Journal and self reflection

Project ID

CLI0034-19

Date

9th April, 2019

Project Name

 Client GBI Information System Project

Project Objectives

· To develop and deploy information system as fully automated information system for client.

· To understand the existing business process and convert those processes to automated processes which can be streamline in information system

· To train the client staff for operating the information system

Product Scope Definition

The existing system of client GBI is not fully automated and this is creating sales, distribution and database management for the company. In today’s fast paced world, it may not be possible for a business to survive while adopting only centralized IT system. Due to existing centralized IT system GBI is facing information sharing and planning difficulties and thus there is need to replace the existing system with a much more sophisticated and modern system which can store a large amount of data and can process it effectively and efficiently. (Anantatmula, 2010).

The development and deployment of new information dashboard shall require study of the existing processes. It may be noted that some of these processes may not be suited for the dashboard environment. Thus the scope of this project also includes providing alternative process to replace such manual processes

Project Requirements

· GBI requires a new system that can store vast amounts of information like the material they are using and how many employees they have, what are their orders and how many products are manufactured annually and monthly.

· the new system should be able to generate the sale reports of GBI and how they are affected by the change in any sector like how changing the materials will affect the sale in that month, or what effect decreasing the price has on sales.

· There is need to fully understand and document the expectations and requirements of GBI management and staff from the new system.

· Another requirement is to estimate the project cost and timeline.

· John will need to access marketing and financial data according to his required queries using GBI data

· Peter will need to be able to access queries regarding development and operations using GBI data

· Employees working in development will need to be able to access research data according to their queries

Project Boundaries

The new information dashboard shall be developed for GBI Bike Inc. only and thus project team is not responsible if the INFORMATION SYSTEM is used for any other group company. Thus the project boundaries are restricted to GBI Bike Inc. workplace only (Bruke, 2009).

Project Deliverables

1. Dashboard software along with schema of relational database.

2. Dashboard user training manual

3. Documentation Working papers such as Use Cases and Entity diagrams may be made available to technical team of GBI on request.

Product Success Criteria

· The new dashboard is smoothly handling the business processes of GBI.

· There is no major bug other than the routine small bugs in software, which shall be removed during maintenance.

· Training to client staff is successful and majority of existing employees are able to work on the dashboard software.

Project Constraints/ Assumptions

· Majority of existing business processes of GBI can be converted to automated processes.

· There shall be good cooperation form the staff of GBI when explaining the existing business processes.

· The project shall be completed within the estimated cost and timeline.

· There shall be minimal communication gap among the various stakeholders.

Initial Project Organization

Project manager shall report to project sponsor. Besides that project manager shall be single point of contact for all the stakeholders. Codes, developers, testers, designers shall report to project manager and their shall be hierarchy for each of these skill levels such as senior manager testing, manager testing and officer testing etc.

Schedule Milestones

Project phases

· Problem analysis

· Specification design

· Designing of new system

· Implementation of application

· Installation

· Maintenance

1. Project scope complete dated 10th April 2019

2. Requirement analysis complete dated 6th May 2019

3. System design complete dated 15th May 2019

4. Development competed dated 8th July 2019

5. Unit testing complete 22nd July 2019

6. Documentation complete 29th July 2019

7. Post implementation complete 6th August 2019

Cost Estimation/Fund Limitation

The actual cost of project may vary from the budgeted cost. However the project is not cost bound but time bound and thus if there is need for revising the critical path than extra funds shall be available (Clelant & Irish, 2016).

Risk, Responsibilities, Mitigation Strategies

There is risk that the existing data may not be able to convert to the automatic process. Under such situations the existing data need to be converted in to a format which can be used in the new system.

Also with a new more decentralized access to the information the risk of information security goes higher. Therefore new security measurements need to be in place.

There is a risk of unseen software patches that must be integrated with the new system. Identifying these early on will help a smother integration.

Approval Requirements

Approval is required from project sponsor as per the project scope.

Project Name

GBI INFORMATION SYSTEM Development and Deployment Project

Project Manager

Organization

Sponsor

Organization

Executive Committee

Sponsor

Version 1.2 dated 8th April 2019.

Document Version and Date

Document Change Control

Revision Number

Date of Issue

Author(s)

Brief Description of Change

 Revision 1

 3rd April

Development of new process included in scope.

 Revision 2

 8th April

Change of existing data included in scope.

Project Scope

Business Need

There is need to automate the processes and centralised the database. This shall be done with the automation of existing processes and using relational database in place of multiple database (Heldman, 2010). This shall reduce the processing time and enhance user experience of various stakeholders.

Project Goals

• To develop and deploy the dashboard software as a fully automated information system for client.

• To understand the existing business process and convert those processes to automated processes which can be streamlined in the new system software.

• To train the client staff for operating the new information dashboard.

Product Description

We are implementing tailor made system software. This shall have modules related to accounting, distribution, inventory, sales, receivables, payables and other reporting.

In Scope/Out of Scope

Study of existing processes, development of software, preparation of software manual, deployment of software and training of client staff is in scope.

Purchase of hardware for client, making add-ins for the software are considered as out scope.

Critical Success Factors

• Dashboard software is smoothly handling the business processes of GBI.

• There is no major bug other than the routine small bugs in software, which shall be removed during maintenance.

• Training to client staff is successful and majority of existing employees are able to work on system software.

Project Assumptions

• Majority of existing business processes of GBI can be converted to automated processes.

• There shall be good cooperation form the staff of GBI when explaining the existing business processes.

• The project shall be completed within the estimated cost and timeline.

• There shall be minimal communication gap among the various stakeholders

Project Constraints

Project has time constrain and needs to be completed within the given timeline. Project does not have any cost constrain and thus it is possible to go for project crashing when it is must to meet timeline.

Project Deliverables

· Information dashboard software along with schema of relational database.

· System software training manual

· Working papers such as Use Cases and Entity diagrams may be made available to technical team of GBI on request regarding dashboard software along with schema of relational database.

COMMUNICATIONS MATRIX

Project Name:

GBI INFORMATION SYSTEM Development and Deployment Project

National Center:

Project Manager Name:

Project Description:

We are implementing tailor made information dashboard. This shall have modules related to accounting, distribution, inventory, sales, receivables, payables and other reporting.

ID

Communication Vehicle

Target Audience

Description/Purpose

Frequency

Owner

Distribution Vehicle

Internal / External?

Comments

0

Weekly status report

Project Team

Communicate updated project status

Weekly

Project manager

email

Internal

 1

 Team meeting minutes

 Project team

Weekly

Project manager

email

Internal

 2

 Project cash flow statement

 Project team

Weekly

Project manager

email

Internal

3 

 Project Gantt chart

 Project team

Weekly

Project manager

email

Internal

4 

 Sponsor feedback form

 Project team & Sponsor

Weekly

Project manager

email

Internal & External

5 

 Technical/ Design team meeting

 Project team

 Discuss technical/ design problems and solutions

 As needed

Project manager 

In person

Internal

6

Training sessions

Users

Process overview of software (how to)

1 month prior to implementation

Project manager

In person

Internal

7

Risk review and update

Project team

Fortnightly

Project manager

E-mail

Internal

Team Member’s Name

Team Member’s Signature

Muhammad Ahmad

AUK3021

Hafiz Muhammad Ahmad

AEG3028

Saim Altaf

VSS32156

Ranga Herath Mudiyanselage

PRT3133

Lovepreet Singh

DMA3351