MISSOURI UNIVERSITY OF SCIENCE AND TECHNOLOGY

Assignment 1
IEEE Software Project Management Plan

SMS Developers 3/12/2012

Lecturer: Dr. R.G.N. Meegama

Developers: Shabeer Azam Melanie Cheryl Fernando Michael Steve Lodewyke Onila Wickramasinghe 00000837 00000343 00000798 00000322

This document contains the plan for the Software Project Management Plan for the development of accounting system. This product is being developed by SMS Developers. The team contains 4 members as listed above.

Table of Contents
1 Overview ............................................................................................................................................................... 3 1.1 Project Summary ....................................................................................................................................... 3 1.1.1 Purpose, scope, and objectives. ................................................................................................... 3 1.1.2 Assumptions and constraints. ..................................................................................................... 4 1.1.3 Project deliverables ......................................................................................................................... 5 1.1.4 Schedule and budget summary ................................................................................................... 6 Developer's Cost ............................................................................................................................................... 8 Hardware Cost ................................................................................................................................................... 8 Software Cost ..................................................................................................................................................... 8 Miscellaneous Cost........................................................................................................................................... 8 1.2 Evolution of the project management plan..................................................................................... 8 2 Reference materials.......................................................................................................................................... 8 3 Definitions and acronyms. ............................................................................................................................. 9 4 Project organization ......................................................................................................................................... 9 4.1 External interfaces.................................................................................................................................... 9 4.2 Internal structure. ................................................................................................................................ 9 4.3 Roles and responsibilities...................................................................................................................... 9 4.3.1 Clients Responsibilities .............................................................................................................. 10 4.3.2 SMS System Developers Responsibilities............................................................................ 10 5 Managerial process plans ............................................................................................................................ 11 5.1 Startup plan ............................................................................................................................................ 11 5.1.1 Estimation plan. ............................................................................................................................. 11 5.1.2 Staffing plan. .................................................................................................................................... 11 5.1.3 Resource acquisition plan. ......................................................................................................... 12 5.1.4 Project staff training plan. .......................................................................................................... 12 5.2 Work plan.................................................................................................................................................. 12 5.2.1 Work activities and Schedule allocation ............................................................................... 12 5.2.2 Resource allocation. ...................................................................................................................... 13 5.2.3 Budget allocation. .......................................................................................................................... 13 5.3 Control plan .............................................................................................................................................. 13 Page 1 of 19

5.4 Risk management plan......................................................................................................................... 14 5.5 Project closeout plan. .......................................................................................................................... 15 6 Technical process plans ............................................................................................................................... 15 6.1 Process model ......................................................................................................................................... 15 6.2 Methods, tools, and techniques ........................................................................................................ 16 6.3 Infrastructure plan. ............................................................................................................................... 16 6.4 Product acceptance plan ..................................................................................................................... 16 7 Supporting process plans ............................................................................................................................ 17 7.1 Configuration management plan. .................................................................................................... 17 7.2 Testing plan .............................................................................................................................................. 17 7.3 Documentation plan.............................................................................................................................. 17 7.4 Quality assurance plan and ................................................................................................................ 18 7.5 Reviews and audits plan...................................................................................................................... 18 7.6 Problem resolution plan...................................................................................................................... 18 7.7 Subcontractor management plan .................................................................................................... 18 7.8 Process improvement plan. ............................................................................................................... 18 8 Additional plans & Additional components: ........................................................................................ 19 8.1 Security ...................................................................................................................................................... 19 8.2 Training ..................................................................................................................................................... 19 8.3 Maintenance ............................................................................................................................................. 19

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1 Overview
1.1 Project Summary
On Deenside Tea factorys request, an 11-week project is proposed by SMS System developers to encounter the existing accounting system problems and build on a new computerized accounting system. The current manual system involves many problems such as excess paperwork, data entry errors and extensive time for processing. The computerized accounting system budgeted for approximately LKR 151,500, would provide solutions to all the existing problems and build on a system that can carry out all manual accounting tasks. It would provide a user-friendly interface and access to more useful information such as i.e. green leaf supplied for the month, in speeds not comparable to the existing system. The system would be implemented in a period of three weeks, parallel to the existing system, with assistance of Deenside Tea Factory Accounting staff. System users would be trained during the implementation stage. Maintenance would then be provided for another complete year.

1.1.1 Purpose, scope, and objectives. This project will involve mainly two employees from Deenside Tea Factory, who would directly assist SMS System developers in the successful completion of the Accounting system. Further it would require the coordination of the Accounting department of Deenside Tea Factory. On completion of the project successfully, it will computerize the current accounting system and be able to perform all current manual tasks - Managing the bought-leaf, Recording Sales and calculation of total income, Recording expenditure, Producing the balance sheet, Profit and loss statement and Trial balance. It will not perform tasks related to the current bought leaf system or payroll system. Data from these systems must be manually fed into the computerized accounting system. Pursuing with the project, will dramatically increase work efficiency in the Accounting department of Deenside Tea factory. The computerized accounting system is prepared to simplify accounting task routines of Deenside Tea factory. A system built on basic Office tools Microsoft Excel and Access. It Page 3 of 19

would increase accuracy and efficiency, not able to achieve to achieve with the current manual system.

Goal Build a computerized accounting system based on the information on how the manual system works. Provide a user-friendly interface for the employees using the system. Scope The project intends to achieve all the main goals listed above, and the sub objectives listed later, before the project closes.

Main Objective: Build a computerized accounting system based on the information on how the manual system works. Provide a user-friendly interface for the employees using the system. Sub Objectives Reduce multiple entries so that it can avoid human entry errors. Update information automatically so information is readily available. Eg: Highest green leaf supplier for the last month. Calculation of sales, total production and so on must be automated. Making generating of reports easier. Eg: Profit & loss statement, balance sheet. Increasing security in the system - Records are safely stored in the hard disk so it prevents physical theft. Backups could be taken in flash disks, CDs, etc. Virus guards and firewalls could be used to prevent virus attacks or hacking. Passwords can be used to prevent unauthorized access, making it secure.

1.1.2 Assumptions and constraints. Assumptions Required hardware resources will be available when and as they are required. Project staff resources will be available when and as they are required. Page 4 of 19

Deliverables will be subject to no more than a specific number of review cycles. Once consent is given to proceed, there is no returning to a previous stage of the project. The statistics used in preparing the estimates are accurate within a given percent. The scope of this project is limited to that described in the project charter. No industrial action will be taken that will affect the project.

Constraints Project deadlines and budgets must be met. All objectives must be met - The final system must meet all the requirements of the client, and be able to carry out all manual tasks done by the accounting system. The architecture must be open so that additional functionality may be added later. The product must be userfriendly.

1.1.3 Project deliverables

The deliverables that SMS System Developers are responsible for giving to the Deenside Tea Factory are: Two copies of the Accounting System Software on a DVD. Two hard copies of User Manuals. Two hard copies of Training Manuals. Electronic copies of User Manual via E- mail. Electronic copies of Training Manual via E-mail.

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1.1.4 Schedule and budget summary.

Task ID 1 1.1 1.2 1.3 1.4 1.5 1.6 2 2.1 2.1.1 2.1.2 2.1.3 2.2 2.2.1 2.2.2 2.2.3 2.2.4 2.2.5 2.3 2.3.1 2.3.2 2.3.3 2.3.4 2.3.5 2.4 2.4.1

Task Project Initiation & Planning Define Problems/Requirements Define Objectives Define Scope Construct Business Case & MOVs Resource planning Agree on milestones System Development Planning & Analysis Analyze & evaluate existing system Assess software methods of solution Define hardware & software requirements Design Design system DFDs & UCDs Design system operations Design entity relationships Design Input/outputs Design GUI Build Build data stores Construct computational operations Build relationships Build inputs/outputs Construct GUIs Testing Construct test strategy Page 6 of 19

Duration

Predecessors

5 days 5 days 3 days 2 days 2 days 2 days

1.1 1.2 1.2 1.3, 1.4 1.5 1 1

5 days 4 days 3 days

1 2.1.1 2.1.2

3 days 4 days 3 days 3 days 3 days

2.1.3 2.1.3 2.2.2 2.2.3 2.2.4 2.2

4 days 2 days 1 day 2 days 3 days

2.2 2.3.1 2.3.2 2.3.2 2.3.3, 2.3.4 2.3

2 days

2.3

2.4.2 2.4.3 2.4.4 3 3.1 3.2 3.3 4 4.1 4.1.1 4.1.2 4.1.3 5

Execute testing Evaluate test results Finalize the system Implementation Setup Hardware at site Setup software/system application Finalize setup Project Closure Administrative Closure Provide other deliverables (User/technical documentation) Provide training Review Project success Contract closure

2 days 2 days 1 day

2.4.1 2.4.2 2.4.2 2

3 days 3 days 2 days

2 3.1 3.2 3 3

12 days 28 days 5 days 7 days

3.1 3.2 4.1.2 4

SMS System developers had to amend changes to the already accepted project budget agreed in the contract. The requirement of another developer came in with Deenside wanting to speed up work and finish implementing the system in 11 weeks, compared to the already agreed 14 weeks. The project budget was altered with consent from Deenside Tea factory and they would bear the necessary expenses.

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Developer's Cost
Developer One Developer Two Developer Three Developer Four

Hours Required for Work 150 125 125 125

Amount [LKR] 15, 000 12, 500 12, 500 12,500

Hardware Cost
Epson Dot Matrix Printer RAM Upgrade

Amount [LKR] 30, 000 4000 Amount [LKR]

Software Cost
Microsoft Office (Business Edition)c Team Viewer 2010 15, 000 7, 500

Miscellaneous Cost

Amount [LKR]

Stationary Supplies 5, 000 Attorney Fees 2, 500 Training Cost 30, 000 Travelling Cost 5, 000 Total Cost of Implementing a Computerized Accounting System is 151,500 [LKR]

1.2 Evolution of the project management plan.

SMS System Developers have designed and estimated time period required for the development of the accounting system software. A detailed estimation of schedule is shown in 1.1.4 SMS System Developers are willing to undertake the development of the accounting software system with the compliance of this Agreement.

2 Reference materials.
We have taken data from the previous manual system for accounting. The accounts are all maintained in paper form NSA (Net Sales Average) book. All requirements were listed down at meetings and shall be followed during the development of the software.

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3 Definitions and acronyms.

SMS system Developers Steve Melanie Shabeer System Developers Client Deenside Tea Factory NSA Net Sale Average Developer - SMS Systems Developers, a private corporation existing under the laws of Sri Lanka.

4 Project organization
4.1 External interfaces.
All the work on this project will be performed by Shabeer, Steve, Melanie and Onila. Shabeer will meet weekly with the client to report progress and discuss possible changes and modifications.

4.2 Internal structure.

The Development team consists of Shabeer (owner), Steve, Melanie and Onila.

4.3 Roles and responsibilities.

For the successful completion of the project both the client and SMS System Developers need to cooperate and play their roles. Following are some of the most important responsibilities they need to perform over the course of the project:

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4.3.1 Clients Responsibilities Hardware & Power Deenside Tea Factory is responsible for providing power and a working computer to install the software on. SMS System Developers are under no circumstances responsible for providing power and computer hardware to Deenside Tea Factory. Requirements definition Company shall furnish information required by SMS System Developers that is necessary for Developer to fulfill its responsibilities under this agreement. All relevant supported documents (including documents that show evidence of manual work) need to be submitted. Feedback to sub deliverables The project would be done in phases and at the end of each phase, deliverables that mainly include a prototype of the system would be provided. Deenside Tea factory would have to thoroughly check the deliverable and return feedback. The client is held accountable for the feedback provided, because it determines the progress of the project.

4.3.2 SMS System Developers Responsibilities

Submission of deliverables At the end of each phase deliverable (mainly prototypes of the system) would need to be submitted by the developer. The developer is then held responsible to direct the project, based on the feedback received from the client.

Staff The necessary and required man power to build the system would be the responsibility of SMS System developer. Staffing policies would be according to SMS System Developers.

User Documentation A very user-friendly document that details how to work with the system must be provided to the client at the time of implementation. Backups Required backups including the entire system would be stored with the developer and be kept even after the completion of the project. This is stored as a record and would not be used for promotional or any other purposes.

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5 Managerial process plans

5.1 Startup plan

5.1.1 Estimation plan.

As previously stated in the Deenside Accounting System Development Agreement, the total time of the project was estimated to be 14 Weeks. However, this has been looked over by experts in accounting system development who advised on a shorter time span for the project. This was mutually discussed with the client who also bought in concern of a deadline. The agreement was then amended to have a deadline of June 2012 due to the fact that the companys fiscal year ends in June, thus resulting in a project time span of 11 weeks. On the other hand, the estimated budget will increase to. i.e. 151,500 LKR as agreed in the previous contract.

5.1.2 Staffing plan.

Here again there is a change to our staffing plan from the original contracted agreement. We have recruited one additional team member in order to ensure smooth work flow due to the shortened time constraint. The four developers, Steve, Shabeer, Melanie and Onila will not be required to work on an evenly allocated time frame. Shabeer will be needed for the most 10 weeks which includes the first 2 weeks in which he will be working as existing system analysis with the management and front line operatives of Deenside. Melanie and Onila will be allocated for 6 weeks of design and documentation in collaboration with Shabeer. Meanwhile Steve will be allocated to 8 weeks of system design, Programing and testing the new system. The last 2-3 weeks will be allocated to testing, feedback and improvement in which all four team members will play an active role in.

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5.1.3 Resource acquisition plan.

Although a suitable computer system exists at the Deenside accounting office, it is not complacent enough to support our proposed new system. Initial investigation showed us that a RAM upgrade was critical and in addition a dot matrix printer will need to be purchased. (These hardware costs are stated in the budget of the agreement). The project will also require the client to purchase new software, such as Microsoft Office 2010 and Team Viewer Corporate edition. (Also stated in the budget of the agreement) The final product/Accounting system will be delivered to the client installed on the desktop computer in their accounting office along with the relevant user and technical documentation. 5.1.4 Project staff training plan.

At the point of product delivery we will also offer staff training. However, once again the initial training plan as stated in the agreement has been changed. Training sessions will take place at the Deenside accounting office and will commence as at delivery date. Training will then continue for 1 day a week for the next 2 weeks. The dates of these sessions are susceptible to change as requested by the client and agreed by the system trainers.

5.2 Work plan

5.2.1 Work activities and Schedule allocation Work activities and scheduled allocation Week 1 2 3 Task Meet with client and determine existing system problems and new system requirements. Collect all manual system inputs, outputs & process flow documentation. Analyze all findings, inspect and determine problem areas and solutions to the existing system. Plan and propose a new computerized system to the client and get it approved. Send the plan over to software project management. Page 12 of 19

4-5 6-8 9 - 10 11

Design all elements of the new system and build the base data structure of the system. Implement the designed elements of the new system and program all process flows within the system. Test & debug the system. Document testing and final product workings. Produce user & technical documentation and training guides.

5.2.2 Resource allocation. The four team members will work separately on each of their assigned tasks if no collaboration with two or more of them are called for. Melanie is assigned the role of monitoring and controlling as she will be overlooking the work schedule and progress of the team. The team will meet at least once every two days to discuss problems and progress. Formal meetings will be held with the client at the end of every week to report project progress and determine any changes according to feedback. Shabeer will ensure that budget requirements are met. Minimizing faults and maximizing user friendliness will be Steves top priority. Although Onila will play a major role in documenting every stage of this project, Melanie will have an overall responsibility for all documentation.

5.2.3 Budget allocation. Please refer to section 1.1.4

5.3 Control plan

The project would be carried out in phases and deliverables which mainly include prototype of the computerized accounting system would be submitted. This would be approved and documented by the Chief Accountant of Deenside Tea Factory. No outside quality assurance personnel are involved. Any problems faced by the developers can be directly reported to the Chief Accountant, who would convey to the higher management. During Implementation, the Chief Accountant would overlook the new computerized system to see if it had achieved all the objectives promised. His immense experience in the field doesnt require any outside personnel.

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Melanie from SMS System developers would be bear responsibility to see through that the project is completed on time and budget. Steve would be reporting of the present progress and problems that need to be addressed. Weekly developer meetings help them to keep track of the progress and ensure all the team members are informed and working as per schedule. Onila would be responsible to overlook all documentation before submission to the client. Any major problems faced by team members would be reported to Shabeer.

5.4 Risk management plan

The following are the risks that were identified in this project and the necessary steps that would be taken to reduce or eliminate them, determined during the risk mitigation process. Missing requirements in the final product A parallel implementation phase would be run alongside the manual accounting system, and extensive testing would be carried out to ensure all tasks done manually could be performed efficiently through the new computerized accounting system. This would also ensure all objectives are met. Any missing requirements would be immediately dealt by SMS System developers. User-friendly System Client users are clearly inexperienced with computers, as stated in our initial meetings. Special attention would be given in designing a friendly GUI. Evaluation of work Team members in the developers team would evaluate each others work i.e. programming code to avoid time or cost expenses. Melanie from SMS System developers would be responsible for integration testing and product testing before submission. Security concerns Unauthorized access would let an outsider gain access to confidential content of Deenside. To prevent this, the computerized system would be passwordprotected, and different users would be given different levels of access. Virus guards and firewalls would be used to prevent virus attacks or hacking. Instructions would be given to take daily backups onto CDs or USB disks. System failure Backups of the computerized accounting system would be kept with SMS System developers. In any situation of system failures or system mishandling by the clients, replacements would be provided during the period of warranty.

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5.5 Project closeout plan.

The project will cease after the evaluation period of one year after the deliverance of the Accounting System Software to Deenside Tea Factory.

6 Technical process plans

The technical process plans will consists of:

6.1 Process model

Start Gather control data

Design the Accounting System

Verify results

Reengineer the system

Control Data No Does the System produce correct result? Yes Maintenance and evaluation for 1 year.

Feedback

End of Project Figure 6.1 Process Model Page 15 of 19

6.2 Methods, tools, and techniques

Background technology can be referred to as preexisting development tools and in this case platform or programs that the accounting system is going to work on. The identified background technology so far has been: Microsoft Excel 2010 Microsoft Access 2010 Team Viewer

Subject to full payment as quoted on the agreement, SMS System Developers would grant the Client a non-exclusive, perpetual worldwide license to use the Background Technology in the Developed System. However Client shall make no other commercial use of the Background Technology without Developers consent. Programming will be done using either VB.NET or C++.

6.3 Infrastructure plan.

Deenside System Developers agree that the Software developed under this agreement shall be delivered to the Client in object code for only. SMS System developers agree that one copy of the source code version of the Software and associated documentation shall be deposited with the escrow agent specializing in software escrows to be mutually agreed upon in writing by SMS Developer and Client after good faith negotiation. However if any part of this copyrighted software is used for other purposes or disclosed to other parties, it is to be addressed by the law as a breach of contract.

6.4 Product acceptance plan

After SMS System Developers have designed the accounting system software, the client can evaluate the performance of the software. If it meets all requirements as stated in the agreement plan then the software is deemed as accepted by the client. The client shall receive all deliverables sated in this document after payment. Page 16 of 19

7 Supporting process plans

7.1 Configuration management plan.

Initial configuration of the systems will be done by SMS Developers so that the computer is compatible with the Accounting System that is to be implemented. The system will run on Windows XP.

7.2 Testing plan

Immediately upon completion of each development phase set forth in the Development Plans delivery schedule, the Developer shall deliver and install the software and shall deliver all user documentation long with training guides to the new accounting system. The client will have 30 days to evaluate and test the accuracy of the software to see if it is free of bugs. Deenside Tea Factory will determine whether the software satisfies the acceptance criteria in accordance with procedures set forth in the Development Plan or established by SMS System Developers and approved by the Customer prior to testing. However if the newly installed accounting system software does not meet the criteria of the development plan then the developer has the right to evaluate the system software until the software produces the results mentioned herein the Development plan.

7.3 Documentation plan

All documentation will be overseen by Melanie. The documentation of manuals and training guides are to be prepared by Melanie and Onila. All information is to be gathered to through meetings with Steve and Shabeer, along with research gathered to test runs.

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7.4 Quality assurance plan and

The quality of the software developed will be checked by implementation of test runs on previously accounted data, to check for consistency of the system. The processing times of the data will be also checked by using a control set of data. Also the system will be developed under licensed software to ensure professionalism of SMS Developers and to ensure that they are legally protected. It will also ensure that a warranty of the systems is in place. This will insure both the software implemented by Deenside Tea Factory and developed by SMS Developers is reliable.

7.5 Reviews and audits plan

Reviews and audit will take place during the course of the project. It will be take place mainly in the implementation, verification, maintenance and reengineering phases.

7.6 Problem resolution plan

Any issue that may arise during course of the project has to be addressed to Melanie. Later a resolution plan would be made and implemented. If problems arise on the client side, Shabeer is to address them.

7.7 Subcontractor management plan

No subcontractors are involved in this project.

7.8 Process improvement plan.

As you can see the process plan above in figure 6.1 processes will be further enhanced and evaluated for bugs over the 1 year evaluation period. During the course of the evaluation period it will be reengineered to enhance the Accounting system.

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8 Additional plans & Additional components:

8.1 Security
The Accounting System will be password protected and any figures that need to be changed will require an admin password. This admin password can only be entered in by the owner. This way he knows that no changes are made without his consent. This will ensure the integrity of the data entered into the accounting system.

8.2 Training
SMS System Developers will train the users of the Accounting System (Deenside Tea Factory employees) for 2 days a week for 28 days. All training will be provided by SMS System Developer employees. Deenside Tea Factory is responsible for all costs and expenses of all trainees of the system, including transportation, salary, insurance and other benefits and expenses that may occur during the training period. All training is to be held at Deenside Tea Factory Site Head Office.

8.3 Maintenance
SMS System Developers take responsibility for a period of 1 year after the successful implementation of the project to provide support and maintenance. Within this period, SMS System Developers would provide the following services: Error correction services If errors are found in the system, the developers will correct these errors so that the system is brought into substantial conformance with specifications. Remote troubleshooting TeamViewer support to the computerized accounting system would be provided. Site visits - Regular visits would be done at least once every month to ensure the smooth running of the system. Emergency visits could be arranged by the client, and a site visit may also be arranged. If the client requires support and maintenance beyond the agreed period of one year, they would be charged, which would be serviced under a new agreement. Page 19 of 19