Project Progress Monitoring System
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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
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