Advanced Information Technology Project Management SYS750

Prepared for : En. Shamsudin Md Sarif

FIX PROJECT SOLUTIONS(01576460-P)

Project Progress Monitoring System

SDN BHD

TEAM MEMBERS

P r o j e c t P r o g r e s s M o n i t o r i n g S y s t e m

Aizad Bin Abdullah Bek 2010520703

Alina Binti Bakar 2010523941

Nor Azriah Aziz 2011190223 Sariema Mohd Sarip

2011251716

INTRODUCTION

P r o j e c t P r o g r e s s M o n i t o r i n g S y s t e m

Project Name: Project Progress Monitoring System

State organization: Fix Project Solutions

Project Name: Project Progress Monitoring System

State organization’s client (customer)

Vivify Sdn Bhd

FIX PROJECT SOLUTIONS(01576460-P)

SDN BHD

PROJECT MANAGEMENT PLAN : Approval

P r o j e c t P r o g r e s s M o n i t o r i n g S y s t e m

Project Name : Project Progress Monitoring SystemDate : 12 October 2013Release # : 1.0Project Manager : Aizad Bin Abdullah Bek

PROJECT MANAGEMENT PLAN: Summary

P r o j e c t P r o g r e s s M o n i t o r i n g S y s t e m

Points of ContactPosition Name/Organization Phone E-mail

Project Manager Aizad Bin Abdullah Bek/Fix Project Solution 03-27262693 aizad@fixproject.net

Senior Management Sponsor

Shahrizal Bin Mohamed Kamal/Vivify Sdn Bhd

03-77222205 ext. 102 rizal@vivify.my

Senior Technical Sponsor Azman Bin Dato’ Abdullah/ Vivify Sdn Bhd 03-77222205 ext. 103 azman@vivify.my

Procurement Contact Mahaletchumi A/P Nagapan/ Vivify Sdn Bhd 03-77222205 ext. 104 maha@vivify.my

Customers:

Mohd Fadly Bin Mohd Yunos/ Vivify Sdn BhdNastassia Bt Nasser/ Vivify Sdn BhdSyafril Bin Ismail/ Vivify Sdn BhdRahmat Bin Mohamad Noor/ Vivify Sdn Bhd

03-77222205 ext. 10503-77222205 ext. 10603-77222205 ext. 10703-77222205 ext. 108

fadly@vivify.mynas@vivify.mysyafril@vivify.myrahmat@vivify.my

Other Stakeholders (Top 3):

Mai Irini Bt. Dato’ Mior Anwar/ Vivify Sdn Bhd

03-77222205 ext. 101 rini@vivify.my

PROJECT MANAGEMENT PLANProject Charter

P r o j e c t P r o g r e s s M o n i t o r i n g S y s t e m

In the daily operation of Vivify Sdn. Bhd., clients are invoiced based on man-hours spent on the specific project.

It is hard to encourage the staff to manually track down and keep records of their task logs since that they are also busy spending time working on the project itself.

However the log of staff activities such as how many hours spent for a particular task or project is important for the organization to track and use this information to bill their clients.

Business Problem

P r o j e c t P r o g r e s s M o n i t o r i n g S y s t e m

1. To develop a system to monitor hours spent by staff on each projects and the progress of the entire project.

2. To ensure the usability of the new system.

3. To design and create a user-friendly interface.

4. To have features which allow employee logging task for each project

5. To achieve project scope, budget and cost of project.

Project Objectives

PROJECT MANAGEMENT PLANProject Charter

P r o j e c t P r o g r e s s M o n i t o r i n g S y s t e m

PROJECT MANAGEMENT PLANProject Charter

Statement of Work (Goal)

Project Objectives

• To optimize the resources (manpower) working on various projects, the Project Progress Monitoring System will ensure the workload of staffs are equally divided

• To develop a system to monitor hours spent by staff on each projects and the progress of the entire project.

• To ensure the usability of the new system.

• To design and create a user-friendly interface.

• To have features which allow employee logging task for each project

• To achieve project scope, budget and cost of project.

P r o j e c t P r o g r e s s M o n i t o r i n g S y s t e m

PROJECT MANAGEMENT PLANProject Charter

Success FactorsShort-Term1) Project is completed within 1 year (until implementation).2) Final budget not more than RM165,0003) Working system meeting all users’ requirements

Long-Term4) Business productivity and profitability

is increased through KPI.

P r o j e c t P r o g r e s s M o n i t o r i n g S y s t e m

The system must be a valuable asset for Vivify

Sdn Bhd.

Current employees must actively support the project in terms of usage to log their daily task and work hours.

The system must run on existing hardware and software, and it

should require minimal technical support.

The system must be easily accessible by

employees and secured from unauthorized

user.

Project Dependencies/Constraints

PROJECT MANAGEMENT PLANProject Charter

P r o j e c t P r o g r e s s M o n i t o r i n g S y s t e m

PROJECT MANAGEMENT PLANProject Tradeoff Matrix and Status Summary

Schedule Scope ResourcesCONSTRAINED ACCEPTED IMPROVED

Activity Tech Schedule CostIdentification and Selection

On Ahead On

Initiation and Planning On Ahead OnAnalysis On On OnDesign On On OnImplementation On On OnMaintenance On On On

P r o j e c t P r o g r e s s M o n i t o r i n g S y s t e m

PROJECT MANAGEMENT PLANProject Organization

Programmers 

Project SponsorShahrizal Mohamed Kamal

 

Project DirectorAzman Bin Abdullah

 

Project ManagerAizad Bin Abdullah Bek

 

Project AdministratorSariema Mohd Sarip

 

Account ManagerMahaletchumi Nagapan

Technical ManagerAlina Bakar

Finance ManagerNor Azriah Aziz

 

System Analyst 

Designer 

P r o j e c t P r o g r e s s M o n i t o r i n g S y s t e m

PROJECT MANAGEMENT PLANActivity List (Work Breakdown Structure)

Project Identification and Selection

Identify potential Development

Projects

Classifying and ranking projects

Selecting projects for development

Corporate strategic planning

Project initiation and planning

Forming project initiation team

Establish customer relationship

Developing a plan to get the project

started

Developing a plan to get the project

started

Feasibility study Baseline project plan

Analysis

Determine system requirement

Design

Structure process modeling and

diagram

System Interface design

Form and report design

Coding design

Implementation

Process driven error

Testing and commissioning

Install

Client feedback and enhancement

Process of quality control

Provide user manual and documentation User support

Maintenance

Schedule Preventive Maintenance Works

User support

Monitoring System (health check)

P r o j e c t P r o g r e s s M o n i t o r i n g S y s t e m

PROJECT MANAGEMENT PLANSchedule

PHASEDURATIO

N

TIMELINE

Sep'13 Oct'13 Nov'13 Jun'14 Jul'14 Aug'14 Sep'14   Sep'15W1

W2

W3

W4

W1

W2

W3

W4

W1

W2

W3

W4

W1

W2

W3

W4

W1

W2

W3

W4

W1

W2

W3

W4

W1

W2

W3

W4        

W1

W2

W3

W4

Project Identification and Selection 6 Days                                                                        Project initiation and planning 18 Days                                                                        

Analysis 6 Days                                                                        

Design 252 Days                                                                        Implementation 46 Days                                                                        Maintenance 365 Days                                                                        

P r o j e c t P r o g r e s s M o n i t o r i n g S y s t e m

PROJECT MANAGEMENT PLANWork Product Identification

Deliverable Name Due Date Date Delivered Point of ContactBusiness Case 12/10/2013 12/10/2013

Sariema Mohd Sarip

Project Charter 12/10/2013 12/10/2013Work Breakdown Structure 17/10/2013 17/10/2013Baseline Project Plan 18/10/2013 18/10/2013Scope Statement 18/10/2013 18/10/2013Statement of Work 18/10/2013 18/10/2013Gantt Chart 18/10/2013 18/10/2013Project Cost Estimates 18/10/2013 18/10/2013Project Organizational Chart 18/10/2013 18/10/2013Stakeholder Communication Analysis 26/10/2013 26/10/2013Risk Register 26/10/2013 26/10/2013Client Acceptance Form 28/9/2014 Lesson Learned Report 30/9/2015

PROJECT MANAGEMENT PLANPlanning Financial and Schedule Information

P r o j e c t P r o g r e s s M o n i t o r i n g S y s t e m

Estimated Budget

Low: 155,000

High: 165,000

Estimated Start Date:

(Qtr. and Yr.)

Q4 2013

Estimated Length (Months)

1 Year Estimated Completion Date: (Qtr. and Yr.)

Q3 2014

Fiscal Year 1 RM

6,400 Fiscal Year 2 RM 155,570

PROJECT MANAGEMENT PLANPlanning Budget

P r o j e c t P r o g r e s s M o n i t o r i n g S y s t e m

Activity # Activity Description # of Days Estimated Cost

Milestone

1 Project Planning 10 6,400 Project planning

2 Design, Development & Testing

285 151,570 Development

3 1 Year Maintenance 365 4,000 Maintenance

TOTAL 660 161,970

PROJECT MANAGEMENT PLANUnadjusted Function Point (UAF)

P r o j e c t P r o g r e s s M o n i t o r i n g S y s t e m

Complexity

TotalLow Average High

ILF 2 x 7 = 14 2 x 10 = 20 2 x 15 = 30 64

EIF 0 x 5 = 0 0 x 7 = 0 0 x 10 = 0 0

EI 2 x 3 = 6 8 x 4 = 32 2 x 6 = 12 50

EO 4 x 4 = 16 1 x 5 = 5 0 x 7 = 0 21

EQ 0 x 3 = 0 0 x 4 = 0 1 x 6 = 6 6

Total Unadjusted Function Points (UAF) 141

Internal Logical File (ILF): 2 Low, 2 Average, 2 ComplexExternal Interface File (EIF): 0 Low, 0 Average, 0 ComplexExternal Input (EI): 2 Low, 8 Average, 2 ComplexExternal Output (EO): 4 Low, 1 Average, 0 ComplexExternal Inquiry (EQ): 0 Low, 0 Average, 1 ComplexUnadjusted Function Point (UAF)

PROJECT MANAGEMENT PLANGSC & Total Adjusted Function Point

P r o j e c t P r o g r e s s M o n i t o r i n g S y s t e m

General System Characteristics Degree of InfluenceData Communication 1Distributed Data Processing 0Performance 4Heavily Used Configuration 1Transaction Rate 4Online Data Entry 5End User Efficiency 3Online update 5Complex Processing 1Reusability 1Installation Ease 3Operational Ease 4Multiple Sites 0Facilitate Change 0Total Degree of Influence (TDI) 32Value Adjustment Factor (VAF)VAF = (TDI *0.01) + 0.65

0.97

Total Adjusted Function PointFP = UAF * VAF

136.77

Avg Source LOC = 136.77 x 49 = 6701.73

PROJECT MANAGEMENT PLANCOCOMO

P r o j e c t P r o g r e s s M o n i t o r i n g S y s t e m

Semi-Detached: Person-Months = 3.0 x (KDSI)1.12

= 3.0 x (6.702) 1.12

= 3.0 x 8.42 = 25.26

Semi-Detached: Duration = 2.5 x (Effort)0.35

= 2.5 x (25.26)0.35

= 2.5 x 3.1 = 7.75 months

People Required = Effort / Duration

= 25.26 / 7.75 = 3.25

P r o j e c t P r o g r e s s M o n i t o r i n g S y s t e m

PROJECT MANAGEMENT PLANStaffing Plan

Activity Role Project Responsibility Number of Staff Required

Requirement Study System Analyst Requirement Study 1UI Design Designer Design User Interface 1

Develop system Programmer System Development 2

Develop System Programmer Database development

1

System tester System Analyst Test system 1Trainer Technical Manager Training 1Installation Technical Manager Data center

Installation1

P r o j e c t P r o g r e s s M o n i t o r i n g S y s t e m

PROJECT MANAGEMENT PLANProject Requirements (Traceability Table)

No. Requirement RFP Reference

SOW Reference

Task Reference

1. Functional 2. Design 3. Schedule and Timeline 4. Acceptance Test Plan 5. User Manual & Documentation

SOW = Statement of Work

Ref#

Risk Category/ Event Preventive Measures

Contingency Measures

Responsible Person

Comments

1. Technical difficulty encountered during the development of database.

Alina Bakar Data redundancy, database conflict, etc may occur.

2. Promised structure and interface not delivered on time

Schedule control – ensuring the project is completed within the time frame allowed.

Sariema Mohd Sarip

3. Reduced man-hours available to do the work results in the schedule being extended

Nor Azriah Aziz

4. The project timeline requires full programmer team to commit to the project.

Aizad Abdullah

Delay may occur if another project engaged requires programmers involvement.

P r o j e c t P r o g r e s s M o n i t o r i n g S y s t e m

PROJECT MANAGEMENT PLANRisk Management Worksheet

P r o j e c t P r o g r e s s M o n i t o r i n g S y s t e m

PROJECT MANAGEMENT PLANRisk Management Worksheet

5. Hardware and Software failures during project timeline

Alina Bakar May involve extra cost, time extension, delivery delay, etc.

6. Growing cost that may exceed the allocated budget.

Cost control – ensuring the project is conducted within the available budget.

Nor Azriah Aziz

7. Fulfilling customer’s desired outcomes

Performance quality control

Sariema Mohd Sarip

Ensuring the project and its outcomes are suitable for the intended purpose.

8. Security issues of the new system

Alina Bakar Since that the system will be deployed in a shared server hosting, the potential of unauthorized access from external sources may cause system or data failure.

P r o j e c t P r o g r e s s M o n i t o r i n g S y s t e m

PROJECT MANAGEMENT PLANRisk Management Worksheet

9. Providing extra functions to the system that useful to the end-users

Alina Bakar Positive risk that may increase the value of the entire project

10. Getting good feedback from clients

Sariema Mohd Sarip

Create good reputations for the company.

11. Effectively promoting the system to other organizations

Sariema Mohd Sarip

Increase productivity and sales of the company

12. Realizing the benefits of the new system within timeline given

Aizad Abdullah

Proves the efficiency of the project management and meet project objectives

P r o j e c t P r o g r e s s M o n i t o r i n g S y s t e m

PROJECT MANAGEMENT PLANTop Five Issues

Ref#

Issue Description Responsible Individual

Status

1 Requirement still not defined

Alina Bakar Requirement is determined.

2 Database issue Alina Bakar Database issue is fixed before development starts.

3 Project staff turnover Aizad Abdullah Plan for staff replacement

4 Commitment of user Aizad Abdullah Involve and inform user about change to ensure commitment

5 Over budget Nor Azriah Ensure budget within range as agreed.

P r o j e c t P r o g r e s s M o n i t o r i n g S y s t e m

PROJECT MANAGEMENT PLANIssue Status

Action Item # Action Item Description Responsible Individual

Status

1

Organize team meeting to review support requirement

Sariema Mohd Sarip

Resolved

2

Rectify the communication errors between system and database.

Alina Bakar Resolved

3

Update job description and allow vacancies to be filled within 4 weeks.

Aizad Abdullah In-Progress

4

Organize meeting with user to keep aware the progress of the project

Sariema Mohd Sarip

In-Progress

5

Identify and evaluate the alternatives to avoid over budget.

Nor Azriah Aziz In-Progress

P r o j e c t P r o g r e s s M o n i t o r i n g S y s t e m

Thank You