Automated Student Management System For South East Gippsland University - SPMP

Software Project Management Plan
SixSigma, 20
th
August, 2012 SPMP -1.0

Project Manager:
Beth Storry, 0514143
Quality Analyst:
Hannah Macleod, 0592127
Consultant:
Glenn Turner, 0541265
Customer:
South East Gippsland University, Australia
Project Team:

Emily Maguire, 0608170
Laura Unsworth, 0611093
Crista Cullen, 0535368
Anne Panter, 0610024
Hannah Macleod, 0590077
Mark Knowles, 0608715
Jamie Dwyer, 0608896
Liam de Young, 0620300
Simon Orchard, 0587266
Glenn Turner, 0574569
Chris Ciriello, 0589651
Matthew Butturini, 0632145
Russell Ford, 0605415
Eddie Ockenden, 0524125
Peter Samuels, 0628546
UCSC ICT 2009 IT Project Management Assignment 2012 | Page 2 of 60

Table of Contents

Table of Contents...2
List of Figures ....................................................................................................................... 4
List of Tables ........................................................................................................................ 4
Definitions ............................................................................................................................ 5
1) Introduction and Objectives of the Project Plan ................................................................. 6
1.1 Overview of the Organization ...................................................................................... 6
1.2 Current Situation and Problem/ Opportunity Statement................................................ 6
1.3 Project Objectives........................................................................................................ 7
2) Project .............................................................................................................................. 7
2.1 Project Information ...................................................................................................... 7
2.2 Project objectives ........................................................................................................ 7
2.3 Project approach .......................................................................................................... 8
2.4 Roles and Responsibilities ........................................................................................... 8
2.5 Project Constraints ...................................................................................................... 9
2.6 Assumptions .............................................................................................................. 10
2.7 Preliminary Schedule and Budget Estimates .............................................................. 10
2.8 Plan Modification Rules ............................................................................................ 11
2.9 Approval Signatures .................................................................................................. 11
3) Project Scope Management plan ..................................................................................... 12
3.1 Product description .................................................................................................... 12
3.2 Project Deliverables................................................................................................... 12
3.3 Scope Statement ........................................................................................................ 13
3.4 Work Breakdown Structure Development .................................................................. 14
3.5 Scope Change Management Process .......................................................................... 25
3.5 Plan Modification Rules ............................................................................................ 27
4) Schedule management plan ............................................................................................. 28
4.1 Project Schedule ........................................................................................................ 28
4.2 Assumptions .............................................................................................................. 29
5) Cost Management Plan ................................................................................................... 29
5.1 Project Budget ........................................................................................................... 29
5.2 Budget Assumptions & Constraints ........................................................................... 30
6) Quality Management Plan ............................................................................................... 31
6.1 Quality Standards ...................................................................................................... 31
6.2 Quality Metrics .......................................................................................................... 32
6.3 Quality Management Approach ................................................................................. 33

6.4 Quality Assurance ..................................................................................................... 34
6.5 Quality Control .......................................................................................................... 37
7) Risk Management ........................................................................................................... 39
7.1 Risk Management Strategies ...................................................................................... 39
7.2 Risk Management Tools ............................................................................................ 41
7.3 Data Sources ............................................................................................................. 41
7.4 Risk Categories ......................................................................................................... 42
7.5 Risk Probability and Impact ....................................................................................... 42
8) HR management plan ...................................................................................................... 43
8.1 Project Organization .................................................................................................. 43
8.1.1.1 Hierarchy of the project team ........................................................................... 44
8.2 Resource Requirements ............................................................................................. 47
8.3 Resource Assignment ................................................................................................ 47
9) Communication plan ....................................................................................................... 50
9.1 Stakeholder Analysis ................................................................................................. 50
9.2 Project Reports .......................................................................................................... 50
9.3 Project Meetings ........................................................................................................ 51
9.4 Project Information Accessibility ............................................................................... 51
9.5 Communications Summary ........................................................................................ 52
Reference List ..................................................................................................................... 54
Appendices ......................................................................................................................... 55
Appendix A: Generic Cost Estimate Classification Matrix .............................................. 55
Appendix B: Project Budget ............................................................................................ 56
Appendix C: Risk Categorization Table ..................................................................... 58-59
Appendix D: Detailed Gantt Chart .............................................................................. 58-59


List of Figures

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

List of Tables

Table 1 Project Approach .................................................................................................. 08
Table 2 Roles & Responsibilities .................................................................................. 08-09
Table 3 Preliminary Project Schedule ............................................................................... 10
Table 4 Preliminary Project Expenditures ......................................................................... 11
Table 5 Project Deliverables ........................................................................................ 12-13
Table 6 Level 2 WBS .................................................................................................. 16-25
Table 7 Roles and Responsibilities Scope Change Management Process ....................... 26
Table 8 Project Schedule .................................................................................................. 28
Table 9 Summarized Budget ............................................................................................ 29
Table 10 Quality Standards .............................................................................................. 31
Table 11 Quality Metrics .................................................................................................. 32
Table 12 Quality Management Approach .................................................................... 33-34
Table 13 Quality Assurance......................................................................................... 34-36
Table 14 Quality Control ............................................................................................. 37-38
Table 15 Risk Management Strategies ......................................................................... 39-41
Table 16 Risk Management Tools .................................................................................... 41
Table 17 Data Sources ................................................................................................. 41-42
Table 18 Risk Probability ................................................................................................. 42
Table 19 Project Team ..................................................................................................... 43
Table 20 Key Stakeholders .......................................................................................... 45-46
Table 21 Resource Assignment ................................................................................... 47-50
Table 22 Project Reports........50
Table 23 Project Meetings ................................................................................................ 51
Table 24 Communication Summary ............................................................................ 52-53


Definitions

Term Definition

AD Architectural Design
ADD Architectural Design Document
ATP Acceptance Test Plan
DD Detailed Design
SDS Software Design Document
ITP Integration Test Plan
SCMP Software Configuration Management Plan
SM Senior Management
SPMP Software Project Management Plan
SQAP Software Quality Assurance Plan
SR Software Requirements
SRD Software Requirements Document
STD Software Transfer Document
STP Software Test Plan
SUM Software User Manual
SVVP Software Verification and Validation Plan
UR User Requirements
URD User Requirements Document
UTP Unit Test Plan
VV Verification & Validation
WBS Work Breakdown Structure
WBS Level 2 WBS, where tasks are sub divided at most into 2 sub tasks

1) Introduction and Objectives of the Project Plan

1.1 Overview of the Organization

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

This project is attempting to revolutionize the service delivery to key stakeholders and foster
excellence in teaching, research, and public service that will establish the University as a
leader among the nation's major research universities. This project will consolidate IT
Infrastructure. Importantly it will:

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

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

Upgrade aging technology infrastructure and support the organization.

1.2 Current Situation and Problem/ Opportunity Statement

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

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

The ASMS Project will modernize the student management services and infrastructure at
South East Gippsland University. In order to achieve that target University will implement a
state-of-the-art web based system to provide a higher level of service at lower cost for
University customers. The system will integrate the use of SMS and other social media
technology with the student management system.

The University's strategy is to replace all of its obsolete student management systems (student
enrolment system, student reporting system (for lecturers and administrative staff to view
results), the results submission system for lecturers to submit results and the results
publication system that publish results to students. The existing student management suite:

Cannot utilize cost-effective new technology such as SMS and other social media.
Cannot be effectively maintained due to a scarcity of trained systems developers due
to the age of the system and the compartmentalised nature of previous enhancements
of the systems.

1.3 Project Objectives

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

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

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

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

Simplified billing.

No increase in rates or charges for students.

A more dependable, robust and secure network.

2) Project
2.1 Project Information

Project Start Date 1
st
of June 2012
Project End Date 2
nd
of May 2015
Project Manager Beth Storry
Project Sponsor Information Technology Services (ITS),
South East Gippsland University

2.2 Project objectives

Accomplish project within defined budget.
Accomplish project phases within relevant time parameters.
Deliver a Software Program which meets the organizational goals.
Deliver Proper Project Documentations.
Feasibility Analysis.
System Requirement Specification.
System Design Specification.
Software Project Management Plan.
Software Test Plan.
Software Quality Assurance Plan.
Software Configuration Management Plan.
Software Verification and Validation Plan.
Train the staff for new system.
Facilitate all technological required to implement new infrastructure.

Table 1 Project Approach

Deliver Software documentation.
End user manual.
Installation documentation.

2.3 Project approach

2.4 Roles and Responsibilities

Name Role Phone
Number
Email Address
Beth Storry Project Manager 0778442010 bethstorry@gmail.com
Emily Maguire Software Architect 0711993060 emilymaguire@yahoo.com
Laura Unsworth Programmer 0717625535 unsworth@hotmail.com
Crista Cullen Requirements Analyst 0719251470 crista@hotmail.com
Project Approach Phases Description
Project Initiation

All the project initiation approaches such
as allocating resources, establishing
environment
Project Planning

Developing the project plans and
preparing the final Software Management
Project Plan
Project Execution

Under project execution process theres
several sub processes. Those should have
run as a parallel processes throughout
project execution phase.
Requirement Identification
System Design
Implementation
Verification & Validation
Project Monitoring & Control
Documentation Development
Training

Installation

In the installation phase all the hardware
and software systems installed.

Operation and Support

Support for further operations of the
system and required support for the
system and staff.

Maintenance Maintain the system
Project Closure Finalize and end the project

Table 2 Roles & Responsibilities

Anne Panter Configuration Manager 0724526264 anne@yahoo.com
Hannah Macleod Quality Analyst 0712730729 Hannahmacleod@gmail.com
Mark Knowles Database Engineer 0723424233 Knowles@fastmail.com
Jamie Dwyer Software Designer 0772323097 jamiedwyer@yahoo.com
Liam de Young Validation Engineer 0782382327 Liam.d.young@hotmail.com
Simon Orchard Verification Engineer 0712468075 Simon.orchard8@gmail.com
Glenn Turner Consultant 0771245769 glennturner@fastmail.com
Chris Ciriello Installation Specialist 0729434740 chrisciriello@gmail.com
Matthew
Butturini
Technical Writer 0783232394 matthewbutturini@gmail.com
Russell Ford Training Specialist 0773292928 russellford@yahoo.com
Eddie Ockenden Help Desk Level 1 0718373427 eddieockenden@hotmail.com
Peter Samuels Human Resource
Manager
0715879564 petersamuels@hotmail.com

2.5 Project Constraints

Scope:

The solution is covering wide area we have to consider number of variables
when making the decisions

Time Schedule:

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

Quality:

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

Budget Constraints:

All the labor costs are calculated based on the rates available on the current
market situation and it signify 61.12% of total cost ($2255880/ $3689629.64).
Since we dont have direct control over human resources we are directly
exposed to Fluctuations of the market rates.
Since the profit was calculated based on the initial budget any expenditure
beyond the initial limit will be subjected to consideration of the director board.
If the budget goes beyond the 10% buffer soon expenditures have to be
rationalized before the client.

2.6 Assumptions

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

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

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

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

2.7 Preliminary Schedule and Budget Estimates

Schedule Estimated Duration (days)
Project Initiation 150
Project Monitoring &
Control
650
Configuration Management 70
Software Quality
Management
150
System Allocation 20
Requirement 60
Design 180
Verification & Validation 350
Documentation Development 80
Training 270
Implementation 210
Installation 150
Operation & Support 21
Maintenance 7
Table 3 Preliminary Project Schedule


Table 4 Preliminary Project Expenditures

2.8 Plan Modification Rules

Theres several modification rules applied in this project.

General Modifications

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

Critical Modifications

Critical modifications such as critical paths, labor rates, schedules and other budgets that
are more likely to affect other areas by its modification in the project plan. This kind of
modification also should be requested through project manager. After reviewing the
modification, if manager feels that its a critical modification, Project manager should
call a meeting consists of relevant stakeholders and review further about the
modification. The modification decision will made according to the meeting conclusion.
If any modification done in the project plan, project manager is responsible for inform
the stake holders of the project.
2.9 Approval Signatures
Project Manager:

As Project Manager on ASMS, I have reviewed the information contained in the Project
Charter and agreed to its content.

Name Position Signature Date

Project Expenditures

Estimated
Cost (USD)
Employee Cost

3,000,000.00
Rent Fee 80,000.00
Insurance Cost 7,000.00
Software Cost 1,000,000.00
Hardware Cost 100,000.00
Administrative Cost
30,000.00
Legal Consultation 120,000.00

Total Cost 3,337,000.00

3) Project Scope Management plan
3.1 Product description

South East Gippsland Universitys SMS (Student Management System) runs on old
technology, difficult and expensive to maintain, and does not provide the flexibility and
services needed in a modern academic organization. Implementing an appropriate
replacement presents an opportunity to integrate new technology such as SMS
communication with students (i.e. for the delivery of results), and use of social media (such
as Facebook, YouTube and Twitter). It increases the overall ability of students to
communicate with the university and to facilitate the communication and feedback with
students.
The existing student management suite:
Cannot utilize cost-effective new technology such as SMS and other social media.
Cannot be effectively maintained due to a scarcity of trained systems developers due
to the age of the system and the compartmentalised nature of previous enhancements
of the systems.

The new implementation will provide:
A modern, state-of-the-art student management system. Integration with other
technologies and applications.
Improved services for all staff and students. (e.g., more streamlined processes for
management of student enrolments, and results publications)
Quicker and more responsive action on new and change service requests and
troubleshooting.
Simplified billing.
No increase in rates or charges for students.
A more dependable, robust and secure network.

3.2 Project Deliverables

Phase Deliverables To whom Format
UR

URD
ATP
SPMP
SCMP
SQAP
SVVP
SM / Customer
SM / Customer
SM
SM
SM
SM
Paper and electronic form

Table 5 Project Deliverables

SR

SRD
STP
SM / Customer
SM / Customer
AD

ADD
ITP
SM / Customer
SM / Customer
DD

DDD
UTP
SUM
STD
Source code
SM / Customer
SM / Customer
Electronic form

3.3 Scope Statement

Project Title: Automated Student Management System (ASMS)
Date: 20th June 2012
Prepared by: Beth Storry, Project Manager, bethstorry@gmail.com
Project Justification: South East Gippsland University, requested this project be done to
assist the university in meeting its strategic goals. This new system will increase visibility of
the university members as it will integrate new technology such as SMS (i.e. for the delivery
of results) and social media (such as Facebook, YouTube and Twitter). It will also help
improve profitability by reducing internal costs by providing standard tools and techniques.

Product-related deliverables within the scope (Includes)

a) Survey current consultants, university members and business case sponsor to help
determine desired content and features for the new student management system.

b) Evaluation of the requirements for the new system. Desired content and features for the
system will be evaluated by the planning team in order to get an idea on feasibility.
c) Development will be done at the university premises. Development team will be on the
university premises between 8.00am 5.00pm where necessary. Both Saturday and
Sunday will be non-working days. Lunch hour will be 12.00pm to 1.00pm.

d) Training sessions will be launched by the team for the university staff and other members.
All the training materials will be provided by the team except IT infrastructure.
e) A test plan will be documented how the site will be tested, who will do the testing, and
how bugs will be reported.
f) Full documentation of the system will be provided at the documentation phase. This will
be useful for the university in their future extensions.
g) Hardware and software installation will be done by the development team.
h) Project beneficial measurement plan will be prepared in order to measure the financial
value of the system.
i) IT help/service desk (both pre and post) will be provided by the development company.
j) Maintenance will be provided for the system for 21 days of time free of charge. Further
maintenance will be done under an added cost.

Excludes

a) Space for the system establishment should be provided by the university. Rent fee will be
paid by the development company according to the Australian rate.
b) Air-conditioning for the system establishment will be provided by the university.
c) New servers, wireless broadband hardware and software will be accommodated by the
university.

Project Success Criteria: Our goal is to complete this project within 2 years between
$3,500,000/= and $4,000,000/=. The project sponsor, South East Gippsland University, has
emphasized the importance of the project paying for itself within one year after the site is
completed. If the project takes a little longer to complete or costs a little more than planned, it
will still be viewed as a success if it has a good payback and helps promote our companys
image as a world class consulting organization.

3.4 Work Breakdown Structure Development

In order to manage the work required to complete this project, project team should subdivide
the work into individual work packages. This will allow the Project Manager to more
effectively manage the projects scope as the project team works on the tasks necessary for
project completion.
The project is broken down into fourteen sub phases. Each of these phases is then subdivided
further down to work packages. Each sub phase of the main phases may be subdivided into at
most three sub phases. Here we have used top-down approach to create the WBS.

Project Manager, Software Architect, Programmer, Requirements Analyst, Configuration
Manager, Quality Analyst, Database Engineer, Software Designer, Verification & Validation
Engineer, Consultants, Technical writers, Installation Specialists, Human Resource Manager
and Programmers engaged in developing the WBS.
Note: Level 2 WBS structure is positioned here and the detailed WBS structure will be on the
Gant chart at the appendices.

ID Sub
ID
Task Name Sub Task 1 Sub Task 2 Resource
Name
Duration
1 1 Project
Initiation

2 1.1 Selecting right
process model
5 days
3 1.1.1 Analyze current
situation &
problem
Project
Manager
2 days
4 1.1.2 Identifying
objective for the
project
Project
Manager
1 day
5 1.1.3 Identifying project
characteristics
Project
Manager
1 day
6 1.1.4 Selecting the ideal
process model
Project
Manager
1 day
7 1.2 Allocating
project resources
60 days
8 1.2.1 Identify staffing
requirements
Project
Manager, HR
Manager
5 days
9 1.2.2 identify the assets Project
Manager
10 days
10 1.3 Establish project
environment
60 days
11 1.3.1 Identify & acquire
equipments and
tools for the
project
Project
Manager
30 days
12 1.3.2 Installation,
operation &
maintenance
manual for the
project
Project
Manager
7 days
13 1.3.3 Based on the
requirement create
a communication
plan
Project
Manager, HR
Manager
8 days
14 1.3.4 Establish a
documentation
repository
Project
Manager
1 day
15 1.3.5 Establish
workspace
Project
Manager
1 day
16 1.4 Plan project
management
150
days?
17 1.4.1 Create Work
Breakdown
Structure (WBS)
Project
Manager,
Software
Architect,
20 days

Programmer
18 1.4.2 Create SPMP sub
plans
Project
Manager,
Requirements
Analyst,
Programmer,
Software
architect, HR
Manager
60 days
26 1.4.3 Assemble baseline
SPMP document
Project
Manager
4 days
27 1.4.4 Baseline SPMP
completed
0 days
28 1.4.5 Create schedule
baseline
Project
Manager
2 days
29 1.4.6 Finalize project
charter
120 days
30 2 Project
Monitoring &
Control
650
days?
31 2.1 Start the project 1 day
32 2.2 Analyze risks Project
Manager
10 days
33 2.3 Create
contingency plan
Project
Manager
10 days
34 2.4 Manage the
project
450 days
35 2.4.1 Project team
meetings
Project
Manager, HR
Manager
100 days
36 2.4.2 Retain records Project
Manager
30 days
37 2.4.3 Maintain project
charter
Project
Manager
400 days
38 2.4.4 SPMP document
updates
Project
Manager
450 days
39 2.3 All project
deliverables have
been delivered
0 days
40 2.4 project closeout 0 days
41 3 Configuration
Management
70 days
42 3.1 Plan
configuration
management
plan
Configuration
Manager
10 days
43 3.2 Configuration
Items
Configuration
Manager
10 days

Identification
plan finalization
Configuration
Manager
10 days
45 3.4 SCMP
completed
0 days
Control
Configuration
Manager
20 days
Auditing/Reporti
ng
Configuration
Manager
20 days
48 4 Software
Quality
Management
150
days?
49 4.1 Plan software
quality
management
Quality
Analyst
2 days
50 4.2 Create Software
Quality
Assurance Plan
(SQAP)
Quality
Analyst
25 days
51 4.3 SQAP completed Quality
Analyst
0 days
52 4.4 Define indicators Quality
Analyst
20 days
53 4.5 Manage software
quality
Quality
Analyst
100 days
54 4.6 Identify quality
improvement
needs
Quality
Analyst
10 days
55 5 System
Allocation
20 days
56 5.1 Analyzing
system functions
Software
Architect
5 days
57 5.2 Develop System
Architecture
Software
Architect
10 days
58 5.2.1 Identify
Hardware/Softwar
e functions
5 days
59 5.3 Decompose
system
requirements
Software
Architect
5 days
60 5.4 System
allocation
completed
0 days
61
62 6 Defining
Requirements
60 days
63 6.1 Define and Requirements 10 days

develop software
requirements
Analyst
64 6.2 Define interface
requirements
10 days
65 6.2.1 Define ASMS
software interface
requirements
Requirements
Analyst
5 days
hardware interface
requirements
Requirements
Analyst
5 days
67 6.2.3 Define ASMS user
interface
requirements
Requirements
Analyst
5 days
68 6.3 Prioritize and
integrate
requirements
20 days
69 Prioritize and
integrate software
requirements
Requirements
Analyst
5 days
70 Prioritize and
integrate hardware
requirements
Requirements
Analyst
5 days
71 Prioritize and
integrate all
requirements
Requirements
Analyst
10 days
72 6.4 Create Software
Requirement
Specification(SR
S)
Requirements
Analyst
7 days
73 6.5 SRS Completed 0 days
74 7 Design 180
days?
75 7.1 Perform the
architectural
design of the
system
40 days
76 7.1.1 Design the
architecture of the
integrated system
Software
Architect
20 days
77 7.1.2 Design the
software internal
architecture
Software
Architect
20 days
78 7.2 Design the
database
16 days
79 7.2.1 Design database
for sub system
Database
Engineer
8 days
80 7.2.2 Analyze database
designs for sub
system and design
Database
Engineer
4 days

central database
system
81 7.2.3 Provide weekly
updates
Database
Engineer
4 days
82 7.3 Design interfaces 50 days
83 7.3.1 Design user
interfaces
15 days
88 7.3.2 Design software
interfaces
Software
Designer
10 days
89 7.3.3 Design hardware-
software interfaces
Software
Designer
10 days
90 7.4 Select
Algorithms
Software
Designer
10 days
91 7.5 Detail Design 80 days
92 7.5.1 Detail design
software interfaces
Software
Designer
20 days
93 7.5.2 Detail design user
interfaces
Software
Designer
20 days
94 7.5.3 Detail design
admin interfaces
Software
Designer
20 days
95 7.5.4 Create Software
design
specification(SDS)
Software
Designer
20 days
96 7.5.5 SDS completed 0 days
97 8 Verification &
Validation
350
days?
98 8.1 Plan verification
and validation
250 days
99 8.1.1 Plan requirements
verification and
validation
Verification,
Validation
Engineer and
Consultant
15 days
100 8.1.2 Plan architecture
verification and
validation
Verification,
Validation
Engineer and
Consultant
15 days
101 8.1.3 Plan interface
design verification
and validation
Verification,
Validation
Engineer and
Consultant
15 days
102 8.1.4 Plan database
design verification
and validation
Verification,
Validation
Engineer and
Consultant
15 days
Verification &
Validation Plan
(SVVP)
Verification,
Validation
Engineer and
Consultant
15 days

104 8.1.6 SVVP completed 0 days
105 8.2 Execute
verification and
validation tasks
120 days
106 8.2.1 Verify
requirements
Verification
Engineer
10 days
107 8.2.2 Validate
requirements
Verification
Engineer
10 days
108 8.2.3 Verify architecture Verification
Engineer
10 days
109 8.2.4 Validate
architecture
Verification
Engineer
10 days
110 8.2.5 Verify interface
design
Verification
Engineer
10 days
111 8.2.6 Validate interface
design
Verification
Engineer
10 days
112 8.2.7 Verify database
design
Verification
Engineer
10 days
113 8.2.8 Validate database
design
Verification
Engineer
10 days
114 8.3 Requirements &
Design V&V
completed
0 days
115 8.4 Plan testing 120 days
116 8.4.1 Plan interface
black box testing
Verification
Engineer
8 days
117 8.4.2 Plan end User test Verification
Engineer
4 days
118 8.4.3 Plan admin panel
interface black
box test
Verification
Engineer
15 days
Test Plan (STP)
Verification
Engineer
10 days
120 8.4.5 STP completed 0 days
121 8.5 Develop test
requirements
40 days
122 8.5.1 Design interface
black box testing
Verification
Engineer
10 days
123 8.5.2 Design end User
test
Verification
Engineer
10 days
124 8.5.3 Design admin
panel interface
black box test
Verification
Engineer
10 days
125 8.6 Execute the tests 100 days
126 8.6.1 Execute interface
black box testing
Verification
Engineer
10 days
127 8.6.2 Execute end User
test
Verification
Engineer
15 days

128 8.6.3 Execute admin
panel interface
black box test
Verification
Engineer
5 days
129 8.7 V&V completed 0 days
130 9 Documentation
development
80 days
131 9.1 Plan
documentation
80 days
132 9.1.1 Define installation
documentation
contents
Technical
Writer
10 days
software
documentation
contents
Technical
Writer
10 days
134 9.1.3 Create
documentation
plan
Technical
Writer
10 days
135 9.2 Implement
documentation
40 days
136 9.2.1 Write installation
documentation
Technical
Writer,
Installation
Specialist
10 days
137 9.2.2 Write ASMS
documentation
Technical
Writer,
Consultant
10 days
138 9.3 Produce and
distribute
documentation
30 days
139 9.3.1 Print installation
documentation
Help Desk
Level 1
2 days
140 9.3.2 Print ASMS
software
documentation
Help Desk
Level 2
2 days
141 9.3.3 Distribute
installation
documentation to
installers
Project
Manager
5 days
142 9.4 Documentation
completed
0 days
143 10 Training 270
days?
144 10.1 Plan training
program
130 days
145 10.1.1 Plan installation
training content
Training
Specialist
10 days
146 10.1.2 Plan system
training content
Training
Specialist
10 days

147 10.1.3 Plan software
maintenance
training content
Training
Specialist
10 days
148 10.2 Develop training
materials
240 days
149 10.2.1 Create installation
training content
Training
Specialist
10 days
150 10.2.2 Create system
training materials
Training
Specialist
10 days
10.2.3 Create software
maintenance
training materials
Training
Specialist
10 days
10.3 Validate training
program
240 days
10.3.1 Validate
installation
training content
Training
Specialist
2 days
10.3.2 Validate system
training materials
Training
Specialist
2 days
151 10.3.3 Validate software
maintenance
training
Training
Specialist
2 days
152 10.4 Implement the
training program
240 days
153 10.4.1 Hold training
session for end
users
Training
Specialist
10 days
154 10.4.2 Hold training
session for
software
maintenance team
Training
Specialist
20 days
155 10.4 Training
completed
0 days
156 11 Implementation 210
days?
157 11.1 Create test data Verification
Engineer
5 days
158 11.2 Create source
code
200 days
159 11.2.1 Code ASMS
software-to-
hardware
interfaces
Programmer 40 days
160 11.2.2 Code ASMS
software interfaces
Programmer 40 days
161 11.2.3 Code user
interfaces
Programmer 20 days
162 11.3 Generate object
code
100 days

163 11.3.1 Generate ASMS
software-to-
hardware interface
object code
Programmer 3 days
software interface
object code
Programmer 3 days
user interface
object code
generation
Programmer 3 days
166 11.4 Plan integration 100 days
167 11.4.1 Plan integration of
ASMS
software/hardware
interface and
software
Programmer 5 days
168 11.4.2 Plan integration of
ASMS software
with user
interfaces
Programmer 5 days
169 11.5 Perform
integration
80 days
170 11.5.1 Integrate ASMS
software/hardware
interface with
software interface.
Programmer,
Database
Engineer
10 days
171 11.5.2 Integrate ASMS
software with user
interfaces
Programmer 10 days
172 11.6 Implementation
completed
0 days
173 12 Installation 150 days
174 12.1 Plan installation
of the ASMS
Installation
Specialist
10 days
175 12.2 Distribute
Software
20 days
176 12.2.1 Distribute ASMS
to the installation
team
Installation
Specialist
1 day
177 12.3 Install software 70 days
178 12.3.1 Install ASMS
system in to the
system
Installation
Specialist
6 days
179 12.4 Hardware
installation
Installation
Specialist
10 days
180 12.5 Accept software
in operational
environment
Project
Manager,
Installation
6 days

Table 6 Level 2 WBS

3.5 Scope Change Management Process

3.5.1 Scope of Change Requests

1. Modifications to software.
2. Acquisition of third party software.
3. Changes to contracted professional services (e.g. additional consultancy assistance).
4. Scope (includes modules, data conversion and migration, interfaces, etc.).
5. Milestone dates and major go-lives.
6. Additional project spending (hardware, training and conferences).
7. Functionality required by policy changes at the university and/or external mandates.

3.5.2. Change Request Process
1. Team Lead initiates Change Request by completing the Change Request Information
section on the Change Request Form and submitting to Project Manager.
2. Project Manager reviews with Team Lead and identify needed information and next steps
to complete Change Request Log. Project manager communicates and coordinates with
appropriate personnel to gather needed information.
Specialist
181 12.6 Installation
Completed
0 days
182 13 Operation &
Support
7 days
183 13.1 Operate the
system
Help Desk
Level 1
2 days
184 13.2 Provide technical
assistance and
consulting
Help Desk
Level 1
2 days
185 13.3 Maintain support
request log
Help Desk
Level 1
4 days
186 14 Maintenance 21 Days
187 14.1

Re-apply
Software
Development
Life Cycle
Consultant 21 days

Table 7 Roles and Responsibilities Scope Change Management Process

3. Project Manager prepares and submits Change Request Impact Analysis section and
submits to the Change Management Team.
4. Institution Implementation Team receives weekly updates of pending change requests and
provides input as needed / requested.
5. Change Management Team approves/denies change request after the clarification, provides
final recommendation on the Change Request Form and advises Project Manager.
6. If appropriate, forward for review and disposition.
7. Project Manager converses the decision to:
a. The Team Lead making the request of the Change Review Team decision.
b. Implementation Team.
c. All appropriate interested parties.
8. Amend Scope Management Plan and documentation as needed to incorporate sanctioned
change.

3.5.2. Roles and Responsibilities
Team Leads Instigate change requests based on implementation
needs using approved forms and communication
processes. Requests from team members should be
discussed with the appropriate Team Lead prior to
submitting an official change request.
Project Manager Facilitate the completion of change requests and
information gathering. Work directly with vendors
and with appropriate IT personnel, administrative
and academic to collect information needed to
complete the request.
Implementation Team Receives updates of completed change requests
awaiting approval. Provide input as
needed/requested.
Change Review Team Evaluates, allow or disallow change requests based
on the submitted information. Call upon the Project
Manager and Team Leads to provide additional
information as needed to complete review. Intensify
resolution to Executive Steering.


3.5.3. Notes
Requests resulting in changes to the vendor contract require approval from the Project
Sponsor.
No changes to the contract should be proceeded upon or conveyed as an approved change
until Change Review Team have verified that they are in agreement with the original
contract.
Changes to software, budget, quality and schedule will be reviewed, managed and approved
by the Project Manager.
First priority will be given to change requests for acute functions and services. Other criteria
for evaluating change requests will be approved by the Change Review Team.
Project Scope Change Management Plan Documents:
Change Request Form
Change Request Log
Scope Change Management Plan

3.5 Plan Modification Rules

1. Analyse the current project scope management plan to determine if this modification may
impact project costs, resources, quality and the other directions of the project. If it is an
insignificant change for the better, team may not need to escalate this further than those
directly affected by the plan change. Project manager has the authority to change this
plan.
2. Meet with the project team members and vendors potentially impacted by the project plan
change. Gather their feedback on how much time and resources this change may take.
Ask their opinions on the feasibility of the change and if it may cause a barrier to project
completions or time lines.
3. Meet with project sponsors, stakeholders and management to discuss the change. Seek out
their approval before moving forward if this is a significant change to either the outcome
of the project's goal or the project's budget or time line.
4. Document the change in your project plan document and edit project tasks as necessary.
If the change is significant enough to affect the scope of the project, edit any project
charter or requirements documents to reflect the change to the plan. Maintain a change
request log indicating the type of change, who requested the change, the date the change
was approved and any other related notes.

Table 8 Project Schedule

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

4) Schedule management plan
4.1 Project Schedule

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

WBS ID Milestone Date Responsible Roles
1.5.9 Baseline SPMP completed Fri 12-12-07 Project Manager
1.6 Finalize project charter Fri 13-03-15 Project Manager
2.5 All project deliverables have
been delivered
Tue 14-11-17 Project Manager
3.4 SCMP completed Fri 13-07-26 Configuration Manager
4.3 SQAP completed Mon 13-06-24 Quality Analyst
5.4 System allocation completed Mon 13-06-24 Software Architect
6.5 SRS Completed Fri 13-08-23 Requirements Analyst
7.5.5 SDS completed

Fri 14-02-28 Software Designer
8.1.6 SVVP completed

Thu 14-09-04 Verification Engineer,
Validation Engineer, Consultant
8.4.5 STP completed

Fri 14-06-27 Verification Engineer
8.7 V&V completed

Mon 14-10-27 Verification Engineer
9.4 Documentation completed

Thu 14-05-01 Technical Writer, Installation
Specialist, Consultant, Help
Desk Level 1, Project Manager
10.5 Training completed

Mon 14-11-17 Training Specialist
11.6 Implementation completed

Fri 14-10-10 Programmer
12.6 Installation Completed

Fri 14-10-24 Installation Specialist, Project
Manager

Table 9 Summarized Budget

*Note: - Detailed cost baseline will be attached in the appendices while detailed resource
allocation cost will be in the Gantt chart.
4.2 Assumptions

1. This schedule is for 2 years of time while Saturdays and Sundays have been left as non-
working days. Corresponding project team members will be working for 8 hours each
working day.

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

5) Cost Management Plan

5.1 Project Budget

Budget Report - ASMS Project South East Gippsland University (2012-2015)
ID Project Expenditures Rate(USD) Cost(USD)
* Stated under assumptions
1 Employee Cost
1.1 Labor Cost $2,074,144.00
1.2 Food & Beverage 12$/hour $210,528.00

2 Rent Fee* $800/Week $76,800.00
3 Insurance Cost
3.1 Employee*
$150 for $50000
Labor cost $6,222.43
3.2 Equipment* $0.00

4 Software Cost
4.1 Student Management System(TCO) $900,000.00
4.2 Software Development Kit(SDK) $25,000.00
4.3
Microsoft Office 2010
$495/Year $2,970.00
4.4 Testing Tools $1000/machine $3,000.00

5 Hardware Cost
5.1 New Servers TCO $30,000.00
5.2 Wireless Broadband Hardware $50,000.00
5.3 Wireless Broadband Hardware Maintenance $5000/annum $10,000.00

6 Administrative Costs
6.1 IT Service Desk $20,000.00
6.2 Administrative budget $5,000.00

Total Implementation Cost $3,413,664.43

7 Legal Consultation $60000/annum $120,000.00
Total Budget for the Project $3,533,664.43

5.2 Budget Assumptions & Constraints

Assumptions

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

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

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

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

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

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

Constraints

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

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

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

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

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


Table 10 Quality Standards

6) Quality Management Plan

6.1 Quality Standards

Project Processes/Reports Quality Standards
Project Initiation IEEE 1058-1998
IEEE
[1]
1074-1997
Project Initiation Check List
[2]

Project Monitoring & Control IEEE 1058-1998
IEEE 1074-1997
IEEE 828-1998
IEEE 730-2002
IEEE 1012-1998 + IEEE 1012a-1998
IEEE 830-1998
IEEE 829-1998
IEEE 1016-1998
Project Monitoring & Control Check
List
Configuration Management IEEE 828-1998
Configuration Management Check List
Software Quality
Management
IEEE 730-2002
Quality Management Check List
System Allocation N/A
[3]

Requirement Analysis IEEE 830-1998
Requirement Analysis Check List
Design IEEE 1016-1998
Verification & Validation IEEE 1012-1998 + IEEE 1012a-1998
IEEE 829-1998
V&V check list
Documentation development IEEE 1063-2001
Training Training Check List
Implementation Implementation Check List
Installation N/A
Operation & Support N/A
Maintenance N/A

Notes:
[1] Institute of Electrical and Electronics Engineers
[2]

Check lists are list of sub tasks to be carried out through out a process to ensure the
consistency and completeness. We assumed that theres standardized check lists for the above
processes which helps to reduce the errors and improve the quality.
[3] Not Applicable

Table 11 Quality Metrics

6.2 Quality Metrics

Notes:
[1] Kilo Lines Of Code

Project Deliverables Quality metrics
Software Product Functional Point Analysis
Lines of Code
Customer Satisfaction (Usability)
Response Time
Bugs per KLOC
[1]
(Correctness)
Functionality
Comments per KLOC
Software Design
Specification (SDS)
Correctness
Integrity
Software Project
Management Plan
(SPMP)
Correctness
Integrity
Customer Satisfaction / Acceptance
Software Configuration
Management Plan
(SCMP)
Correctness
Integrity
Software Quality
Assurance Plan
(SQAP)
Correctness
Integrity
Software Verification
and Validation Plan
(SVVP)
Correctness
Integrity
Software Requirements
Specification
(SRS)
Correctness
Integrity
Software Test Plan
(STP)
Correctness
Integrity
Software Risk
Management Plan
(SRMP)
Correctness
Integrity
Software User Manual Correctness
Integrity
Customer Satisfaction / Acceptance
End User Training Customer Satisfaction

6.3 Quality Management Approach

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

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

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

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

Phase Tool Tool Description
Q
u
a
l
i
t
y

A
s
s
u
r
a
n
c
e

Quality Audits Quality audit is an essential quality assurance tool
used in assessing process successfulness of the
projects. Quality audit is a systematic approach to
identify the problems in project processes and report
inefficiencies for improvements. Quality analysts are
responsible for performing the quality audits at
predefined intervals to ensure the quality of the
project processes

Process Analysis Process analysis is a set of logically related
instructions which aimed for continuous improvement
of project processes.

Benchmarking Comparing project processes with another comparable
project
Flow Charting
(Fishbone Diagrams,
etc.)
Flow charts are various kinds of diagrams used to
depict process relations to identify the issues in quality
management.
Q
u
a
l
i
t
y

C
o
n
t
r
o
l

Cost of Quality Quantifying the total cost of quality-related efforts and
deficiencies of the project. This includes Costs of
conformance and Costs of non-conformance
Six Sigma Six Sigma seeks to improve the quality of process
outputs by identifying and removing the causes of
defects (errors) and minimizing variability in project

Table 12 Quality Management Approach

processes
Statistical Sampling Statistical process control is a quality control method
which uses statistical methods to monitor and control a
process. That ensures the process operates with its full
potential.
Control Charts Control charts are statistical process controlling method
used for quality control.

Standards and matrices for quality can be identified by any stake holder of the project. Project
manager responsible for review the standards, matrices to determine cost versus benefit and
how processes or deliverables affected by that standard or metric. If a standard or metric
implemented, project manager should update all related project documentation for quality
management.

6.4 Quality Assurance

Quality assurance ensures that project processes are used effectively to produce quality
project deliverables In order to ensure quality; an iterative quality process will be used
throughout the project life cycle. This iterative process includes measuring process metrics,
analyzing process data, and continuously improving the processes.

Quality manager and the quality team will perform assessments at planned intervals
throughout the project to ensure all processes are being correctly implemented and executed.
Process improvement is another aspect of quality assurance. Quality assurance reviews,
findings, and assessments should always result in some form of process improvement and, as
a result, product improvement. All process improvement efforts must be documented,
implemented, and communicated to all stakeholders as changes are made.

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

Project Process Quality
Standards
Stakeholder
Expectations
Quality
Assurance
Activity
Frequency/
Interval
Responsible
Person(s)
Project
Initiation
SPMP
SPMP Check
List

Planning the
upcoming sub
tasks with
benchmarking
tools. Review the
completed tasks
with the SPMP
standards and
Monitoring the
sub tasks by using
quality audits,
After every sub
task have been
completed
Project
Manager

process analysis.
Implement any
improvements
identified
Project
Monitoring &
Control
SPMP, SRS,
SDS, SQAP,
SVVP, STP,
SCMP, SRMP,
Project
Monitoring &
Control Check
List
Normal quality
audits and
process analysis.
If any exceptional
situation occurs,
additional QA
activities such as
Benchmarking
and fishbone
diagrams will use
to identify the
problems.
Weekly Project
Manager
Configuration
Management
SCMP
SCMP Check
List
Analyze the
process and
implement
identified
improvements
After each
iteration of the
software in the
project
execution
Project
Manager,
Configuration
Manager
Software
Quality
Management
SQMP
SQMP Check
List
Audit the quality
system. Identify
quality problems
and needs.
Improve the
quality system
Weekly,
throughout the
project.
Project
Manager,
Quality Analyst
System
Allocation
N/A
[*]

Requirement SRS
SRS Check List
Audit and analyze
the requirement
identifying,
validation and
documentation
process.
Eliminate the
problems
identified and
improve the
process.
Weekly, in the
requirement
phase.
Project
Manager,
Requirement
Analyst
Design SDS
SDS Check List
Review the
progress of
system design.
Identify the
inconsistencies in
design with the
requirement.
Document the
issues that need
resolve.
Weekly, in the
design phase
Project
Manager,
Software
Architect,
Database
Engineer

Table 13 Quality Assurance

Verification &
Validation
SVVP
SVVP Check
List
Review the V&V
process progress.
Identify the
inconsistencies
with the V&V
standards.
Eliminate the
issues.
Weekly, in the
V&V phase
Verification,
Validation
Engineer and
Consultant
Documentation
Development
IEEE 1063-
2001
Review the
documentation
contents and
progress. Identify
the
inconsistencies
and issues.
Improve the
documentation
quality
Weekly Technical
Writer
Training Training Check
List
Peer review the
training progress.
Improve the
training process.
Weekly, When
training
happens.
Training
Specialist
Implementation Implementation
Check List
Review the
implemented
source codes with
design and
identify the
inconsistencies.
Audit the source
code relevant
matrices to ensure
the quality.
Execute a
resolution plan.
Weekly, in the
implementation
phase.
Programmer
Installation N/A
[*]

Operation &
Support
N/A
[*]

Maintenance N/A
[*]

Note:
[*] Due to time, cost and other constraints quality assurance will not be performed for the
processes which have small time durations. However quality audit can be requested for that
processes by the project manager or any other executive stakeholder.


6.5 Quality Control

Quality control ensures that project deliverables complies with quality standards and
customer satisfied with the deliverable.

Project
Deliverable
Quality Standards/
Customer
Satisfaction
Quality
Control
Activity
Frequency/
Interval
Responsible
Person(s)
Software
Project
Management
Plan (SPMP)
Document must
complies with
following Standards
IEEE 1058-1998
IEEE 1074-1997
Review by
Project
Sponsor
After plan has
delivered
Project
Manager
Software
Configuration
Management
Plan (SCMP)
Document must
complies with
following Standards
IEEE 828-1998
Review by
Project
Manager
After plan has
delivered
Configuration
Manager
Software
Quality
Assurance Plan
(SQAP)
Document must
complies with
following Standards
IEEE 730-2002
Review by
Project
Manager
After plan has
delivered
Quality
Analyst

Software
Verification
and Validation
Plan (SVVP)
Document must
complies with
following Standards
IEEE 1012-1998 +
IEEE 1012a-1998
Review by
Project
Manager
After plan has
delivered
Verification
Engineer ,
Consultant ,
Validation
Engineer
Software
Requirements
Specification
(SRS)
Document must
complies with
following Standards
IEEE 830-1998
Review by
Requirements
Analyst and
Project
Manager
After
document has
delivered
Requirements
Analyst
Software Test
Plan (STP)
Document must
complies with
following Standards
IEEE 829-1998
Review by
Project
Manager
After plan has
delivered
Verification
Engineer
Software
Design
Specification
(SDS)
Document must
complies with
following Standards
IEEE 1016-1998
Review by
Project
Manager
After plan has
delivered
System Designer
Software Risk
Management
Plan (SRMP)
Document must
complies with
following Standards
ISO 31000
Review by
Project
Manager
After plan has
delivered
Project Manager
Software End
User Manual
Document must
complies with
following Standards
IEEE 1063-2001
Review by
Project
Manager
After plan has
delivered
Technical Writer

Table 14 Quality Control

Average customer
satisfaction rating
should be above 7.0
Review and
rated the
satisfaction by
the users
using 0 to 10
satisfaction
scale.
Software
Source Code
Bugs per KLOC < 5 Code
walkthroughs
and Alpha
Testing
After source
code for each
iteration have
delivered
Programmer
Response Time <
5sec
Test for
response time
and statistical
sampling and
control charts.
Average
functionality rating
should be above 9.5
Functionality
rating
calculated
using 0 to 10
scale for
functionality
rated by the
end users.
Comments per
KLOC >100
Code
walkthroughs
User Training
Average user
satisfaction rating
should be above 8.0
Review and
rated the
satisfaction by
the users
using 0 to 10
satisfaction
scale.
After user
training
finished
Training
Specialist

Review

Reviewing a deliverable documentation or work products, particularly for consistency with
the higher-level plans on which the document is based (i.e. design consistency with
requirements, source code consistent with design). Inconsistencies will be noted and an
action plan for resolution produced. Inspection of a document for compliance with the
standard or template on which mentioned in the table should be carried out within the project
duration.


7) Risk Management

7.1 Risk Management Strategies

Risk management is aimed to identification measurement of risks and prioritizing them. In
risk management we are more focused on risks that are more probable and effect more for the
project
Process
Name
Process Description
1.0 Establishing
the context
1.1 Factors that
may effect
Physical
An electrical failure
Long working hours and bad siting positions
Financial
Over expenditure
Legal
Client may sue against company
Employee may sue against company
Environmental
Bad environmental conditions.

1.2 Stakeholders
who need to be
involved
University maintain staff
Employees of the project
Project manager
University administrative staff
Lectures of the university
Local government

1.3 risk criteria
identified
Likelihood of death or serious injury
Likelihood of decreasing profitability
Likelihood of litigation
Likelihood of inclement weather

2.0 Identify the
Risks
2.1 To identify the
risk
Looked at the records of previous accidents of the
university
Inspect the area provide and get advice from
engineers
Interview the stakeholders
Check financial stability of the university
Contact local weather department
2.2 Most common
source of risk
Human behavior inexperienced staff members &
lack of knowledge
Natural events area is more vulnerable to floods in
the rain season
Financial risk due to changes of the labor rates in
the market

Legal that caused due to breech of agreement with
the client

2.3 Major risks
identified
Employee problems due to bad seating positions
Fluctuations in labor rates
If there is heavy rains its hard to continue the
project
If the implementation process was crashed with
student management system client may sue for the
financial damages
3.0 Analyze the
Risk
3.1 Evaluate the
effect against
probability
Likelihood Low Likelihood High
Consequences
Low
If the
implementation
process was
crashed with
student
management
system client may
sue for the financial
damages

Employee problems
due to bad seating
positions

Consequences
High
If there is heavy
rains its hard to
continue the
project

Fluctuations in
labor rates

4.0 Evaluate
the Risk
4.1 whether a risk is
acceptable
High probable high Consequences risks need to be getting
more concern. Employee problems due to bad seating
positions is a risk need our concern. Flood problem is a
concern that needs our attention.

5.0 Manage the
Risks
5.1 Avoid the risk,
Control the risk,
Transfer the
risk or
Retain the risk
1. Fluctuations in labor rates - Avoid the risk
Making arrangement with client to calculate
profit on the proposed budget +/- 10% of
initial figure and beyond that limit will
concern as the new base for profit
calculation
2. Employee problems due to bad seating
positions - Control the risk
Conducting training sessions on proper
positions and insuring
3. If there is heavy rains its hard to continue
the project - Retain the risk
Since its backed by environment reason we
can arrange another location to conduct our
project(company HQ)
4. If the implementation process was crashed
with student management system client may
sue for the financial damages - Transfer the

Table 16 Risk Management Tools

Table 15 Risk Management Strategies

7.2 Risk Management Tools

Risk management tools are mainly used to measure the magnitude of a risk and probability
and they help to calculate and rank the risks

Tool Name Tool Description
1.0 Risk Register Acts as a central repository for all risks recognized by the project or business
and, for each risk, consist of information such as risk likelihood, impact,
counter-measures, risk holder
2.0 SAPHIRE Probabilistic risk and reliability assessment software tool. SAPHIRE stands
for Systems Analysis Programs for Hands-on Integrated Reliability
Evaluations.

7.3 Data Sources

risk
Let the university staff to decide what time
we are going to conduct integration to the
main system

6.0 Review 6.1 monitor and
evaluate
Need to constantly monitor and evaluate the strategies that
are using to manage risks, as risks do not remain the same.
There may find that over time new risks are created,
existing risks are increased or decreased, some risks no
longer exist and risk management strategies are no longer
effective.

Category Data Source Name Data Source Description
1.0 Weather
1.1 Local environment agency
area offices
There does not appear to be a single
database of historical flood events
(maps) or a
record of their outcomes
1.2 Local councils Government requires all local councils
to undertake a Strategic Flood Risk
Assessment
which may also hold valuable flood risk
information
1.3 South Eastern Water
Conservation & Drainage
Board
hold information on managed assets,
such as pumping stations and drainage
channels, particularly in lowland areas

Table 17 Data Sources

Table 18 Risk Probability

7.4 Risk Categories

These are the areas that may likely to contain risks (Refer risk strategies factors that may
affect).
Physical
Financial
Legal
Environmental

7.5 Risk Probability and Impact

2.0 Health
2.1 Health and safety - Australia Provide detail guide to employee health
and free consultation services
3.0 Financial
3.1 Banks Provide detail of financial history of
university and its credibility
3.2 Other contractors to the
university
Not a very official way of gathering
information but valuable source of
information
4.0 Legal
4.1 Company legal officer Provide initial bases for the legal risk
identification
4.2 Consultants Provide in deep assessment of legal
environment
Item Probability
(P)
Impact (I) Total Risk
Score
1.0 Employee problems due to bad seating positions

0.8 3 2.4
2.0 Fluctuations in labor rates

0.6 8 4.8
3.0 If there is heavy rains its hard to continue the
project

0.3 9 2.7
4.0 If the implementation process was crashed with
student management system client may sue for the
financial damages
0.2 5 1

Table 19 Project Team

8) HR management plan
8.1 Project Organization

8.1.1 Project Team

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

Name Role Phone
Number
Email Address
Beth Storry Project Manager 0778442010 bethstorry@gmail.com
Emily Maguire Software Architect 0711993060 emilymaguire@yahoo.com
Laura
Unsworth
Programmer 0717625535 unsworth@hotmail.com
Crista Cullen Requirements Analyst 0719251470 crista@hotmail.com
Anne Panter Configuration Manager 0724526264 anne@yahoo.com
Hannah
Macleod
Quality Analyst 0712730729 Hannahmacleod@gmail.com
Mark Knowles Database Engineer 0723424233 Knowles@fastmail.com
Jamie Dwyer Software Designer 0772323097 jamiedwyer@yahoo.com
Liam de Young Validation Engineer 0782382327 Liam.d.young@hotmail.com
Simon Orchard Verification Engineer 0712468075 Simon.orchard8@gmail.com
Glenn Turner Consultant 0771245769 glennturner@fastmail.com
Chris Ciriello Installation Specialist 0729434740 chrisciriello@gmail.com
Matthew
Butturini
Technical Writer 0783232394 matthewbutturini@gmail.com
Russell Ford Training Specialist 0773292928 russellford@yahoo.com
Eddie
Ockenden
Help Desk Level 1 0718373427 eddieockenden@hotmail.com
Peter Samuels Human Resource
Manager
0715879564 petersamuels@hotmail.com


8.1.1.1 Hierarchy of the project team

Sponsor
Information
Technology
Services
Consultant
Project Manager
Configuration Manager Software Architect
Design & Development
Software Designer
Programmer
Analysis
Requirements Analyst
Quality Analyst
Database Handling Database Engineer
Testing & Installation
Validation Engineer
Verification Engineer
Installation Specialist
Operation & Support
Help Desk Level 1
Technical Writer
Training Specialist
HR Manager
Figure 1

8.1.2 Key Stakeholders
Information
Technology
Services
Gilbert Roks Beth Storry Emily Maguire,
Crista Cullen,
Anne Panter,
Hannah Macleod,
Mark Knowles,
Jamie Dwyer,
Liam de Young,
Simon Orchard,
Glenn Turner,
Chris Ciriello,
Matthew Butturini,
Russell Ford,
Eddie Ockenden

Role on Project Project
Sponsor
Chief
Information
Officer (CIO)
Project Manager Project Team Students Lecturers Administrative
Staff
Organization South East
Gippsland
University
SouthEast
Gippsland
University
MIT Company MIT Company South East
Gippsland
University
South East
Gippsland
University
South East
Gippsland
University
Contact
Information
southeastgip
pslanduniver
sity@gmail.c
om
gilbertroks@gm
ail.com
bethstorry@gmail
.com
itpm-group-
13@googlegroups.co
m


Table 20 Key Stakeholders

Unique Facts Prefers use
of email for
project
documents
Responsible for
Develop,
maintain, and
facilitate
implementation
of a sound and
integrated IT
architecture as
such they
require more
detailed
communications
Manages day to
day resources,
provides project
guidance and
monitors and
reports on the
projects metrics
Need to have a clear
understanding of the
work to be completed
and the framework in
which the project is to
be executed.

Level of
Interest
High High High High Medium Medium Medium
Level of
Influence
High High High High Low Low Low
Suggestions for
managing
relationships
Keep
informed of
all project
progress
Keep all
information
about the
project progress
He is the primary
communicator for
the project
distributing
information
according to this
Communications
Management Plan
Require a detailed
level of
communications
which is achieved
through day to day
interactions with the
Project Manager and
other team members
along with weekly
team meetings
Keep
informed
about
current
changes and
can get
feedback to
assist the
progress
Keep
informed
about current
changes and
can get
feedback to
assist the
progress
Keep informed
about current
changes and can
get feedback to
assist the
progress

8.2 Resource Requirements

Following chart depicts you how the resources will be used within each month. This graph
helps you to analyse the resource usage of the project. The team members of the project have
to engage with different type of tasks & activities. They should be responsible for each task
& activities that they have been assigned.

8.3 Resource Assignment

.

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

8.3 Resource Assignment
W
B
S

Tasks
P
r
o
j
e
c
t

M
a
n
a
g
e
r

S
o
f
t
w
a
r
e

A
r
c
h
i
t
e
c
t

P
r
o
g
r
a
m
m
e
r

R
e
q
u
i
r
e
m
e
n
t
s

A
n
a
l
y
s
t

C
o
n
f
i
g
u
r
a
t
i
o
n

M
a
n
a
g
e
r

Q
u
a
l
i
t
y

A
n
a
l
y
s
t

D
a
t
a
b
a
s
e

E
n
g
i
n
e
e
r

S
o
f
t
w
a
r
e

D
e
s
i
g
n
e
r

V
a
l
i
d
a
t
i
o
n

E
n
g
i
n
e
e
r

V
e
r
i
f
i
c
a
t
i
o
n

E
n
g
i
n
e
e
r

C
o
n
s
u
l
t
a
n
t

I
n
s
t
a
l
l
a
t
i
o
n

S
p
e
c
i
a
l
i
s
t

T
e
c
h
n
i
c
a
l

W
r
i
t
e
r

T
r
a
i
n
i
n
g

S
p
e
c
i
a
l
i
s
t

H
e
l
p

D
e
s
k

L
e
v
e
l

1

H
R

M
a
n
a
g
e
r

1 Project Initiation
X X X X X
1.1 Selecting right process model
X

1.2 Allocating project resources
X X
Figure 2
0
200
400
600
800
1000
1200
1400
1600
1800
J
u
n
e
A
u
g
u
s
t
O
c
t
o
b
e
r
D
e
c
e
m
b
e
r
F
e
b
r
u
a
r
y
A
p
r
i
l
J
u
n
e
A
u
g
u
s
t
O
c
t
o
b
e
r
D
e
c
e
m
b
e
r
F
e
b
r
u
a
r
y
A
p
r
i
l
J
u
n
e
A
u
g
u
s
t
O
c
t
o
b
e
r
D
e
c
e
m
b
e
r
F
e
b
r
u
a
r
y
2012 2013 2014 2015
Resources Allocation - Hours Per Month
HR Manager
Help Desk Level 1
Training Specialist
Technical Writer
Installation Specialist
Consultant
Verification Engineer
Validation Engineer
Software Designer
Database Engineer
Quality Analyst
Configuration Manager
Requirements Analyst
Programmer
Software Architect
Project Manager
Hours

1.3 Establish project environment
X X
1.4 Plan project management
X X X X X
2 Project Monitoring & Control
X X
2.1 Start the project
X
2.2 Analyze risks
X
2.3 Create contingency plan
X
2.4 Manage the project
X X
2.5
All project deliverables have been
delivered
X
2.6 project closeout
X
3 Configuration Management
X
3.1 Plan configuration management plan
X
3.2 Configuration Items Identification
X
3.3 Configuration plan finalization
X
3.4 SCMP completed
X
3.5 Configuration Control
X
3.6 Configuration Auditing/Reporting
X
4 Software Quality Management
X
4.1 Plan software quality management
X
4.2
Create Software Quality Assurance
Plan (SQAP)
X
4.3 SQAP completed
X
4.4 Define indicators
X
4.5 Manage software quality
X
4.6 Identify quality improvement needs
X
5 System Allocation
X
5.1 Analyzing system functions
X
5.2 Develop System Architecture
X
5.3 Decompose system requirements
X
5.4 System allocation completed
X
6 Defining Requirements
X
6.1
Define and develop software
requirements
X
6.2 Define interface requirements
X
6.3 Prioritize and integrate requirements
X
6.4
Create Software Requirement
Specification(SRS)
X
6.5 SRS Completed
X
7 Design
X X

7.1
Perform the architectural design of
the system
X
7.2 Design the database
X
7.3 Design interfaces
X
7.4 Select Algorithms
X
7.5 Detail Design
X
8 Verification & Validation
X X X
8.1 Plan verification and validation
X X X
8.2
Execute verification and validation
tasks
X
8.3
Requirements & Design V&V
completed
X
8.4 Plan testing
X
8.5 Develop test requirements
X
8.6 Execute the tests
X
8.7 V&V completed
X
9 Documentation development
X X X X X
9.1 Plan documentation
X
9.2 Implement documentation
X X X
9.3
Produce and distribute
documentation
X
9.4 Documentation completed
X
10 Training
X
10.1 Plan training program
X
10.2 Develop training materials
X
10.3 Validate training program
X
10.4 Implement the training program
X
10.5 Training completed
X
11 Implementation
X X

11.1 Create test data
X
11.2 Create source code
X
11.3 Generate object code
X
11.4 Plan integration
X
11.5 Perform integration
X X
11.6 Implementation completed
X
12
Installation
X X
12.1 Plan installation of the ASMS
X
12.2 Distribute Software
X
12.3 Install software
X

Table 21 Resource Assignment

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

9) Communication plan

9.1 Stakeholder Analysis

*Refer 8.1.2

9.2 Project Reports

Data Needed Frequency
of
Collection
Responsible
Party for
Data
Collection
& Analysis
Report Media
& Format
Responsible
Party for
Distributing
Report
Project Status
Dashboard/report
Tracking
Gantt Chart
Weekly Beth Storry Status Form Eddie Ockenden
Trend Analysis Past project
data,Previous
Status reports
Monthly Crista
Cullen
Printed
document with
calculations
Crista Cullen
Variance Analysis Proposed
results,actual
results
Bi-weekly Mark
Knowles
Through e-
mail,
favourable and
adverse
mentioned
Mark Knowles
Earned Value
Analysis
Previous
records,estim
ations,
Monthly Glenn
Turner
Printed
copy,handed
individually
Beth Storry
12.4 Hardware installation
X
12.5
Accept software in operational
environment
X
12.6 Installation Completed
X X
13
Operation & Support

X

13.1
Operate the system

X

13.2
Provide technical assistance and
consulting

X

13.3
Maintain support request log

X

14
Maintenance
X
14.1
Re-apply Software Development
Life Cycle
X

Table 22 Project Reports

Table 23 Project Meetings

proposed
bugdet
9.3 Project Meetings

Purpose Frequency Attendees Reporting Requirements
Status Review
Meeting
Update on
project
status,Inform
and identify
problems and
identyfy
posssible
action items
Weekly
(Monthly with
the ITS
reperesentative
and Gilbert
Roks)
All of the
project
team,Gilbert
Roks,ITS
representative(if
needed)
Meeting Minutes,variance
and trend analysis, Status
report
Problem Solving
Meeting
Specially to
solve problems
arised
Bi-Weekly(if a
problem arises
instantly)
Project
Manager, Glenn
Turner and the
project team
members
responsible
Requirement specification,
Problem document
Tecnical Design
Review Meeting
To review the
system design
After every
design
output(mainly
preliminary
and final)
Project
manager,
Gilbert
Roks,MIT
representative,E
mily Maguire,
Crista Cullen,
Jamie Dwyer
Design specification
documents,Requirement
specification documents
Project Wikis
through Central
Desktp
Communicate
with all the
team members
regarding any
situation
Instantly
(anytime)
All the team
members and
Glenn Turner
Electronic File sharing
Customer Project
Review meeting
Show and
discuss the
progress of the
project with the
customer
Monthly Beth
Storry,Glenn
Turner, ITS
representaive
and University
administration
including
Gilbert Roks
Status report, Requirement
specification document

9.4 Project Information Accessibility

Information of the project should be kept securely as information is critical for the project
success. So keeping them in a safe place is of supreme importance. In this project of
upgrading Student Management System of the South East Gippsland University, project
information would be stored in university servers which are provided. And the team members

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

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

9.5 Communications Summary
Stakeholder Type Communication
Medium
Frequency Responsible
Party
Beth Storry
Status Report E-mail and printed
copy handed
Every Tuesday
and after every
milestone
Eddie
Ockenden
Emily
Maguire
Trend analysis Email Monthly Crita Cullen
Crista
Cullen
Status report,
Requirement
specification,
Variance
analysis,Trend
analysis
Email and printed
copy and
collaborative
software
Weekly Eddie
Ockenden
Anne
Panter
Status report,Trend
analysis
E-mail,collaborative
software
Bi-weekly Hannah
Macleod
Hannah
Macleod
Status report E-mail Weekly Eddie
Ockenden
Jamie
Dwyer
Design
specification
document,status
report
E-mail Weekly Hannah
Macleod
Liam de
Young
Status report,Trend
analysis
Email, Collaborative
software
Bi- weekly Hannah
Macleod

Table 24 Communication Summary

Simon
Orchard
Status
report.Technical
Design Review
report
E-mail,Colaborative
software
Bi-weekly Hannah
Macleod
Glenn
Turner
Status review,Trend
analysis,Variance
analysis
E-mail,
Collaborative
software
Weekly (instantly
if needed )
Eddie
Ockenden
Matthew
Butturini
All the reports E-mail As those reports
are made
Eddie
Ockenden,
Hannah
Macleod
Eddie
Ockenden
All the reports E-mail and he
creates
As these reports
are created
Hannah
Macleod and
he create
them
Peter
Samuels
Status report,
Variance analysis,
Trend Analysis
E-mail and
collaborative
software
Weekly and
Monthly(analysis)
Eddie
Ockenden,
Hannah
Macleod

Reference List

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

Unknown, 2012, IT Project Quality Management Plan,[Document],
Available: http://www.itplanning.org.vt.edu/pm/ITPMQualityMgmtPlan.doc, [Accessed Date
10th Aug 2012]

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

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

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

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

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

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

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

Unknown, 2012, Legal Consultant Salary in California - Legal Consultant Salary, [online],
Available: http://consultantsalary.org/CA/1/salary/Legal-Consultant-Salary, [Accessed date:
8
th
August 2012]

Unknown, Cost of Food For Australia Trip, [online], Available: http://www.gold-coast-
australia-travel-tips.com/cost-of-food-for-australia-trip.html, [Accessed date: 8
th
August
2012]


Appendices

Appendix A: Generic Cost Estimate Classification Matrix

Note:
[a] If the range index value of 1 represents %10/.5%, then an index value of 10 represents
%100/.50%.
[b] If the cost index value of 1 represents 0.005% of project costs, then an index value
of 100 represents 0.5%.

Primary
Characteristics
Secondary Characteristics
Estimate
Class
LEVEL OF
PROJECT
DEFINITION[
Expressed
as % of
complete
definition]
END
USAGE[Typi
cal Purpose
of Estimate]
METHODOL
OGY[Typical
estimating
methodology]
EXPECTED
ACCURACY
CHANGE[Ty
pical +/- range
relative to
best index of 1
(a)* ]
PREPARATIO
N
EFFORT[Typic
al degree of
effort relative to
least cost index
of 1 (b)*]

Class 5 0% to 2%
Screening or
Feasibility
Stochastic or
Judgment
4 to 20 1
Class 4 1% to 15%
Concept
Study or
Feasibility
Primarily
Stochastic
3 to 12 2 to 4
Class 3 10% to 40%
Budget,
Authorization,
or Control
Mixed, but
Primarily
Stochastic
2 to 6 3 to 10
Class 2 30% to 70%
Control or
Bid/ Tender
Primarily
Deterministic
1 to 3 5 to 10
Class 1 50% to 100% Bid/Tender Deterministic 1 10 to 100

Appendix B: Project Budget

Budget Report - ASMS Project South East Gippsland University (2012-2015)
ID Project Expenditures Rate(USD) Cost(USD)
* Stated under assumptions
Estimated Total Working Hours = 17544
1 Employee Cost
1.1 Labor Cost $2,074,144.00
1.1.1 Project Manager $978,920.00
1.1.2 Software Architect $83,200.00
1.1.3 Programmer $118.080.00
1.1.4 Requirement Analyst $50,160.00
1.1.5 Configuration Manager $56,000.00
1.1.6 Quality Analyst $100,480.00
1.1.7 Database Engineer $18,720.00
1.1.8 Software Designer $92,400.00
1.1.9 Validation Engineer $72,000.00
1.1.10 Verification Engineer $246,720.00
1.1.11 Consultant $101,760.00
1.1.12 Installation Specialist $20,640.00
1.1.13 Technical Writer $36,000.00
1.1.14 Training Specialist $61,440.00
1.1.15 Help Desk Level 1 $3,840.00
1.1.16 Human Resource Manager $33,984.00

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

2 Rent Fee* $800/Week $76,800.00
3 Insurance Cost
3.1 Employee*
$150 for $50000
Labor cost $6,222.43
3.2 Equipment* $0.00

4 Software Cost
4.1 Student Management System(TCO) $900,000.00
4.2 Software Development Kit(SDK) $25,000.00
4.3
Microsoft Office 2010
$495/Year $2,970.00
4.4 Testing Tools $1000/machine $3,000.00

5 Hardware Cost
5.1 New Servers TCO $30,000.00
5.2 Wireless Broadband Hardware $50,000.00
5.3 Wireless Broadband Hardware Maintenance $5000/annum $10,000.00

6 Administrative Costs

Table 9 Summarized Budget

Appendix C: Risk Categorization Table
6.1 IT Service Desk $20,000.00
6.2 Administrative budget $5,000.00

Total Implementation Cost $3,413,664.43

7 Legal Consultation $60000/annum $120,000.00
Total Budget for the Project $3,533,664.43

Risk Factors and
Categories
Low Risk Evidence (L) Medium Risk Evidence (M) High Risk Evidence (H) Risk
Rating
(H,M,L)
Comments
Project Fit Project fits within
SixSigmas area of
expertise and interest
Project limits SixSigmas
ability to take on other
attractive projects
Mid-project, the project
conflicts with a change in
SixSigmas direction.
L Unlikely to be an issue, since
the project involves most of
SixSigmas resources and
therefore sustains it
Organization management factors
Project team
Stability
Project staff are expected
to stay with SixSigma for
the duration of the project
One or more key project staff
are expected to leave
SixSigma before their
accountabilities are met
More than three key
project staff are expected
to leave SixSigma before
their accountabilities are
met
L
Management
Support
Recognizes the importance
of the project and strongly
committed to seeing its
success
Partial recognition of
importance of the project or
commitment to its success
Not committed to project,
or does not recognize it as
important
L Concerns all management
involved with project (i.e.
SixSigma and Gippsland
University)
Customer factors
Customer
Acceptance
End-users accept concepts
and details of system,
process is in place for end-
user approvals
End-users accept most
concepts and details of
system, process in place for
end-user approvals
End-users do not accept
any concepts or design
details of system
Too
soon

Customer Training
Needs
End-user training needs
considered, training in
progress or plan in place
End-user training needs
considered, no training yet or
training plan is in
development
Training requirements not
identified or not addressed
L
Budget/cost factors

Budget Fit Cost Variance (CV) shows
that project is in line with
or under budget
Cost Variance (CV) shows
that project is exceeding
budget by 5-10%
Cost Variance (CV) shows
that project is exceeding
budget by more than 10%
Too
soon

Technology Mature, existent, in-house
experience
Existent, some in house
experience
New technology or a new
use or under development,
little in-house experience
M
Schedule factors
Schedule Fit Schedule Variance (SV)
shows that project is in
line with or under schedule
Schedule Variance (SV)
shows that project is
exceeding schedule by 5-10%
Schedule Variance (SV)
shows that project is
exceeding schedule by
more than 10%
Too
soon

Development environment factors
Security All areas following
security guidelines, data
backed up, disaster
recovery system in place,
procedures followed
Some security measures in
place, backups done, disaster
recovery considered, but
procedures lacking or not
followed
No security measures in
place, backup lacking,
disaster recovery not
considered
L SixSigma has standard
security procedures, which
we will follow.
Appendix D: Detailed Gantt Chart

*Assumption: In the Gantt chart, overlapping resources should be divided among each task according to a percentage value. As an example if
the Project Manager has two tasks in the same time his 8 hours should be allocated for two of the mentioned tasks according to a percentage
value.[Task 1:- 25% and Task 2:-75% of the time]

Group Members
Group Number 13
Name Index Number
A. F. Shahaniya 10020055
H.D.G.B.Chandradasa 10020071
R.M.S.V.Rathnayaka 10020438
D.G.T.Mendis 10020578
G.P.N. Perera 10020586
L.T.Hettiarachchi 10020675
lu 1 n u S l C
^'h^D^
W
I 1
1.Project Initiation l l
1.1.Selecting right process model I 1
1.1.1.Analyze current situation &
problem
l M
1.1.2.Identifying objective for the
project
1 1
1.1.3.Identifying project
characteristics
W W
1.1.4.Selecting the ideal process
model
1 1
1.2.Allocating project resources I 1
1.2.1.Identify staffing requirments
M l
1.2.2.Identify the assest
S 1
1.3.Establish project environment 60 days Fri 6/8/12 Thu 8/30/12 $51,184.00
1.3.1.Identify & aquire equipments
and tools for the project
l 1
1.3.2.Installation, operation &
maintenance manual for the
project
1 l
1.3.3.Based on the reqirment
create a communication plan
1 M
1.3.4.Establish a documentation
repository
W W
1.3.5.Establish workspace
1 1
1.4.Plan project management W 1
1.4.1.Create Work Breakdown
Structure (WBS)
1 W
1.5.Create SPMP subplans 1 W
1.5.1.Create Initial plan
1 W
1.5.2.Create work plan
1 W
1.5.3.Create control plan
l 1
1.5.4.Create risk managment plan
S 1
1.5.5.Create project closeout plan
M l
1.5.6.Create technical plans
M l
1.5.7.Create problem resolution
plan
1 1
1.5.8.Assemble baseline SPMP
document
M 1
1.5.9.Baseline SPMP completed
l l
1.5.10.Create schedule baseline
l M
1.6.Finalize project charter 1 M
1.6.1.Create Project Charter
1 W
1.6.2.Finalized Project Charter
l l

M
M
M
M
Mn k M
M
M
M
Mn k M
M
M
MS A
Mk AS A
Mn k M
M
M
M
M
M
M
M
M
L 8 M L 8 M L 8 M L 8 M L 8 M L 8 M L 8 M L 8 M L 8 M L 8 M L 8 M
A ! C ! A ! C ! A ! C ! A ! C
1
S
M
S
S
L 1
L M
l 1
l M
l S
M 1
u
M S 8
M S
S
l
u

C C
u S
lu 1 n u S l C
2.Project Monitoring & Control 650 days Fri 8/10/12 1
2.1.Start the project 1 day Fri 8/10/12
l
2.2.Analyze risks 10 days Thu 8/16/12
W
2.3.Create contingeny plan 10 days Mon 8/13/12
l
2.4.Manage the project I 1
2.4.1.Project team meetings 100 days Fri 5/17/13 Wed 2/4/15

2.4.2.Retain records 30 days Fri 5/17/13 Tue 2/3/15

2.4.3.Maintain project charter 400 days Mon 7/22/13 Fri 1/30/15

2.4.4.SPMP document updates 450 days Fri 5/17/13 Thu 2/5/15

2.5.All project deliverables have
been delivered
M
3.Configuration Management M I
3.1.Plan configuration
management plan
10 days Fri 6/14/13
1
3.2.Configuration Items
Identification
10 days Fri 6/28/13
1
3.3.Configuration plan finalization 10 days Fri 7/12/13
1
3.4.SCMP completed 0 days Fri 7/26/13
l
3.5.Configuration Control 20 days Fri 7/26/13
1
3.6.Configuration
Auditing/Reporting
20 days Mon 8/12/13
l
4.Software Quality Management M I

4.1.Plan software quality
management
2 days Mon 6/3/13
1
4.2.Create Software Quality
Assurance Plan (SQAP)
25 days Wed 6/5/13
1
4.3.SQAP completed 0 days Mon 6/24/13
M
4.4.Define indicators 20 days Mon 6/24/13
l
4.5.Manage software quality 100 days Mon 7/22/13
l
4.6.Identify quality improvement
needs
10 days Wed 12/11/13
1
S A M I
5.1.Analyzing system functions 5 days Mon 6/3/13
l
5.2.Develop System Architecture 10 days Wed 6/5/13 1
5.2.1.Identify
Hardware/Software functions
5 days Wed 6/5/13
1
5.3.Decompose system
requirements
5 days Mon 6/17/13
l
5.4.System allocation completed 0 days Mon 6/24/13
M
6.Defining Requirements M I
M
M
M
Mn k M
M
M
M
C M
C M
C M
C M
C M
A
A
A
A
A
S A
S A
S A
A ! C ! A ! C ! A ! C ! A ! C
1
S
M
S
S
L 1
L M
l 1
l M
l S
M 1
u
M S 8
M S
S
l
u

C C
u S
lu 1 n u S l C
6.1.Define and develop software
requirements
10 days Thu 6/20/13 Wed 7/3/13

6.2.Define interface
requirements
10 days Mon 6/3/13 Fri 6/14/13
6.2.1.Define ASMS software
interface requirements
5 days Mon 6/3/13 Fri 6/7/13

6.2.2.Define ASMS hardware
5 days Wed 6/5/13 Tue 6/11/13

6.2.3.Define ASMS user
5 days Mon 6/10/13 Fri 6/14/13

6.3.Prioritize and integrate
requirements
20 days Sun 7/28/13 Thu 8/22/13
6.3.1.Prioritize and integrate
software requirements
5 days Sun 7/28/13 Thu 8/1/13

6.3.2.Prioritize and integrate
hardware requirements
5 days Fri 8/2/13 Thu 8/8/13

6.3.3.Prioritize and integrate all
requirements
10 days Fri 8/9/13 Thu 8/22/13

6.4.Create Software Requirement
Specification(SRS)
7 days Thu 8/15/13 Fri 8/23/13

6.5.SRS Completed 0 days Fri 8/23/13 Fri 8/23/13

D M I
7.1.Perform the architectural
design of the system
40 days Mon 6/24/13 Fri 8/16/13
7.1.1.Design the architecture of
the integrated system
20 days Mon 6/24/13 Fri 7/19/13

7.1.2.Design the software
internal architecture
20 days Thu 7/18/13 Wed 8/14/13

7.2.Design the database 16 days Mon 8/19/13 Mon 9/9/13
7.2.1.Desing database for sub
system
8 days Mon 8/19/13 Wed 8/28/13

7.2.2.Analyse database desings
for sub system and design
central database system
4 days Thu 8/29/13 Tue 9/3/13

7.2.3.Provide weekly updates 4 days Mon 9/2/13 Thu 9/5/13

7.3.Design interfaces 50 days Fri 9/6/13 Thu 11/14/13
7.3.1.Design user interfaces 15 days Tue 9/10/13 Mon 9/30/13
7.3.1.1.Functionality
requirements gathering
2 days Tue 9/10/13 Wed 9/11/13

7.3.1.2.Perform user analysis 2 days Thu 9/12/13 Fri 9/13/13

7.3.1.3.Gathering information
architecture
8 days Mon 9/16/13 Wed 9/25/13

7.3.1.4.Prototyping 3 days Thu 9/26/13 Mon 9/30/13

7.3.2.Design software interfaces 10 days Fri 10/11/13 Thu 10/24/13

k A
k A
k A
k A
k A
k A
k A
k A
S A
S A
D L
D L
D L
S D
S D
S D
S D
S D
A ! C ! A ! C ! A ! C ! A ! C
1
S
M
S
S
L 1
L M
l 1
l M
l S
M 1
u
M S 8
M S
S
l
u

C C
u S
lu 1 n u S l C
7.3.3.Design hardware-software
interfaces
10 days Tue 10/29/13 Mon 11/11/13

7.4.Select Algorithms 10 days Wed 11/13/13 Tue 11/26/13

7.5.Detail Design 80 days Mon 11/11/13 Fri 2/28/14
7.5.1.Detail design software
interfaces
20 days Mon 11/11/13 Fri 12/6/13

7.5.2.Detail design user
interfaces
20 days Mon 12/9/13 Fri 1/3/14

7.5.3.Detail design admin
interfaces
20 days Mon 1/6/14 Fri 1/31/14

7.5.4.Create Software design
specification(SDS)
20 days Mon 2/3/14 Fri 2/28/14

7.5.5.SDS completed 0 days Fri 2/28/14 Fri 2/28/14

V V I 1
8.1.Plan verification and
validation
250 days Fri 9/20/13 Thu 9/4/14
8.1.1.Plan requirements
verification and validation
15 days Mon 9/23/13 Fri 10/11/13

8.1.2.Plan architecture
15 days Wed 12/11/13 Tue 12/31/13

8.1.3.Plan interface design
15 days Tue 3/11/14 Mon 3/31/14

8.1.4.Plan database design
15 days Wed 5/21/14 Tue 6/10/14

8.1.5.Create Software
Verification & Validation Plan
(SVVP)
15 days Fri 8/15/14 Thu 9/4/14

8.1.6.SVVP completed 0 days Thu 9/4/14 Thu 9/4/14

8.2.Execute verification and
validation tasks
120 days Fri 10/11/13 Thu 3/27/14
8.2.1.Verify requirements 10 days Fri 10/11/13 Thu 10/24/13

8.2.2.Validate requirements 10 days Mon 10/28/13 Fri 11/8/13

8.2.3.Verify architecture 10 days Fri 11/15/13 Thu 11/28/13

8.2.4.Validate architecture 10 days Mon 12/2/13 Fri 12/13/13

8.2.5.Verify interface design 10 days Wed 12/18/13 Tue 12/31/13

8.2.6.Validate interface design 10 days Sat 1/11/14 Thu 1/23/14

8.2.7.Verify database design 10 days Tue 2/11/14 Mon 2/24/14

8.2.8.Validate database design 10 days Tue 3/11/14 Mon 3/24/14

8.3.Requirements & Design V & V
completed
8.4.Plan testing 120 days Mon 1/13/14 Fri 6/27/14

8.4.1.Plan interface black box
testing
8 days Wed 1/15/14 Fri 1/24/14

8.4.2.Plan end User test 4 days Fri 1/31/14 Wed 2/5/14

S D
S D
S D
S D
S D
V LV LC
V LV LC
V LV LC
V LV LC
V LV LC
V L
V L
V L
V L
V L
V L
V L
V L
V L
V L
A ! C ! A ! C ! A ! C ! A ! C
1
S
M
S
S
L 1
L M
l 1
l M
l S
M 1
u
M S 8
M S
S
l
u

C C
u S
lu 1 n u S l C
8.4.3.Plan admin panel interface
black box test
15 days Mon 2/17/14 Fri 3/7/14

8.4.4.Create Software Test Plan
(STP)
10 days Mon 6/16/14 Fri 6/27/14

8.4.5.STP completed 0 days Fri 6/27/14 Fri 6/27/14

8.5.Develop test requirements 40 days Mon 2/3/14 Fri 3/28/14
8.5.1.Design interface black box
testing
10 days Mon 2/3/14 Fri 2/14/14

8.5.2.Design end User test 10 days Wed 2/19/14 Tue 3/4/14

8.5.3.Design admin panel
interface black box test
10 days Mon 3/17/14 Fri 3/28/14

8.6.Execute the tests 100 days Fri 9/5/14 Thu 1/22/15
8.6.1.Execute interface black
box testing
10 days Fri 9/5/14 Thu 9/18/14

8.6.2.Execute end User test 15 days Mon 12/8/14 Fri 12/26/14

8.6.3.Execute admin panel
interface black box test
5 days Tue 10/21/14 Mon 10/27/14

8.7.V & V completed 0 days Mon 10/27/14 Mon 10/27/14

9.Documentation development M I
9.1.Plan documentation
9.1.1.Define installation
documentation contents
10 days Mon 1/13/14 Fri 1/24/14

9.1.2.Define ASMS software
documentation contents
10 days Fri 2/21/14 Thu 3/6/14

9.1.3.Create documentation plan10 days Tue 1/21/14 Mon 2/3/14

9.2.Implement documentation 40 days Mon 2/3/14 Fri 3/28/14
9.2.1.Write installation
documentation
10 days Mon 2/10/14 Fri 2/21/14

9.2.2.Write ASMS
documentation
10 days Mon 2/24/14 Fri 3/7/14

9.3.Produce and distribute
documentation
30 days Fri 3/21/14 Thu 5/1/14
9.3.1.Print installation
documentation
2 days Mon 3/24/14 Tue 3/25/14

9.3.2.Print ASMS software
documentation
2 days Mon 3/31/14 Tue 4/1/14

9.3.3.Distribute installation
documentation to installers
5 days Fri 4/25/14 Thu 5/1/14

9.4.Documentation completed 0 days Thu 5/1/14 Thu 5/1/14

1 W 1
10.1.Plan training program 130 days Fri 2/28/14 Thu 8/28/14
10.1.1.Plan installation training
content
10 days Mon 3/3/14 Fri 3/14/14

V L
V L
V L
V L
V L
V L
V L
V L
1 W
1 W
1 W
1 WI S
1 WC
n D L
n D L
M
1 S
A ! C ! A ! C ! A ! C ! A ! C
1
S
M
S
S
L 1
L M
l 1
l M
l S
M 1
u
M S 8
M S
S
l
u

C C
u S
lu 1 n u S l C
10.1.2.Plan system training
content
10 days Thu 8/14/14 Wed 8/27/14

10.1.3.Plan software maintenance
training content
10 days Fri 8/1/14 Thu 8/14/14

10.2.Develop training materials 240 days Sat 12/21/13 Thu 11/20/14
10.2.1.Create installation training
content
10 days Sat 11/1/14 Thu 11/13/14

10.2.2.Create system training
materials
10 days Tue 9/23/14 Mon 10/6/14

10.2.3.Create software
maintenance training materials
10 days Tue 9/9/14 Mon 9/22/14

10.3.Validate training program 240 days Mon 12/16/13 Fri 11/14/14
10.3.1.Validate installation training
content
2 days Mon 12/30/13 Tue 12/31/13

10.3.2.Validate system training
materials
2 days Tue 1/7/14 Wed 1/8/14

10.3.3.Validate software
maintenance training
2 days Wed 1/29/14 Thu 1/30/14

I

1 M
10.4.1.Hold training session for

end users
10 days Tue 12/24/13 Mon 1/6/14

10.4.2.Hold training session for
software maintenance team
20 days Mon 1/20/14 Fri 2/14/14

10.5.Training completed 0 days Mon 11/17/14 Mon 11/17/14

I M I
11.1.Create test data 5 days Thu 2/6/14 Wed 2/12/14

11.2.Create source code 200 days Mon 12/23/13 Fri 9/26/14
11.2.1.Code ASMS
software-to-hardware interfaces
40 days Mon 12/23/13 Fri 2/14/14

11.2.2.Code ASMS software
interfaces
40 days Mon 2/17/14 Fri 4/11/14

11.2.3.Code user interfaces 20 days Mon 3/17/14 Fri 4/11/14

11.3.Generate object code 100 days Mon 2/24/14 Fri 7/11/14
11.3.1.Generate ASMS
software-to-hardware interface
object code
3 days Mon 2/24/14 Wed 2/26/14

11.3.2.Generate ASMS software
interface object code
3 days Tue 4/1/14 Thu 4/3/14

11.3.3.Generate ASMS user
interface object code generation
3 days Mon 4/14/14 Wed 4/16/14

11.4.Plan integration 100 days Fri 2/28/14 Thu 7/17/14
1 S
1 S
1 S
1 S
1 S
1 S
1 S
1 S
1 S
1 S
V L
A ! C ! A ! C ! A ! C ! A ! C
1
S
M
S
S
L 1
L M
l 1
l M
l S
M 1
u
M S 8
M S
S
l
u

C C
u S
lu 1 n u S l C
11.4.1.Plan integration of ASMS
software/hardware interface and
software
5 days Mon 3/3/14 Fri 3/7/14

11.4.2.Plan integration of ASMS
software with user interfaces
5 days Tue 4/8/14 Mon 4/14/14

11.5.Perform integration 80 days Thu 3/20/14 Wed 7/9/14
11.5.1.Integrate ASMS
software/hardware interface with
software interface
10 days Tue 3/25/14 Mon 4/7/14

11.5.2.Integrate ASMS software
with user interfaces
10 days Mon 4/21/14 Fri 5/2/14

11.6.Implementation completed 0 days Fri 10/10/14 Fri 10/10/14

I M I
12.1.Plan installation of the ASMS
M l
12.2.Distribute Software 20 days Mon 9/29/14 Fri 10/24/14
12.2.1.Distribute ASMS to the
installation team
1 day Thu 10/23/14 Thu 10/23/14

12.3.Install software 70 days Mon 7/21/14 Fri 10/24/14
12.3.1.Install ASMS system in to
the system
6 days Mon 10/13/14 Mon 10/20/14

12.4.Hardware installation 10 days Mon 7/21/14 Fri 8/1/14

12.5.Accepet software in operational
environment
6 days Mon 9/29/14 Mon 10/6/14

12.6.Installation Completed 0 days Fri 10/24/14 Fri 10/24/14

C S M 1
13.1.Operate the system 2 days Mon 10/27/14
1
13.2.Priovide technical assistance
and consulting
2 days Mon 10/27/14
1
13.3.Maintain support request log 4 days Thu 10/30/14
1
M 1 1
14.1.Re-apply Software Development
Life Cycle
1 1
D L
I S
I S
I S
I S
I S M
n D L
n D L
n D L
C
A ! C ! A ! C ! A ! C ! A ! C
1
S
M
S
S
L 1
L M
l 1
l M
l S
M 1
u
M S 8
M S
S
l
u

C C
u S

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Software Project Management Plan

4.Software Quality Management M I

8.4.Plan testing 120 days Mon 1/13/14 Fri 6/27/14

10.4.1.Hold training session for

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