AWASH BANK

Audit Findings Reporting and Follow-up Management

System (AFRFMS)

PROJECT CLOSURE REPORT

Approval List

Version No. Author Completion Date

1 Meseret akalu February 15 ,2024

Document Approval List

Approved By Role Signature Date

Yohannes Bekele Manager, Technology February ,2024
Projects

Document Distribution List

Name Role Date

Tilahun Temotewos CTO February ,2024
Nurfeta Legesse Director, Program Management February ,2024
Office

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Table of Contents
Contents
1. Executive Summary .................................................................................................................................. 1
2. Introduction ............................................................................................................................................... 1
2.1 Background ........................................................................................................... 1
2.2 Project Scope ........................................................................................................ 2
2.3 Project Successes & Challenges ................................................................................... 2
2.3.1 Project Successes ................................................................................................. 2
2.3.2 Project challenge ................................................................................................. 3
2.4 Project Team ........................................................................................................ 3
2.5 Project Partners & Stakeholders .................................................................................. 4
3. Project Goals, Objectives, Deliverables .................................................................................................... 5
3.1 Project Performance Measures .................................................................................... 6
3.2 Project Schedule .................................................................................................... 6
3.3 Project Budget ....................................................................................................... 7
4. Quality of Final Deliverables ..................................................................................................................... 7
4.1 Suggestions for Improvement ...................................................................................... 8
4.2 Project Archives ..................................................................................................... 8
4.3 Lesson Learned Report ............................................................................................. 9
5. Appendixes ............................................................................................................................................. 12

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 1. Executive Summary

The project has reached to closure after confirmation of the achievement of the main
project objectives and goals. The Audit management system is deployed to production on
February 2 ,2024. Generally, this document contains scope, goals, objectives and
deliverables of the projects and analyzes if there is a variation from the initial and actual
aspects. Successes and challenges of the project as well as project performances arealso
clearly presented in the document.
Project teams, stakeholders, schedule, budget and quality of the projects were also
compared from what was planned to what actually achieved and finally some improvements
were also suggested. The contents in this document and other supporting documents will
be kept as future references.

2. Introduction

2.1 Background
The project is intended to automate the process of Audit in internal Audit management
offices which is crucial step towards improving the accuracy, efficiency, and reliabilityof
Audit activities. Audit is a time consuming and tedious process that requires a high level of
attention to detail to ensure the accuracy. Automating the Audit process can reduce the
risk of errors, minimize the time required for manual intervention, and enhance the overall
quality of the Audit records. The system has the capacity to reduce the amount of efforts,
time and increases team’s efficiency and full fill all the requirements of the division in
payment and settlement module.

Generally, this project is closed because all the project objectives and deliverables have
been met, the web application is deployed to test server and all the requirements, required
services and features of the software are tested and get approval as confirmation of systems
fit for the business purpose.

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 2.2 Project Scope

The scope of this project is to deliver working web applications that will automate the

process of automation in internal audit chief level. The system is developed from scratch

based on the requirements gathered from Audit division. The web applications are deployed

in test server before go live and its functionality and administration as well as security is

tested by respective departments from the business team, IT service management,

application management and IT security team. Appropriate signoff of documents is attached

here as to signify the web applications fulfills all the requirements of the business.Over all

the Project has satisfied the all scopes mentioned in project charter and there is no change

in scope during the development or testing phase of the project time line.

2.3 Project Successes & Challenges

2.3.1 Project Successes

The project is initiated to successfully automate the manual work of Audit of the bank from

adding list of finding, assign auditee finding to the auditee up to the rectification and

deliver reliable report to decision makers.

The below points are success achieved during the upgrade

• The AUDIT management system (IS audit module, Finances audit module,

inspection audit module and manage audit module) is build, deployed and

configured for operation, all requirements are fulfilled and accepted by the

functional team.
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 • The functional team has frequently engaged on every development of the

system to shorten and ease the development life cycle.

• We were able to explore different areas of work streams and data sources as

we implement the application information accuracy otherwise it was not

possible.

• Successfully conducted user training which directly uses the system.

2.3.2 Project challenge

Here are some common project challenges that may arise during the creation of a project charter:
 Scope Creep: Ensuring that the project scope is well-defined and agreed upon by all stakeholders
can be challenging. Scope creep, which involves uncontrolled changes or additions to the project
scope, can lead to delays.
 Stakeholder Alignment: Engaging and aligning stakeholders with the project goals and objectives
can be challenging, particularly if there are multiple stakeholders with conflicting interests or
priorities. It's essential to identify key stakeholders early in the process and involve them in
charter development to ensure buy-in and support.
 Time Constraints: Establishing realistic timelines and deadlines for project deliverables can be
challenging, particularly if there are external dependencies or constraints that impact the project
schedule.
 Communication Issues: Ensuring clear and effective communication throughout the charter
development process can be challenging, particularly if there are communication barriers or
misunderstandings among project team members or stakeholders.
2.4 Project Team

The project team has incorporated team from business or functional team and Business

analyst team from IT strategy and Business analyst directorate for gathering requirements

and testing the web application, one IT service management division staffs for technical
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support and software administration, Technology Project Division staff along with Project

manager for assisting the testing phase with required resource during project period,

monitoring, communicating and documenting project progress.

2.5 Project Partners & Stakeholders

The project involved different stakeholders mostly from internal team. The main project

partners were awash bank Internal audit offices, IT strategy and Business analysis

directorate, in house system development team from Program Management directorate and

it services management and application management team. In order to achieve better

communication process for the business and project team, face to face meeting was

conducted frequently with the internal

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team, telephone communication was used to when the email communications didn’t get

response from respective departments. Email is used to indicate project milestones and

critical issues we faced in the project period.

The banks project team has demo and discussion on critical milestones of the project. At

the end of the project the interests of all stakeholders were satisfied at satisfactory level,

and all the project outputs and stakeholder requirements are meet.

Project Results

3. Project Goals, Objectives, Deliverables

The main objective of the project was to deliver AUDIT m a n a g e m e n t system which
incorporates the current needs of the business. The delivery was achieved successfully at
satisfactory level and is currently live and the users are using the service allowed based on
the role, authorization level and permissions they have on the system. The overall project
objective was understood by all the concerned stakeholders. There is no major variation on
the initial and actual project goals and objectives of the project and on the deliverables
achieved. The major deliverable was achieved successfully.

SN Project Objectives Actual Project Performance

1 AFRFMS project , build, testing and Done
deployment

2 Doing UAT and testing functional, admin, Done

technical and security tests

3 Deploying on production Done

4 Produce deliverable documents Done

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 3.1 Project Performance Measures
Based on the predefined milestones on the project charter and based on the actual
implementation of the project. the below project deliverables are produced and submitted.

 BRD Document
 Project Plan
 Deliverable Documents
 Signoff documents

SN Corresponding Deliverables Actual Performance of Project Milestones

1 Business Requirement Document Done, Refer appendix

2 AFRFMS project , build, testing and Done

deployment

3 User acceptance testing Done

4 Support for UAT Done

5 After Go-live Support Done

3.2 Project Schedule

As per the predefined milestones dates on the project plan, we had aimed to complete the project on
schedule. However, due to the complexity of the module, we have encountered unforeseen challenges
that have necessitated an extension of one month beyond the original plan

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 3.3 Project Budget
As the project is in-house project there is no budget allocated. The bank used its own
resource available for the project.

4. Quality of Final Deliverables

To assure all the required services and features are available on enhanced software, the

bank software test team, software administrations from IT service management team,

software security test cases from IT security and functional testers from functional

department has prepared a test cases on different modules of the software such as software

administration test cases, technical test cases related to GUI, compatibility and validation

test. And test cases for security related test cases were prepared for testing the full

functionality of the system.

The project has fulfilled all of the project requirements and all the project deliverables are

achieved at satisfactory level as documented.

Additionally, we have prepared user manuals and admin guild for each roles in the system, we

believe it will help the new entrant to easily grasp concepts and steps to use the system

effectively.

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 4.1 Suggestions for Improvement

 Major requirements and business needs should be identified since the inceptions of

requirement gathering

 Detail Requirements definition and Realistic schedule should be done at the beginning

of the project.

4.2 Project Archives

Based on the predefined milestones on the project charter and based on the actual
implementation of the project the following project deliverables are produced and
submitted. Those documents can be used as resources of similar projects in the future.
 Project Charter
 BRD Document, functional Matrix
 Deliverable codebase in git lab,
 https://10.10.13.101/AbebayehuA/afrfms
 https://10.10.13.101/AbebayehuA/inspection_module
 https://10.10.13.101/AbebayehuA/is_mgt_module

 Signoff documents
 Audit management system Quality Assurance Document.

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The contents in these document and other supporting documents are kept on for
https://portal.awashbank.com/it/bso/_layouts/15/start.aspx#/PMO%20Documents/Forms/AllItems.as
px/Awash Bank Audit Finding Reporting and Follow-Up Project

access to relevant offices. And all documents related to the project are kept in
hardcopy.

4.3 Lesson Learned Report

Lessons Learned
Recommendation
Description Analysis
What could be
Describe the issue, What was the root cause of the
implemented to
what happened problem/success? What factors
improve/continue
and the results contributed? the situation?
Requirement The Business requirement documents Detail Requirements
definition and didn’t capture the full detail scope definition should be
Management of the project. done at the
beginning of the
project.

Schedule Elapsing of timetable which was Realistic schedule

development and caused by additional requirement. should be planned at
control delayed testing. the beginning of the
project.
Scope definition The high-level scope for the project
and were maintained and managed.
Management
Quality Planning The project team were working
and control closely by preparing and testing the
different test cases to make sure
that the developed service
maintained quality and accuracy.
Cost control Since the project is in-house the
bank uses its own resource.

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Team Planning The team were working closely
development and withthe project manager and
Performance developersin order to have a
better team performance.

Communication Team communications was by

Management establishing a formal and informal
communications channels
communication barriers were
handled
Reporting Proper reporting mechanism were
followed during the course of the
project
Risk Management • By discussing with IT and The risk of
Business functional continuing the
managers and project development of this
teams the resource issue project is reduced
was handled. by going live the
• By establishing a formal and build version of
informal communications Audit management
channels communication system(IS and
barriers were handled Management )
• By meeting stakeholder, we
were able to conclude the
Payment and settlement
module in project time as it
may take more than
planned time for other
Projects milestones.

Stakeholder All the concerned stakeholders

engagement were involved during the course of
the project.

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Process Improvement The system has captured existing Process changes
information workflows and process flows used should be
by the directorate. No changes communicated
were made during or after the early.
development of the web app
solution.

Product specific The web applications are System and

information developed by segregating business database level
layer and data layer, the design should be
development has backend which is done before the
developed using java spring boot inception of the
and frontend with angular 14.2. development.
different JS frameworks are used to
increase the application usability.

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5. Appendixes
Project charter

Project Plan

BRD Document

Sign-off documents

Project Quality Assurance report document

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