proposal peer reviews 2 2

Week 6 Project Manager &

Database/back end

programmer(Tegan)


15

Team meetings 5 5Brainstorm tasks for project implementation 2 2Discuss and allocate team roles for project implementation 2 2Research methods for implementation 5 4Document weekly status update for sponsor 1 1

Document Analyst (Taerin)


Brainstorm tasks for project implementation 2 1

PAGE 43

Information & Communication Technology Project (9785)Discuss and allocate team roles for project implementation 2 2Generate project status report 3 2Data collecting for project status report 3 1

Project Web Arctitect (George)


17

Team meetings 5 5Brainstorm tasks for project implementation 3 2Discuss and allocate team roles for project implementation 3 2Research methods for implementation 4 3Research design and structure 5 4

Design Analyst and

Researcher(Flossie)


15

Team meetings 5 5Brainstorm tasks for project implementation 3 2Discuss and allocate team roles for project implementation 3 2Research methods for implementation 4 2Research designs and styling 3 3

Graphic Designer (Jason)


15

Team meetings 5 5Brainstorm tasks for project implementation 3 2Discuss and allocate team roles for project implementation 2 2Research methods for implementation 3 2Research design and structure 3 3


Database/back end

programmer(Tegan)


19

Team meetings 5 5Brainstorm and research methods for prototype 5 5Research methods for implementation 2 2Prototype: Begin developing database for login function & project database 4 5Document weekly status update for sponsor 1 1



19Team meetings 5 4Brainstorm and research methods for prototype 5 3Research methods for implementation 2 1Generate project status report 5 5

PAGE 44

Information & Communication Technology Project (9785)Data collecting for project status report 6 6



20

Team meetings 5 5Brainstorm and research methods for prototype 6 5Research methods for implementation 3 2Prototype basic website structure 6 5Analyse website functionality 3 2

Design Analyst and

Researcher(Flossie)


20

Team meetings 5 5Brainstorm and research methods for prototype 6 5Research methods for implementation 3 2Research CSS styling and what styles can be applied to site 2 2Develop wireframes for website designs 5 5



18

Team meetings 5 5Brainstorm and research methods for prototype 6 4Research methods for implementation 3 3Website designs and research 5 3Website and hosting research 3 2


Database/back end

programmer(Tegan)


22

Team meetings 5 5Brainstorm and research methods for prototype 2 2Prototype: Developing database for login function & project database 4 4Prototype: Begin developing online forms for students and sponsors 6 6Document weekly status update for sponsor 1 1Document personal reflection and peer review 5 5



30Team meetings 5 5Generate project status report 12 12Data collecting for project status report 7 7Document personal reflection and peer review 5 5

Project Web Arctitect

Project meetings with sponsor 1 1 21Team meetings 5 5

PAGE 45


(George)

Brainstorm and research methods for prototype 3 2Prototype structure designs 6 5Finalize website design 2 1Documentation Review 3 2Document personal reflection and peer review 5 5

Design Analyst and

Researcher(Flossie)


22

Team meetings 5 5Brainstorm and research methods for prototype 3 2Finalise wireframe designs 3 3Apply CSS styling to prototype 3 3Work with web architect to apply designed pages 3 3Document personal reflection and peer review 5 5



21

Team meetings 5 5Brainstorm and research methods for prototype 3 2Finalize design ideas 1 1Finalize website design 3 3Prototype design structure review 3 2Documentation review 2 2Document personal reflection and peer review 5 5


Database/back end

programmer(Tegan)


21

Team meetings 2 2Finalise functionality and code in website 10 10Finalize website design 5 4Document weekly status update for sponsor 1 1Documentation Review 2 2Final documentation 2 2



7Team meetings 2 2project presentation preparation 3 2Documentation Review 2 2Final documentation 2 1

PAGE 46

Information & Communication Technology Project (9785)Project Web

Arctitect (George)


10

Team meetings 2 1Presentation Planning 4 3Rehearsing Presentation 4 2Finalize website design 2 1Documentation Review 2 1Final documentation 1 1

Design Analyst and

Researcher(Flossie)


11

Team meetings 1 1Write the status report 1 1Presentation rehearsing 3 2Prepare final presentation slides 3 3Documentation Review 2 1Final documentation 2 2



11

Team meetings 1 1Finalize website design and CSS 2 1Presentation rehearsing 3 2Project presentation preparation 3 3Documentation review 2 1Final documentation 2 2


Database/back end

programmer(Tegan)


15

Team meetings 2 2Test and finalise functionality of website 5 4Finalize website design 4 2Project presentation preparation 3 2Document weekly status update for sponsor 1 1Documentation Review 2 2Final documentation 4 2



Project presentation preparation 3 3

PAGE 47

Information & Communication Technology Project (9785)Documentation Review 5 1Final documentation 3 1



12

Team meetings 2 1Rehearsing Presentation 4 3Finalize website design 4 2Project presentation preparation 2 2Documentation Review 4 2Final documentation 2 1

Design Analyst and

Researcher(Flossie)

Project meetings with sponsorTeam meetings 2 1

11

Write the status report 1 1Rehearsing Presentation 4 3Project presentation preparation 4 3Documentation Review 2 2Final documentation 1 1



11

Team meetings 2 1Presentation rehearsing 4 3Prototype testing 1 1Finalize website design and CSS 2 1Project presentation research 1 1Documentation review 1 1Final documentation 2 2


Database/back end

programmer(Tegan)


15

Team meetings 2 2Set up test data and logins for presentation 4 3Project presentation preparation 4 4Document weekly status update for sponsor 1 1Documentation Review 4 2Final documentation and peer review 4 2

Document Analyst


PAGE 48


(Taerin)

Project presentation preparation 5 6Documentation Review 5 3Final documentation and peer review 5 2



16

Team meetings 2 1Rehearsing Presentation 4 4Project presentation planning 4 4Finalize website design 2 1Review Presentation 4 2Documentation Review 2 1Final documentation and peer review 2 2

Design Analyst and

Researcher(Flossie)


13

Team meetings 2 1Rehearsing Presentation 4 4Prepare final presentation slides 3 2Project presentation preparation 2 2Documentation Review 2 2Final documentation and peer review 1 1



14

Team meetings 2 1Presentation rehearsing 4 4Final prototype testing 1 1Review Presentation 1 2Drafting of deliverables documentation 1 1Drafting of resources documentation 1 1Project presentation preparation 2 1Documentation review 1 1Final documentation and peer review 1 1


Database/back end


12Team meetings 2 2Documenting quality of handover material 5 4Documenting phases 3 2

PAGE 49


programmer(Tegan)

Document weekly status update for sponsor 1 1Final documentation review 2 2Final documentation and peer review 2 1



12

Team meetings 2 2Document Risks 4 2Document Issues 4 3Final documentation review 4 3Final documentation and peer review 4 2



12

Team meetings 2 1Scope documentation 4 2Executive summary documentation 4 2Outcome, output review 2 1Final documentation review 4 2Final documentation draft 2 1Peer review 2 2

Design Analyst and

Researcher(Flossie)


16

Team meetings 2 1Search some idea about recommend 4 4Document the lesson learnt 3 2Document the recommend 3 2Final documentation review 3 3Final documentation draft 4 3



15

Team meetings 2 1Deliverables documentation 3 2Resources documentation 3 3Conclusion documentation 2 1Final documentation review 4 3Final documentation and peer review 4 4



PAGE 50


Database/back end

Document weekly status update for sponsor 1 1Documentation Review 6 7

Final documentation and peer review 5 4Document

Analyst (Taerin)


16

Team meetings 2 1Finalised risks documentation 3 3Finalised issues documentation 3 3Final documentation review 4 4Final documentation and peer review 4 4



16

Team meetings 2 1Scope documentation 3 2Executive summary documentation 3 2Outcome, output review 4 2Final documentation draft 4 3Final documentation review 4 3Peer review 4 2

Design Analyst and

Researcher(Flossie)


11

Team meetings 2 1Lesson learnt documentation 2 2Recommend documentation 4 2Final documentation review 2 2Final documentation 3 3



15

Team meetings 2 1Finalised Deliverables documentation 2 3Finalised Resources documentation 3 3Finalised conclusion documentation 2 2Final documentation draft 1 1Final documentation review 2 1Peer review 3 3

Total 1203 1007 1007

PAGE 51


Appendix G – Timelines

Completed Project Design Timeline

PAGE 52


Completed Project Design Phase Timeline

PAGE 53


PAGE 54


Project Progress Status Timeline

PAGE 55


Appendix H – Design Specifications

Logo

Colour Scheme #DE8642 | #4B4D52 | #FFFFFFF | #0092D7 | #3C3C3C

PAGE 56


Figure 1. Hexadecimal format of colour coordination

All colours are drawn from the Hexadecimal format for HTML and CSS implementation.

Fonts

Headers - Roboto Slab, px: 20, 22

Titles – Serif, px: 14

Paragraphs - Serif, px: 10, 12

PAGE 57

master project closure report

Documents