Project Overview Statement

Executive Summary
Project Name: Document Management Solutions (shortly called as “Docu”)
Department: Client Services
Last Updated: 27-Dec-2006
Author: Ganesh
Project Manager(s): Ganesh (CS) / Bala (Eng) / Lenin (IT)
Executive Sponsor: Krishnaji / Prajit Foundations
Project Department Owner: Murali Krishnan/PK

Project Business Case

Project Overview
a) To centralize the storage of the different drawings, documents that are created from the
present applications of Prajit foundations.
b) Creating a distribution list for the different users to perform functions like add, edit and
delete the documents and drawings that are created.
c) To create an authorizations and approval process flow for the different drawings and
documents that are submitted to the decision makers.
d) To have control on the documents that are modified through a version control system
for the drawings for any future review process.
e) Creating a log system to monitor the usage and access information of the drawings for
the different users.
f) Creating an IT secured environment and infrastructure for the drawings and the
information to be accessed by restricted users only.
g) Creating a global access system for these documents and information to be accessed
over a secured intranet facility.

Business Issue/Opportunity

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a) Delay in reviews and back checks of the different documents and drawings.

b) In ability to access the information outside the office premises of Prajit.

c) Lack of monitoring to track the access of the documents or history of the documents
that are being made.

d) Lack of secured access for the different users in the system.

e) No Version Controls of the documents to track the construction change orders

Project Business Goal

a) Centralized storage of the different drawings, documents that are created from their
present application.
b) Distribution list for the different users to perform functions like add, edit and delete the
documents and drawings
c) Authorizations and approvals of the different drawings that are submitted to the users
d) Version Control management of the drawings for future review process
e) Log Systems to monitor the usage and access information of the drawings
f) Secured environment for the drawings to be accessed by restricted users only

Primary Project Objectives

Primary Project Objectives

a) Centralized storage of drawings and information for the different users to access across
WAN, LAN, Intranet and through web.
b) Secured and Authentic environment for the drawings and documents for authorization and
approval process.
c) Creating an IT infrastructure for hosting the same for a stable application.

Project Benefits

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Project Benefits

• Centralized communication channel of information for easier and quicker decision making
at critical situations which will reduce around 80 % of present communication channel cost
of access to this information.
• Controls and business rules for unauthorized access of information will keep the drawings
and documents safe.
• Common repository of information of all the drawings and documents will benefit the
customer by reducing around 90% of the time spent in search of unidentified drawings and
documents.

Primary Project Deliverables

Milestone 1: Project Requirement Assessment - IT & Software

• IT Requirement Assessment Sign Off

• Software Requirement Assessment Sign Off

Milestone 2: Development Environment Build – IT & Software

• IT Infrastructure Environment Ready to go state with Zero tolerance.

• Software development complete and tested
• Internal QA Sign Off for project delivery

Milestone 3: Implementation and Integration Onsite

• Implementation of the 3rd party software for all the different end users.
• Deployment and Integration of Trans E Software in the Repository Server.
• Check for the connectivity through the different network channels for the drawings and
documents

Milestone 4: Training and UAT Live Run

• Training and Support Manual for all the software being implemented.
• Two day training program for different end users on the system.
• Live Run Support for end users to start using the system

Project Interdependencies and Inputs

Project Interdependencies and Inputs

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 Project Overview Statement—Executive Summary

• Kosmic Music – Solutions provided for Kosmic Music could be ported on the same platform
of this project as both the offices are in the same floor.
• FMS – Status of this application and need for those information in to the proposed solution
sets.

Project Conditions

Project Assumptions

• Auto CAD Design Review would be the software that would be used to review the drawings
at the client machine.
• Draftsman who are creating the drawings should convert the same in to a .dwf file and then
store it in the repository
• IT Resources that are presently available are being shared for this solution.
• Simple Linear Work flows for the authorizations and approvals.

Project Issues

• Adaptability of the Draftsman to create a .dwf file for all the drawings being made.
• Present IT Infrastructure and also the connectivity of internet through a DSL.
• Usage of Windows environment, the AutoCAD design review would not open in a Mac
Version. As the Executive Sponsor is using a Mac System the changes in the IT Assets
should be taken care.

Project Risks

• Many external vendors and implementation of their software and hardware is involved. So
there could be a risk of schedule delay if any vendors don’t turn up on time.
• As the Key End users travel most frequently the availability of their time for implementation
and training is mandatory.

Project Constraints

• Delay or Schedule changes by the end users would be a major constraint for coordinating
the different vendors and hence the implementation would get longer.
•

Project Critical Success Factors (Key Performance Indicators)

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Project Critical Success Factors

• Schedule Performance index against milestone stages should not be more than (+) (-) 5%
deviation.
• Cost performance index for project cost against the revenue with not more than (+) (-) 10%
deviation.
• Project Controls tracking and review for future projects should be continuous

Project Duration Estimates

Project Milestone Date Estimate Confidence Level

Project Start Date [mm/dd/yy] High

Milestone 1 [mm/dd/yy] High

Milestone [mm/dd/yy] High

Milestone 3 [mm/dd/yy] High

Milestone 4 [mm/dd/yy] High

Project End Date [mm/dd/yy] High

APPROVALS

Prepared By ______________________________________
Project Manager

Approved By ______________________________________
Project Sponsor

______________________________________
Executive Sponsor

______________________________________
Client Sponsor

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