PM Group Assignment

Bahir Dar University

Bahir Dar Institute of Technology (BiT)
Faculty of Computing

Information System Program

PM: Project Plan Group Assignment

Group Name ID No

1. Balkew Girma……………………………………….…..1010655

2. Solomon Demile…………………………………………1010724

3. Birhan Muluneh…………………………………………1010765

4. Tilanesh Mequanint……………………………………..1010680

Summited To: Instructor. Mr. Tadele.M

Submission Date: Sat, Jun 12

Bahir Dar, Ethiopia

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Ackowledgment

First of all, we would like to thank the GOD for helping us from the beginning to the end of
the project. We would like to give deepest thanks to those who helped us for accomplishment
of this project. Firstly, we would like to say thanks with great respect to our teacher
Instructor Mr. Tadele M. Secondly, we would like to say thanks for those who sacrifice their
time for providing us the necessary information for conducting the project and also to all the
staffs and Employee of Amhara Credit and Saving Institution. Thirdly, we would like to
thank our friends and classmate for their suggestion and support. Finally, we would like to
thank for all those participated and gave support in our project.

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Table of Contents
Ackowledgment ................................................................................................................................................................ i

1. Overview...................................................................................................................................................................... 1

1.1. Background History of project ............................................................................................................................. 1

1.2. Statement of the problem ...................................................................................................................................... 2

1.3. Objective of the project......................................................................................................................................... 3

1.3.1. General objective ........................................................................................................................................... 3

1.3.2. Specific objective ........................................................................................................................................... 3

1.3.3. Functional objective ....................................................................................................................................... 3

1.3.4. Business objective.......................................................................................................................................... 4

1.3.5. Technological Objective ................................................................................................................................ 4

1.3.6. Quality objective ............................................................................................................................................ 4

1.4. Constraint .............................................................................................................................................................. 5

1.4.1Timely constraint: ............................................................................................................................................ 5

1.4.2. Economical constraint: .................................................................................................................................. 5

1.5. Scope of the project .............................................................................................................................................. 6

1.5.1. Project initiation............................................................................................................................................. 6

1.5.2. Feasibility Study ............................................................................................................................................ 7

1.5.3. Economic feasibility ...................................................................................................................................... 8

1.5.4. Technical feasibility ....................................................................................................................................... 8

1.5.5. Operational feasibility.................................................................................................................................... 8

1.5.6. Project Planning ............................................................................................................................................. 9

1.5.7. Project execution.......................................................................................................................................... 12

1.6. Project Monitoring and Control .......................................................................................................................... 12

1.6.1. Project Closure............................................................................................................................................. 13

1.6.2. Project Integration management .................................................................................................................. 14

1.6.3. Project time management ............................................................................................................................. 14

1.7. Project scope management.................................................................................................................................. 20

1.8. Work breakdown structure.................................................................................................................................. 24

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1.8. 1.Project cost management ............................................................................................................................. 25

1.8.2. Tangible costs .............................................................................................................................................. 26

1.8.2. Intangible costs ............................................................................................................................................ 28

1.9. Functional requirement ....................................................................................................................................... 29

1.9.1. Nonfunctional requirement .......................................................................................................................... 30

1.10. Project Quality management ............................................................................................................................. 31

1.11. Software development model ........................................................................................................................... 32

1.12. Project Human resource management .............................................................................................................. 33

1.13. Project Communication management ............................................................................................................... 33

1.14. Project Risk management ................................................................................................................................. 35

1.15. Conclusion/Revision ......................................................................................................................................... 40

1.16. Reference .......................................................................................................................................................... 41

List of Table

table 1Project plan ................................................................................................................................................ 10

table 2Activity list ................................................................................................................................................ 18
table 3 Critical Path .............................................................................................................................................. 19
table 4.Project Management scop ........................................................................................................................ 23
table 5.Project Expense ........................................................................................................................................ 28
table 6 Team members Salary .............................................................................................................................. 29
table 7 Human resource assignment ..................................................................................................................... 33
table 8 project Communication Management ...................................................................................................... 35
table 9 Project risk approach ................................................................................................................................ 38

List of Figure

Figure 1 Early-Start Early-Finish & Latest-Start Latest-Finish ........................ 18Error! Bookmark not defined.
Figure 2.Gantt chart ............................................................................................................................................. 20

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Acronyms

CSI- Credit and Saving Institution

EMI-Equated monthly installment
HTML-Hypertext markup language
IT-Information Technology
MIS-Management Information System
UML-Unified Modeling Language
ACSI-Amhara Credit and Saving Institution
CSS – Credit and Saving System

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1. Overview

The purpose of this project which is entitled Web Based credit and saving System for Amhara Credit
and Saving Institution employees union work association, the system is Reduces the time and labor
required to provide services, Reduce the error that made by the employees, change the manual storage
mechanisms into computerized system (database), provide fast, efficient, flexible, reliable and secure
services for better satisfaction of customers and improvement of motivation of the employee. The
existing system of the organization is facing different problems such as data redundancy, lack of data
security and lots of paper work. To do this proposal the project team used different data collection
methods such as Interview, Document analysis and Practical observation. In order to analyze and
design the system we are going to use Object oriented approach for both analyzing and designing the
new system. Since the current system was manual, to change this system to web based, we need
different software and hardware tools like.

1.1. Background History of project

The operation of ACSI is traced back to 1995 when it was initially initiated by the Organization for the
Rehabilitation and Development in Amhara (ORDA), an indigenous NGO engaged in development
activities in the Amhara region. ACSI had undertaken its pilot activities in 1996, and was licensed as a
microfinance share company in April 1997.
Vision:
ACSI aspires to see a society in which people are free from the grips of abject poverty, with all the
power determining their future in their own hands.
Mission:
Given the level of poverty in the region, ACSI’s primary mission is to improve the economic situation
of low income, productive poor people in the Amhara region primarily through increased access to
lending and saving services. It will maintain cost effectiveness in service delivery, and integrates its
activities with government and NGOs working towards achieving food security and poverty alleviation
in the region.

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1.2. Statement of the problem

The association has big responsibility to serve a large number of university staffs who has being
increasingly affected by different financial difficulties; The management of the association is concerned
with increasing effort in keeping the records of the client and recording their daily, monthly, annual and
cumulative amount of their financial status on ledger. It maintains full information of the clients served in
the association for the purpose of future use. Every activity inside the association is performed manually.
New employee’s registration, loan requests are also performed manually in a paper work. The records are
kept manually putting the records of members on subsidiary ledger in order to calculate individual members
financial status this process may result errors and also loss of records. Web based systems are the ultimate
way to take advantage of today's technology to enhance your organizations productivity and efficiency.
Web based application gives you an opportunity to access your business information from anywhere in the
world at any time. Efficient use of technology can help improve efficiency, and increase outreach, credit
and saving association’s still find it difficult to harness the potential and avoid the pitfalls. Some of the core
benefits of web based system are, Cross platform compatibility, more manageable, highly deployable,
secure live data, and Reduced costs.
As an evidence for the existence of the problem in current system, one can observe the increasing number of
comments about the lack of automating system made by unsatisfied customers. Obviously the organization
has got lots of business related problems that can be solved by applying the computer system
methodologies. The Association is facing many problems in the current working environment from those
we have tried to mention major once below.
 Lack of security of data.
 Data/file/information redundancy.
 Difficulty to generate monthly transaction report due to Absence of reliable record keeping.
 The manual system has no easy balance inquiry (enquire) facility.
 Members can’t request details of his/her last transactions he has performed on his/her account.
 Consumes large volume of paper work
 Needs manual calculations
 It needs large space for storage of document
Difficulty to trace information easily To avoid all these problems and make the working more accurately the
system needs to be web based.

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1.3. Objective of the project

1.3.1. General objective

The general objective of the project is to develop a Web based credit and saving system for Amhara Credit
and Saving Institution (ACSI) Employee’s union work Association

1.3.2. Specific objective

The specific objectives of the project are the following:

 To create a system that reduces the manual work in the institution.
 To automate all the financial works in the association.
 To develop a system in which all transaction are available and easy.
 To develop user friendly interface.
 To develop a system that can generate monthly report.
 To develop a system that shares information easily in the association.
 To develop a system that provides fast and secured services.

1.3.3. Functional objective

The functional objective of Developed system is improving the performance and accessibility through
the following points:

 Increasing End user’s satisfaction

 Making full availability of system at any time.
 Providing reliable and secure system.
 Providing comfortable and user-friendly interface.

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1.3.4. Business objective

Obviously fully automating the manual system will require more hardware and software than
partially automating the manual system. And payments that are going to be paid for the
project manager, system analyst, programmer and designer will also be more than the semi
one. Even after completion of the project employees need a special training which is also
very costly but for the semi-automation one employees need only some basic information
about the new system.

1.3.5. Technological Objective

We will use a desktop application technology that works on with the main server with in
high- capacity servers and also good network infrastructure for the sake of failure internet
service.

1.3.6. Quality objective

In order to satisfy the quality objective of our project ACSI management system we done the
following necessary things

 We install different security mechanism or virus detection mechanism like

different antivirus firewall.
 There is user authentication (username and password) or authorization (by
giving privilege) mechanism.
There is technician or employee that control the overall activity of our system if in the system happen
any uncertainty or failures it can fix or alarm to others.

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1.4. Constraint

When we have done this project there is different constraint occur due to this our
project can discourage their functionality some constraint like timely, economically.

1.4.1Timely constraint:

When we perform this project, we are busy due to overlapping different quizzes, tests,
Assignments and classes due to this time effect on our project.

1.4.2. Economical constraint:

From starting the project up to installing it we bought different materials and also to deploy
the system the material is very coasty due to this economy is our main constraint

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1.5. Scope of the project

The scope of this project focus on developing a Web based credit and saving system for University of
Gondar Employee’s credit and saving union work Association. Our project is mainly focused to automate
the manual system that has being used by the association currently and to develop a web based system for
the association in a way that it could greatly increase the working efficiency of the association. The project
is set to be completed by the end September, 2014. And the web based system performs the following tasks:
 Register new customers/members
 Handling loan Service
 Handling saving deposit
 Handling withdraw money information
 Handle employee information database Project management phase.

1.5.1. Project initiation

On this the first phase of project lifecycle. The team will discuss the project’s value and
feasibility. The need for the project will be discussed, and in the discussion the team will
include an estimate of potential financial benefits. The supervisors will typically use two
evaluation tools to decide whether or not to pursue this project:
Business Case Document
This document justifies the need for the project, and it includes an estimate of potential
financial benefits. In this document the problems of the existing manual system will be
clearly provided.
Problems like

 How to manage the number of the Customer?

 How to borrow the Many?

 How to manage Employee?

 How to generate report in ACSI source?

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1.5.2. Feasibility Study

This is an evaluation of the project’s goals, timeline and costs to determine if the project
should be executed. The word feasible is to mean possible or likely to success. It is an
important constituent of the system development life cycle because it determines if the project
under discussion is to be worked up on till completion or not. The major feasibility study is
discussed as follow.

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1.5.3. Economic feasibility

Obviously fully automating the manual system will require more hardware and software than
partially automating the manual system. And payments that are going to be paid for the project
manager, system analyst, programmer and designer will also be more than the semi one. Even
after completion of the project employees need a special training which is also very costly but for
the semi-automation one employees need only some basic information about the new system.As a
mere fact fully automating the system causes employees to lose their jobs which means there will
be only computer-based works; with may be very few workers. Theses as a whole leads to
increase un-employee rate in the country. However semi automating the old or manual system will
not have such negative effects on employees or the country. Both full-automating and semi-
automating can solve the above-mentioned problems. But semi-automating solution is economic
feasible so there will be tangible and intangible benefits that should be measured in terms of
money and that accrue the organization like increasing efficiency at work, reduce paper work cost,
reduce error rate occurred due to paper work, increased level of service and job satisfaction are
some of the majors.

1.5.4. Technical feasibility

A new system brings a new technology to the Amhara Credit and Saving Institution Credit and
Saving Management system. So as mentioned above if the manual system above is replaced fully
there will be a special training for employees but if it is semi-automation, they need only basic
computer-based information about the new system. In addition, resources; that are needed for the
project development, can easily access and afford by the organization. So, the question of
technical feasibility is not much of a challenge.

1.5.5. Operational feasibility

Since the database to be built is going flexible and user friendly, workers won’t face quite a
challenge in trying to use of the new system.

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1.5.6. Project Planning

After the project received the green light, a solid plan is needed to guide the team, as well as keep
them on time and on budget. A well-written project plan gives guidance for obtaining resources,
acquiring financing and procuring required materials. The team designs a direction for producing
quality outputs, handling risk, creating acceptance, communicating benefits to stakeholders. The
project plan also prepares the team for the obstacles they might encounter over the course of the
project, and helps the understanding of the cost, scope and timeframe of the project.

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Table 1.Project plan

Introduction or overview of the project

Title Web Base Credit and Saving Management System
Organization Amhara Credit and Saving Institution
Stack Holders - Amhara Credit and Saving Institution

- The system builder

- Our team
- Employees
-Customers
Project team • Balkew Girma
members
• Wubetu Mulaw

• Solomon Demile

Scope Statement
Scope The scope of this project focus on developing a Web based credit and
saving system for ACSI Employee’s credit and saving union work
Association
Objective Objective of a project is to develop Web Based Credit and Saving
management system that allows the ACSI manager to control works
done in the ACSI, to review resource, to manage resource usage.
Project Deliverable The Credit and Saving management system.

• Store Loan transaction report of the ACSI.

• Store all types of Transactions in the database

• The Credit and Saving records information about all

documents that are available in its system
• The ACSI system keeps track of all Customer and
Employee
Total Cost 100,000 Birr

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Schedule Start Date= 10-09-2013

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Duration= 5 Month

Finish Date= 06-01-2013

Software Agile model
development method
– It decreases time required to avail some system features.

– It highly encourages face to face communication and

continuous inputs from customer representative,
which leaves no space for guesswork.
– The end result is high quality software in the least
possible time duration and satisfied customer.
System type Website

1.5.7. Project execution

This is the phase that is most commonly associated with project management. Execution is all
about building deliverables that satisfy the customer. The execution of the project will happen if
the appropriate resources are allocated and when team members are focused on their assigned
tasks. Our project execution was heavily relied on the planning phase of our project. The work and
efforts of our team during the execution phase are derived from the project plan.

1.6. Project Monitoring and Control

Monitoring and control are sometimes combined with execution because they often occur at the
same time. As our teams execute the project plan, we were monitoring our own progress. To
guarantee delivery of what was promised, our teams must monitor tasks to prevent scope creep,
calculate key performance indicators and track variations from allotted cost and time. This
constant vigilance helps us keep the project moving ahead smoothly.

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1.6.1. Project Closure

We reached the project closure when we finally deliver the finished project to the university. This
vital step in the project lifecycle allows us to evaluate and document the project and move on the
next one, using previous project mistakes and successes to build stronger processes and more
successful teams.

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1.6.2. Project Integration management

Project integration management is a way of making various processes work together.

Meaning, it takes the numerous processes that are being used in a project and makes sure that
they’re coordinated.

In our project there are several processes we performed as a team and individually. But all
those processes combined into one to give us the system as whole.

 The information gathering process

 the data gathering process
 database designing process
 the system developing process
 tasting the system process

All the above processes are integrated so that the system could come to life. The information
gathered helped us to identify the users need. The data gathered helped us on identifying
which data belongs to which entity and how the data are interrelated in order to build the
database. After we gathered the data, we will develop the database and that database will
consists data as the data were arranged manually. Sometimes major changes might occur
during the development process but those changes must be approved by the university ACSI
manager and supervisors of the system. The data base will be the backbone for the website we
develop every data inserted by the user or generated by the system should be stored in such a
way that it can be useful for future purposes. Tasting the system is also another process that
should take place after a major development phase; this helps supervisors and users to shape
the system before it became fully functional and fully operational.

1.6.3. Project time management

To ensure timely compilation of the project, the team will define each activity with their estimated
duration.

Activity Definition
 Activity A= Interview the manager ACSI and Worker of the institution.

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 Activity B= Document Analysis

 Activity C=Observation
 Activity D= Producing Business case document
 Activity E= Producing Feasibility study
 Activity F= Meeting with project managers of the ACSI.
 Activity G= Producing Project plan.

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 Activity H= Discussing Project plan with Project managers

 Activity I= Reproducing project plan based on comments from managements
 Activity J= Presenting the final Project plan
 Activity K= Designing interface
 Activity L= Interface tasting meeting
 Activity M= Redesigning interface based on comment
 Activity N= Presenting the redesigned interface for the managements
 Activity O= Team meeting before database design
 Activity P= Database designing
 Activity Q= Team discussion on database design
 Activity R= Redesigning database based on the discussion
 Activity S= Merging the database and the interface.
 Activity T= Security and user privilege tasting
 Activity U= Presentation of the project to the management
 Activity V= Applying final comment on the system
 Activity W= Final presentation of the project to the university community
 Activity X= Installing the system on the ACSI server
 Activity Y= Providing seminar and training session for librarians

Activity Sequencing
 Activity dependency – The nature of dependency between the activities is
finish to start.
 All activities B,C,D,E,F,G,H,I,J,K,L,M,N,O,P,Q,R,S,T,U,V,W,X and Y
arefinish to start.
 Activity A is the initial activity no activity needed to start activity A.

Activitie Immediate Expected time

s Predecessors (week)
A - 3
B A 3
C A 4

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D B,C 2
E B,C 2
F D,E 1
G F 2
H G 1
I H 2
J I 1

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K O 4
L K 2
M L 2
N M 1
O J 1
P O 4
Q P 1
R Q 3
S M,R 2
T S 2
U T 1
V U 2
W V 1
X W 3
Y W 3

Table 2.Activity list

Figure1:Activity sequence

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Activity Earliest Latest Earliest Latest Slack(LS- Critical

start (ES) start (LS) finish (EF) Finish (LF) ES) path
A 0 0 3 3 - YES
B 3 4 6 7 1
C 3 3 7 7 - YES
D 7 7 9 9 - YES
E 7 7 9 9 - YES
F 9 9 10 10 - YES
G 10 10 12 12 - YES
H 12 12 13 13 - YES
I 13 13 15 15 - YES
J 15 15 16 16 - YES
K 17 17 21 21 - YES
L 21 21 23 23 - YES
M 23 23 25 25 - YES
N 25 25 26 26 - YES
O 16 16 17 17 - YES
P 17 18 21 22 1
Q 21 22 22 23 1
R 22 23 25 26 1
S 26 26 28 28 - YES
T 28 28 30 30 - YES
U 30 30 31 31 - YES
V 31 31 33 33 - YES
W 33 33 34 34 - YES
X 34 34 36 36 - YES
Y 34 34 36 36 - YES

Table 3 Critical Path

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Figure 1.Gantt chart

1.7. Project scope management

Generally, describes the project’s deliverables and the work required to create those deliverables.
The project scope statement provides a common understanding of the project scope among all
project stakeholders and describes the project’s major objectives. It also enables the project team
to perform more detailed planning, guides the project team’s work during execution, and provides
the baseline for evaluating whether requests for changes or additional work are contained within
or outside the project’s boundaries.

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Project Name Web Based Credit and Saving Management System

Project Objective of a project is to develop Web Based Credit and Saving management
Objectives system for ACSI, which allows manager to manage total works done in the
Institution, to review their resource history, to manage their resource usage.
To allow directorates access their Credit and Saving System information.

Business Objectives: - the business objective of the project is to reduce resource

loose in the In the institution.
- This system intends to reduce such dissipations.

Cost Objective: - the cost needed to develop the system should be less than the
cost the organization loses by the existing system, directly or indirectly.

- The cost needed to develop this system is 100,000 Birr in total.

- The ACSI may not lose such amount of money over a year, but it will
prevent the shortage of budget that happens due to the existing
system.
- This could reach millions of birrs in saving.
Schedule Objective: - the project should be delivered on schedule. Any further
delay from delivery date will be considered as an additional un planned
investment.

- The time needed from initiation through execution to closure is only 1

month tops. Each activity is assigned enough time schedules.
- Some tasks may not even take the entire tie provided, we use the
remaining time for tasks with cumbersome works.
- With the man power we use, means the development team, we can
achieve the project within the given schedule.

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Technical Objective: - this is refers to the tools and methods used to develop the
system. How accurate the project is technically.

- The first thing to consider when concerned with technical quality of a

system is, making sure the developers are capable of using the latest tools
to develop the system.
- Our team is using the latest developing tools available in the modern
world.
Product  This project only considers about the ACSI resource and usage plan that
Scope means how to manage works done in the library.
Definition  The development directorate office distributes the budget for each
directorate by using this system. The development plan directorate will
have full access of the budget history of each directorate, including the
management.
 By using this system each directorates can only monitor their budget,
they will not have the access for any other offices budget, or any other
service other than budget system.
 The scope of the system is bounded by the ACSI organization; this
means if there is any budget transaction between organizations there
will be no functionality for this system on that area.

 View Transaction in the list

 Enter new Customer information
 Generate reports
 Manage Employees

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Project Describes the conditions or capabilities that must be met or possessed by the
Requirements deliverables of the project to satisfy a contract, standard, specification or other
formally imposed document. Analyses of all stakeholder needs, wants, and
expectations are translated into prioritized requirements.

Create account
search old information
store data
send new notification when new Customers are stored
Provide information about the user
Accessibility
Availability
Backup and restore
Design and usability
Information security
Security
Interactive User interface
Maintainability
Performance
Reliability
Project Identifies generally what is included within the project. It also states explicitly
Boundaries what is excluded from the project, if a stakeholder might assume that a particular
product, service, or result could be a component of the project.

- The project is only concerned with the budget transaction of the organization.
- The system only deals within this organization.

Table 4.Project Management scop

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1.8. Work breakdown structure

A work breakdown structure is a key project deliverable that organizes the team's work into
manageable sections. Work Breakdown Structure as ‘‘a deliverable-oriented hierarchical
decomposition of the work to be executed by the project team to accomplish the project objectives
and create the required deliverables. It organizes and defines the total scope of the project. Each
descending level represents an increasingly detailed definition of the project work.’’ The WBS is
decomposed into Work Packages There are a number of important concepts presented in this
definition for the WBS. Of particular interest is the concept of deliverable orientation.

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1.8. 1.Project cost management

Cost management is the process of effectively planning and controlling the costs involved in a
business. It is considered one of the more challenging tasks in business management. Generally,
the costs or the expenses in a business are recorded by a team of experts using expense forms.
The process involves various activities such as collecting, analyzing, evaluating and reporting
cost statistics for budgeting. By implementing an effective cost management system, a
company’s overall budgeting can be brought under control.

We classified the cost needed to perform this project into two costs.

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 Tangible cost
 Intangible cost

1.8.2. Tangible costs

Tangible costs are costs that are spent in to properties and things bought from stores or the
markets. We are put hardware cost and software cost under the category of tangible cost.
Hardware needed are 3 dell desktop computers and 3 hp laptops, one hp laser jet printer,
one Epson projector, triple lite smart pro Bus switch. Software requirements are XAMMP
server, Firefox browser, Microsoft Office, Sublime text editor and E-Draw Max.
After this we estimate the cost of the devices and software’s needed to complete a project.
Hardware
 birr

 = 24,500birr

 1 Dozen Gold Paper birr

 one 32GB Flash drive birr

 Hp LaserJet printer

 Epson LCD projector the organization

Software
 Xampp server-------------- free

 Firefox Browser ----------- free

 Microsoft Office------------ free

 E-Draw Max ----------------- free

The tool and technique we have used to estimate cost is the Analogous or top-down use the
actual cost of a previous, similar project as the basis for the new estimate. The team has
developed similar projects before and used that value for current cost estimation.

We demonstrate tangible costs in the following table.

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Project Expenses
Expense Category and Items Detail Amount
s
1. Laptop Computer For coding and organizin the 12000 Birr
g
information
needed
2. 1 Dozen Paper For different questionnaires’ and 400 Birr
for

conceptual design of the system

3. Desktop Computer For coding and organizin the 9000 Birr
g
Information
needed
4. Flash Disk 32GB To store different information’s 1,600 Birr
and

resources from deferent sources

5. Xampp server For designing the virtual database 150 Birr

server for the system.

6. Firefox Browser For browsing deferent materials on Free
the internet and testing the
interface of the system.
7. Microsoft Office For presenting the documentation, Free
and writing some documents of
the
system.
8. E-Draw Max To design the diagrams needed by Free
the

System
9. Total 23150 Birr
Table 3 Project Expense

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Table 5.Project Expense

1.8.2. Intangible costs

Human knowledge is intangible; we gave a value for this intangible thing by making a
professional payment for the team members. The intangible costs to be acquired in developing
the system are:

– Human Knowledge

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Each project team member will have a payment throughout the project process.

Project Expenses
Expense Category and Items Detail Salary/Month
s
1 Balkew Girma A Team coordinator and 25,000 Birr

Developer
2 Wubetu Mulaw A System Developer and A 15,000 Birr
System Developer
3 Solomon Demile A System developer a A 10,000 Birr
System Developer

Total/Month 50,000 Birr

Table 6 Team members Salary

1.9. Functional requirement

Functional requirement is a requirement that used in software engineering and system engineering
to define a function of a system and its components, also used as input for system and software
design and must be used in system design.

Some commonly used functional requirements in our proposed system are: -

 Loan
 Customers
 Managers of ACSI
 Employees
 Coordinator etc.

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1.9.1. Nonfunctional requirement

A non-functional requirement is a requirement that specifies criteria can be used to judge the
operation of a system rather than specific behaviors. They are quality measures of the system. The
core non-functional requirement of the proposed computerized library management system is
identified as shown in the table below:-

Performance
 The system is very fast since it is automated.

 It works very well with short response time, high throughput (output relative to input)
and high availability.

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 Reduce costs and time waste by providing access to system in available place and
time where Internet connection is available.

Security:
Security requirement is very important in this project, including privacy. The administrator
should provide high security interface for user. In order to achieve this requirement, we (the
project team) should set up some standard such as security policy. Depending upon the
category of user the access rights are decided. It means if the user is an administrator then he
can be able to modify the data. All other users only have the rights to retrieve the information
from database. The external security should be provided by given login authentication. There
should be proper security regarding to the accessing of data by unauthorized user.
Reliability: The calculated duration of time should be reliable/ precise.

Reusability: The data and record that are saved shall be reused if needed that’s stored
in backup.
Persistency: The system endures and stores data permanently.

1.10. Project Quality management

The purpose of the QMP is to describe how quality will be managed throughout the lifecycle of
the project. After the goal is defined, the measures to ensure the level of standard should be
worked out. How will the customers be satisfied? – We tried to answer this question by deploying
the latest web developing techniques and making our system as attractive and as simple as
possible. What is the level of quality that the stakeholders are expecting? – The level of the quality
the stakeholders expect from us will be a better system than the other existing systems in this area.
How to determine if the quality measures will lead to project success? – The direct involvement of
stakeholders throughout the development of the system will determine the project success. When
all the answers to these questions are in place, tasks should be delegated to respective team
members and quality plans. The outcome from our quality plan will be

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Availability
– Our system will be available for authorized users at any time, without malfunction.

Security
– The system will be deployed in the organizations local server, it will not be
vulnerable for outside attackers and intruders.
– The system will have the best protection inside the organization. Our system will
provide each directorate with username and password. In which the password
will be stored in the database after being encrypted when created, so the database
administrator itself cannot access the accounts of the users by getting the
password from the database.
Performance
– Since the system will be deployed on a local server of the organization, the
network jam won’t be an issue. The system will perform without problem the
values in the database are stored for easy access, the relationship between tables is
clear there won’t be unexpected crash so far.

1.11. Software development model

The system we are developing is supposed to be accessible by the officers of each directorate.
Additionally, the project must be supervised not only by technology expert advisors, but also the
research areas experts like finance and development plan professionals. For that matter, we tried a
best method of system analysis and design, which allow us to integrate with the users and expert
throughout the development process. The system analysis and design method we are looking
forward to use is Agile Model it is based on iterative and incremental development, where
requirements and solutions evolve through collaboration between cross functional teams. It can
be used with any type of project, also enables more engagement from the user and to be
interactive. By breaking the product cycles, the A gile model quickly delivers a working product
and is considered a very realistic development approach. The model produces ongoing releases,
each with small, incremental changes from previous release. At each iteration, the product is
tested.

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We have chosen this model because it emphasizes interaction, as the users, developers
and tasters work together throughout the project.
 It decreases time required to avail some system features.

 It highly encourages face to face communication and continuous inputs from

customer representative, which leaves no space for guesswork.
 The end result is high quality software in the least possible time duration and satisfied customer.

1.12. Project Human resource management

Human resource management includes conducting job analysis, planning personal needs,
recruiting the right people for the job, orienting and training, managing wages and salaries,
providing benefits and incentives, evaluating performance, resolving disputes, and com
uniting with all employees at all levels.
No Project Activity Personnel week
1 Interview All 3
2 Document Analysis Balkew and Wubetu 3
3 Observation Balkew and Solomon 4
4 Producing Business case document Wubetu and Solomon 2
5 Producing Feasibility study Balkew and Wubetu 2
6 Meeting with management All 1
7 Producing Project plan All 2
8 Discussing Project plan with Project All 1
managers
9 Reproducing project plan Wubetu and Solomon 2
Balkew and Wubetu
10 Presenting the final Project plan 1

11 Designing interface Balkew 4

12 Interface tasting meeting Wubetu 2
13 Redesigning interface based on comment Solomon 2
14 Presenting the redesigned interface Balkew 1
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15 Team meeting before database design All 1

16 Database designing Balkew 4
17 Team discussion on database design All 1
18 Redesigning database based on the Solomon and Balkew 3
discussion
19 Merging the database and the interface. Solomon and Wubetu 2
20 Security and user privilege tasting Balkew and Solomon 2
21 Presentation of the project to the Balkew 1
management
22 Applying final comment on the system Solomo 2
n
23 Final presentation of the project All 1
24 Installing the system on the organizations All 3
server
25 Providing seminar and training All 3

Table 7 Human resource assignment

1.13. Project Communication management

A project communication plan helped us to keep projects on track, within budget and aligned with
clients' expectations, by clarifying who will communicate with whom, when and how. The more
precisely we craft our plan, the clearer communication will be and the smoother our project will
run.

Title Frequency Method Purpose Parties

Interface Monthly Meeting To acquire feedback System developers
tasting before the final
+
implementation
Employee of the
organizations
status report Weekly Email Review project status System
and discuss potential Developers To
issues or delays Project supervisors

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Interface Monthly Skype To evaluate the interface System

Developers

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Report design of the system &

Project supervisor
Team meeting weekly Meeting To evaluate each teams Team members

progress over the week.

Database Once Meeting To test and improve the System developers

security testing security of a system

Project review Every Meeting To present the status of System developers
3-Month the project and +
deliverables
Supervisors + Org
management

Table 8 project Communication Management

1.14. Project Risk management

A risk management plan is a document that a project manager prepares to foresee risks, estimate
impacts, and define responses to risks. It also contains a risk assessment matrix. By applying risk
management plan to our project we ensured that the risks are managed properly. Our goal when
we applied this concept was to reduce impact of negative risks and to increase the impact of
opportunities. The risk management plan provides a tool for reporting risk to senior managements
as well as the project sponsor and team.

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Identified risks
1. Architecture risk

- This risk refers to the errors in logical design of the database. For example if a
budget request of one directorate is approved but the budget is deducted from
other directorates balance.
2. Scope creep

- This happens when there is a change on the initially designed scope.

Sometimes the scope will get wider and sometimes narrowed.
3. Schedule risk

- When the project is delivered in some extent of delay from the date
promised initially.

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4. Resource risk

- When the resources initially assigned are not enough to deliver the
proposed system.
5. Data lose

- When the transaction data or the user information or any other budget related
data stored in this systems database is lost from server.
6. Performance risk

- When the system performance is damaged by problems happened on the

network connection of the organization.
7. Infrastructure risk

- When there is physical damage to the server of the organization could be

fire accident or earth quick this resulting the server to be Brocken or
fractured.
8. Security risk

- If there is a successful attack and lose of data due to the incident.

9. Procurement risk

- When there is a problem with procured material for the development of the system.

 No Risk type Approach Description

1 Architecture risk Avoidance -By testing the system in every scenario we

can prevent this risk from happening.

2 Scope creep Mitigation -Most of the time the slight change in scope
won’t hurt the organization or the developers,
we just try to reduce the damage as much as
possible.

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3 Schedule risk Mitigation -Most of the time schedules might be deviated

due to many reasons, our team still tries hard
to deliver the system on the promised date.
And if there must be a delay we will try harder
to reduce the damage resulting minimum
delay.
4 Resource risk Active -Most resource insufficiency cannot be easily

Acceptance predicted initially but whenever they happen

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the team will have a contingency plan to

Execute and replace the resource we run out.
5 Data lose Active -whenever the system will be forced to lose
data, we will have a contingency plan to
recover that data. We will do this by backing
up the daily data on a cloud server and
whenever some lose occurs on a specific data
or total database we will restore the datafrom
the online server into the companiesdatabase.
6 Performance risk Passive -The team cannot be ready and have
Acceptance contingency plan for every damage they
encounter, rather they deal with it as it
happens. Performance risk is such type of a
risk, no one can predict what type of
performance problem they will face.
Whenever this happens, the team will deal
with it as it happens.
7 Infrastructure Transfer -Any infrastructure might be damaged,
risk infrastructures like server, switch, network
media etc… such infrastructures are
implemented or leased from third party
material provider. Having warranty from the
provider or signing an insurance for properties
with no or expired warranties will be the best
risk response for such problems.
8 Security risk Avoidance -Security risk most of the times happens by
unauthorized user or entity. The project team
will determine any system flaws and checks
the security like if the encryption method is
obvious or easy before anything happens the
system.

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