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Loay Aladib
University of Malaya
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3-June-2015
Authors:
2
Probability/Impact Matrix............................................................................................................. 48
Summary of Risk Management ..................................................................................................... 52
Issue Log ........................................................................................................................................ 53
Progress Report 1 .......................................................................................................................... 55
Progress Report 2.......................................................................................................................... 56
Summary of Completed Deliveries ............................................................................................... 58
1- Functional Requirement Specifications ............................................................................ 58
2- Technical Requirement Specifications .............................................................................. 58
User Acceptance Test.................................................................................................................... 59
1- Supervisor Role UAT Test Cases (Supervisor) ................................................................... 59
2- Student Role UAT Test Case (Student1) ............................................................................ 59
3- Student Role UAT Test Case (Student2) ............................................................................ 59
Deliverable Acceptance Form ....................................................................................................... 60
1- Functional Requirement Specification .............................................................................. 60
2- Technical Requirement Specification................................................................................ 60
3- TMS User Manual .............................................................................................................. 60
Link Project Website ..................................................................................................................... 61
Customer Acceptance/Project Completion Form ......................................................................... 63
Lesson Learn Report...................................................................................................................... 64
3
Task Management System (TMS) for Research Student
Project Objective
To produce a web-based application that would be able to keep track records of each
progress of research, meeting discussion of supervisor and student research. Also, the system
would be able to provide a progress report of each student to their supervisor.
Our Product
Our team is producing an application which would able to keep track records of each
progress of research student and able to provide a progress report of each student to their
supervisor. The system, TMS provides a platform for research progression management to
achieve a centralized progression tracking. The supervisor and the student could have an
identical visual on research milestones and allowed to have the progress updated from time to
time.
The project was successful because the team was able to accomplish its main objective,
which is to provide the student of the University of Malaya a Task Management System tool
that will enable them to keep track of their research studies. The project was a success due to
teamwork, and great collaboration among the team members, thus project deliverables were
completed on time.
Our Documents/Tools
The team uses the following project management documents /tools; ProjectLibre,
Pencil, FRS (Functional Requirements Specification), TRS (Technical Requirements
Specification), Project Charter, Project Contract, Cost Estimation, Scope Statement, Progress
Report, Probability/Impact Matrix. Project management documents/tools help:
To organized project schedule, monitor each member's progress, keep track of what’s
going well and what’s not going well,
To an enhanced open source tool with reliable performance and serve its defined
purpose
Documentation risk was anticipated preventive measures were applied beforehand.
4
What Went Right?
For what went right scenario on this project is we managed to detect the problem early
on OSS orangeHRM that the OSS orangeHRM framework is not suitable to use as OSS to
develop TMS due to orangeHRM is more to providing admin functions for a company and it
has some limitations. We managed to detect the problem early as we are always regularly doing
the meeting and take seriously on each incoming issue and how to overcome it. The impact of
this problem for this project is high. If we have not detected the problem early, we may not
able to complete the project within the specified time.
For what went wrong scenario on this project is when we present a demonstration
system to our sponsor, we prepared only one laptop for the presentation. And in the middle of
the demonstration, our systems are not working as it should do. There is no timesheet activity
appear on the screen and play button also not working. Despite what happens, we still continue
demonstration and explained to our sponsor that our program still got bugged. Also, what we
can learn from this scenario is, never show a demonstration to project sponsor if the system is
not ready yet. We have learned it the hard way.
Several processes were learned by a team member on working on the TMS project as
follows:
Team meetings are vital in getting an effective solution and to carry out ability role
among team member. This mean, it is a committee exercise for leading an organization with
collective responsibility. The meeting is necessary for decision making, reporting, review,
problem-solving and discussion. Based on this TMS project, the developers have a problem
choosing the best open source system to cater requirement as existing non-computerize system.
So, a team member has learned to practice decision-making skills and compromise with the
other member decision before agreed the best solution. The best solution must be followed by
a team member as team agreement.
5
2. Exchange knowledge and information
Team member consists different background in which has a different idea to manage
the project. The knowledge sharing process involves team members interact to share ideas,
information, and suggestion. The process leads superior team performance by creating new
unique knowledge resource. For example, TMS is using open source systems and very difficult
to configure because the configuration file is not properly arranged. Exchange knowledge and
idea during a brainstorm, make the system easy to configure based on requirement.
Every team member has their own role and ability to handle assigned a task that needs
to be completed within the prescribed time. Team member works together to achieve one goal
which is the project must successfully and completed. Any ambiguous part in the project must
be solved together to get the high-quality project. Every task needs to be documented as
evidence and will be shown to project sponsor.
Every project needs strong leaders that should take full of responsibilities until project
success. The project manager also should know the strength and weakness of their team
member to the dis-aggregate task according to team member’s ability to achieve an expected
duration of the project.
Experience is a precious thing that cannot be learned by the book or formal class but
must go through the real working environment. The base of knowledge of working experience,
the project manager has their own way to deal with the problem and what should deliver first
and afterward. For example, TMS’s project manager has 2 years in managing .net framework
migration project from version 2.0 to version 4.0 at Shin-Etsu Handotai Company.
6
3. MBTI test.
MBTI test is the last process in selection project manager as confirmation whether the
project manager is the right person or not. The project manager should meet some criteria
decided by the organization before promoting as project manager. TMS’s project manager has
ISTJ type which is systematic, responsible, detailed, analytical, organized and stable. He
understands the system development cycle and has a clear mindset on the necessary item or
action should be taken care of throughout the project.
As a conclusion, based on three criteria from selection project manager, the TMS
project manager has fulfilled all the criteria; hence the project successfully achieved the main
of the objective. Thus, he did a good job in term of managing team member and task given
until the TMS’s project completed. Every team member gives full of contribution and support
to this project and helps each other with one team that have one goal to achieve. Every
ambiguous task is carried by all team members which do not let only one person handle it.
The final assessment of our project is basically our sponsor feels that this project can
be improved a lot in terms of delivering the system. We have done what the most projects
should have based on project management criteria and we deliver all documents related to the
project to project sponsor on time. Our project sponsor would recommend us that we can write
a simple program that will perform all requirements for the system rather than depend on any
open source software. Lastly, our project sponsor is happy that we deliver the project within
these three constraints on the project, which is delivering the project within time, budget and
scope.
7
Original, Actual Start, and End Hours
9
3.2.2 Define user
requirement 24/3/2015 1/4/2015 All 0.8 0.8 0.8 0.8 0.8 4 1 1 1 1 1 5
3.2.3 Define
functional
requirement 24/3/2015 1/4/2015 All 0.8 0.8 0.8 0.8 0.8 4 1 1 1 1 1 5
3.3 Development
3.3.1 Configure
module 1/4/2015 13/5/2015 Afiq 42 0 0 0 0 42 42 0 0 0 0 42
3.3.2 Configure
timesheet module 1/4/2015 13/5/2015 Nasyim 0 0 42 0 0 42 0 0 30 0 0 30
3.3.3 Configure
dashboard for each
user account 1/4/2015 13/5/2015 Loay 0 96 0 0 0 96 0 75 0 0 0 75
3.3.4 Configure
report 1/4/2015 13/5/2015 Yamani 0 0 0 0 48 48 0 0 0 0 48 48
3.3.5 Configure
notification 1/4/2015 13/5/2015 Chooi Ling 0 0 0 24 0 24 0 0 0 24 0 24
3.4 Integration and
Testing
3.4.1 Integration
testing 13/5/2015 20/5/2015 All 4.8 4.8 4.8 4.8 4.8 24 0 0 4.8 0 0 4.8
3.4.2 System test 13/5/2015 20/5/2015 All 4.8 4.8 4.8 4.8 4.8 24 0 0 4.8 0 0 4.8
3.4.3 Version finalize 13/5/2015 20/5/2015 All 3.2 3.2 3.2 3.2 3.2 16 0 0 3.2 0 0 3.2
3.5 Documentation
3.5.1 Functional
requirement
specification
document 1/4/2015 21/5/2015 All 4.8 4.8 4.8 4.8 4.8 24 0 0 0 24 0 24
3.5.2 Technical
requirement
specification
document 1/4/2015 13/5/2015 All 4.8 4.8 4.8 4.8 4.8 24 0 0 0 0 24 24
3.5.3 System
integration testing
report 1/4/2015 13/5/2015 All 4.8 4.8 4.8 4.8 4.8 24 4.8 4.8 4.8 4.8 4.8 24
10
3.5.4 User
acceptance testing
report 1/4/2015 13/5/2015 All 4.8 4.8 4.8 4.8 4.8 24 4.8 4.8 4.8 4.8 4.8 24
3.5.5 Cut over report 1/4/2015 13/5/2015 All 4.8 4.8 4.8 4.8 4.8 24 4.8 4.8 4.8 4.8 4.8 24
4. Monitoring and
Controlling
4.1 Progress Report 1
4.1.1 Fill up progress
report template 25/3/2015 1/4/2015 All 0.4 0.4 0.4 0.4 0.4 2 0.5 0.6 0.4 0.5 2 4
4.1.2 Assemble all
document for PR1 25/3/2015 1/4/2015 All 1.6 1.6 1.6 1.6 1.6 8 2 2 1.6 2 2 9.6
4.1.3 Prepare and
practice presentation 25/3/2015 1/4/2015 All 1.6 1.6 1.6 1.6 1.6 8 2 2 1.6 1 1 7.6
4.1.4 Post all info
online 25/3/2015 1/4/2015 All 0.2 0.2 0.2 0.2 0.2 1 0.3 0.5 0.2 0.2 0.3 1.5
4.2 Progress Report 2
4.2.1 Fill up progress
report template 1/4/2015 21/5/2015 All 0.4 0.4 0.4 0.4 0.4 2 0.4 0.5 0.4 0.4 0.5 2.2
4.2.2 Prepare est. vs.
actual hours
summary 1/4/2015 21/5/2015 All 0.2 0.2 0.2 0.2 0.2 1 1 0.2 0.2 0.1 0.2 1.7
4.2.3 Assemble all
document for PR2 1/4/2015 21/5/2015 All 1.6 1.6 1.6 1.6 1.6 8 2 2.5 2.5 2 2 11
4.2.4 Prepare and
practice presentation 1/4/2015 21/5/2015 All 1.6 1.6 1.6 1.6 1.6 8 2 2 2 2 2 10
4.2.5 Post all info
online 1/4/2015 21/5/2015 All 0.2 0.2 0.2 0.2 0.2 1 0.2 0.5 0.2 0.2 0.2 1.3
5. Closing
5.1 Assemble all
documents for
notebook 21/5/2015 3/6/2015 All 0.2 0.2 0.2 0.2 0.2 1 2 2 2 2 2 10
5.2 Receive project
completion from
sponsor 21/5/2015 3/6/2015 All 0.2 0.2 0.2 0.2 0.2 1 0.2 0.2 0.2 0.2 0.2 1
5.3 Prepare final
report 21/5/2015 3/6/2015 All 0.2 0.2 0.2 0.2 0.2 1 2 2 2 2 2 10
11
5.4 Prepare and
practice final
presentation 21/5/2015 3/6/2015 All 0.4 0.4 0.4 0.4 0.4 2 1 1 1 1 1 5
5.5 Post all info
online 21/5/2015 3/6/2015 All 0.2 0.2 0.2 0.2 0.2 1 0.2 0.2 0.2 0.2 0.2 1
5.6 Final presentation
completed(milestone) 21/5/2015 3/6/2015 All 0.2 0.2 0.2 0.2 0.2 1 0.2 0.2 0.2 0.2 0.2 1
592.5 542.6
Comparison Estimate of Hours to the Actual Schedule and Actual Hours Worked
Planning 45 43.8
Closing 7 28
Initiating, Planning and Executing task - Manage to finish on time and before estimation time
o Assembling all document for PR1 and PR2 and Final Report
12
Original and Actual Budget
14
3.3.5 Configure
notification Chooi Ling RM0.00 RM0.00 RM0.00 RM504.00 RM0.00 RM504.00 RM0.00 RM0.00 RM0.00 RM504.00 RM0.00 RM504.00
3.4 Integration and
Testing
3.4.1 Integration
testing All RM100.80 RM100.80 RM100.80 RM100.80 RM100.80 RM504.00 RM0.00 RM0.00 RM100.80 RM0.00 RM0.00 RM100.80
3.4.2 System test All RM100.80 RM100.80 RM100.80 RM100.80 RM100.80 RM504.00 RM0.00 RM0.00 RM100.80 RM0.00 RM0.00 RM100.80
3.4.3 Version finalize All RM67.20 RM67.20 RM67.20 RM67.20 RM67.20 RM336.00 RM0.00 RM0.00 RM67.20 RM0.00 RM0.00 RM67.20
3.5 Documentation
3.5.1 Functional
requirement
specification
document All RM100.80 RM100.80 RM100.80 RM100.80 RM100.80 RM504.00 RM0.00 RM0.00 RM0.00 RM504.00 RM0.00 RM504.00
3.5.2 Technical
requirement
specification
document All RM100.80 RM100.80 RM100.80 RM100.80 RM100.80 RM504.00 RM0.00 RM0.00 RM0.00 RM0.00 RM504.00 RM504.00
3.5.3 System
integration testing
report All RM100.80 RM100.80 RM100.80 RM100.80 RM100.80 RM504.00 RM100.80 RM100.80 RM100.80 RM100.80 RM100.80 RM504.00
3.5.4 User
acceptance testing
report All RM100.80 RM100.80 RM100.80 RM100.80 RM100.80 RM504.00 RM100.80 RM100.80 RM100.80 RM100.80 RM100.80 RM504.00
3.5.5 Cut over report All RM100.80 RM100.80 RM100.80 RM100.80 RM100.80 RM504.00 RM100.80 RM100.80 RM100.80 RM100.80 RM100.80 RM504.00
4. Monitoring and
Controlling
4.1 Progress Report 1
4.1.1 Fill up progress
report template All RM8.40 RM8.40 RM8.40 RM8.40 RM8.40 RM42.00 RM10.50 RM12.60 RM8.40 RM10.50 RM42.00 RM84.00
4.1.2 Assemble all
document for PR1 All RM33.60 RM33.60 RM33.60 RM33.60 RM33.60 RM168.00 RM42.00 RM42.00 RM33.60 RM42.00 RM42.00 RM201.60
4.1.3 Prepare and
practice presentation All RM33.60 RM33.60 RM33.60 RM33.60 RM33.60 RM168.00 RM42.00 RM42.00 RM33.60 RM21.00 RM21.00 RM159.60
4.1.4 Post all info
online All RM4.20 RM4.20 RM4.20 RM4.20 RM4.20 RM21.00 RM6.30 RM10.50 RM4.20 RM4.20 RM6.30 RM31.50
4.2 Progress Report 2
4.2.1 Fill up progress
report template All RM8.40 RM8.40 RM8.40 RM8.40 RM8.40 RM42.00 RM8.40 RM10.50 RM8.40 RM8.40 RM10.50 RM46.20
4.2.2 Prepare est. vs.
actual hours
summary All RM4.20 RM4.20 RM4.20 RM4.20 RM4.20 RM21.00 RM21.00 RM4.20 RM4.20 RM2.10 RM4.20 RM35.70
4.2.3 Assemble all
document for PR2 All RM33.60 RM33.60 RM33.60 RM33.60 RM33.60 RM168.00 RM42.00 RM52.50 RM52.50 RM42.00 RM42.00 RM231.00
15
4.2.4 Prepare and
practice presentation All RM33.60 RM33.60 RM33.60 RM33.60 RM33.60 RM168.00 RM42.00 RM42.00 RM42.00 RM42.00 RM42.00 RM210.00
4.2.5 Post all info
online All RM4.20 RM4.20 RM4.20 RM4.20 RM4.20 RM21.00 RM4.20 RM10.50 RM4.20 RM4.20 RM4.20 RM27.30
5. Closing
5.1 Assemble all
documents for
notebook All RM4.20 RM4.20 RM4.20 RM4.20 RM4.20 RM21.00 RM42.00 RM42.00 RM42.00 RM42.00 RM42.00 RM210.00
5.2 Receive project
completion from
sponsor All RM4.20 RM4.20 RM4.20 RM4.20 RM4.20 RM21.00 RM4.20 RM4.20 RM4.20 RM4.20 RM4.20 RM21.00
5.3 Prepare final
report All RM4.20 RM4.20 RM4.20 RM4.20 RM4.20 RM21.00 RM42.00 RM42.00 RM42.00 RM42.00 RM42.00 RM210.00
5.4 Prepare and
practice final
presentation All RM8.40 RM8.40 RM8.40 RM8.40 RM8.40 RM42.00 RM21.00 RM21.00 RM21.00 RM21.00 RM21.00 RM105.00
5.5 Post all info
online All RM4.20 RM4.20 RM4.20 RM4.20 RM4.20 RM21.00 RM4.20 RM4.20 RM4.20 RM4.20 RM4.20 RM21.00
5.6 Final presentation
completed(milestone) All RM4.20 RM4.20 RM4.20 RM4.20 RM4.20 RM21.00 RM4.20 RM4.20 RM4.20 RM4.20 RM4.20 RM21.00
RM12,442.50 RM11,394.60
16
Attachments
Project Charter
University of Malaya
Project Objectives:
To produce a web-based application that would be able to keep track records of each progress of
research, meeting discussion of supervisor and student research. Also, the system would be able to
provide a progress report of each student to their supervisor
Success Criteria:
Below are the success criteria to achieve the goal of the project and meet the deadline:
6. A competent team
7. Commitment to success
Approach:
This project will ensure that the new system can be successfully used by students and their
respective supervisors to keep track research progression from time to time.
Phase 1: Beginning the project – requirement discussion among team member to computerize and
automate from manual systems.
Phase 2: Developing the project – development process will translate to a very useful system
function for every requirement that has been planned.
Phase 3: Concluding the project – the system will be validated base on planned requirement and
baseline performance measured. Typical scenarios and contingencies will be explored to ensure the
most efficient failover processes will be possible.
18
Team Contract
Project Name: Task Management System for Research Student at the University of Malaya.
Project Leader: Emir Afiq Bin Ridzuan Project Sponsor: Dr. Chiam Yin Kia.
As a member of the group, I agree to meet the following points and will adhere to them
until the group task is complete.
A. Code of conduct:
As a project team, we will:
1. Demonstrate excellent personal, organizational skills and timekeeping.
2. Treat the beliefs and opinions of the other group members with respect.
3. Be honest and realistic in planning and reporting project scope, schedule and so
on.
4. Only agree to do the work that we are qualified and capable of doing.
5. See the project through completion.
19
3. Problem Solving: we will
3.1 Encourage every member to participate.
3.2 Encourage all ideas and build on each other’s ideas.
3.3 Use team tools when appropriate to facilitate problem-solving.
4. Decision Making: we will
4.1 Make decisions based on data whenever feasible.
4.2 Seek the suitable ideas and comments by all team members.
4.3 Entire team consensus is required before any decision is made.
C. Meeting Procedures:
1. Meetings will begin and end on time.
2. Complete all work by agreed deadlines.
3. Assigning of the task will be rotated among members.
4. Team members will come to the meetings prepared.
5. Provide constructive feedback that avoids personal insults
6. Agenda items for the next meeting will be discussed at the end of each meeting.
7. Attend all meetings with a positive frame of mind and the intention to contribute
proactively to the discussion.
20
Scope Statement
I. Project justification:
TMS provides a platform for research progression management to achieve a centralized progression
tracking. The supervisor and the student could have an identical visual on research milestones and
allowed to have the progress updated from time to time. Potential performance laid back or
unprogressively working plan can be identified at an early stage and appropriate action can be
discussed in order to meet the milestone as per planned. Apart from that, a centralized notification
channel for research study can be achieved to avoid confusion or message missed. Lastly, TMS
provides a dashboard which illustrates the overview of the research study distribution and
progression trending, the report will be generated on the portal.
1. Student features:
To be able to create a timesheet for recording the activity of the research student.
To be able to create an activity for the project this is owned by the student.
To be able to view the timesheet for the student
To be able to edit the student profile
2. Supervisor features:
To be able to create and edit a project for research students.
To be able to assign created a project for registered students.
To be able to view the timesheet for each student
To be able to edit supervisor profile
21
III. Product user acceptance criteria:
1. User (supervisor) must be able to create, edit and deleted project of the student. Description
and necessary field should be associated.
2. User (supervisor) must be able to assign a project to the user (student).
3. User (supervisor) must be able to view timesheet of the user (student).
4. User (supervisor) must be able to edit their profile.
5. User (student) must be able to create, edit and deleted activity of the project that is owned by
the student.
Description and necessary field should be associated.
6. User (student) must not able to create projects. Description and necessary field should be
associated.
7. User (student) must be able to view timesheet of the project owned by the student.
8. User (student) must be able to edit their profile.
9. User (student) cannot use the system without user (supervisor) creating a project and assign to
them.
10. User (student) must able to add timesheet under what project that has been assigned by the
user (supervisor).
22
IV. Summary of project deliverable
Project charter, a summary of communication, the scope of the statement, WBS, Team Contract, Draft
Schedule, Summary of MBTI Types, Cost Estimate, Progress Report 1&2, Final Report, Presentation
1&2, Final Presentation and any other documents required to manage the project.
Product-related deliverable:
1. Technical Requirement Specification Document: Document explains the qualities of TMS
system and its non-Functional requirement.
2. Functional Requirement Specification Document: Document explains the function of TMS
system and its components.
3. Google site of TMS project will include the following links:
o Main home page with a brief description and 3 subpages:
Project introduction
Project justification
Project objective.
o The sitemap, Our Team, and All templates related to the TMS Project.
o Progress report 1, progress report 2, Final presentation, Main deliverable.
o Help tap with a brief description about the amount storage space in our TMS Google
site:
Site quota 100 MB/site, Maximum attached size: 20 MB.
o Our open Source supports this Project.
23
Work Breakdown Structure (WBS)
1.0 Initiating
1.1 Project charter (PR1)
1.2 Kick-off meeting (PR1)
1.3 Team MBTI summary (PR1)
1.4 Google site initial set-up (PR1)
2.0 Planning
2.1 Draft scope statement (PR1)
2.2 Team contract (PR1)
2.3 Excel draft schedule (PR1)
2.4 Gantt chart (PR2)
2.5 Updated scope statement (PR2)
3.0 Executing
3.1 Communications
3.1.1 Document team meetings
3.1.2 Document sponsor meetings/feedback
3.1.3 Update Google site
3.2 Project related deliverables
3.2.1 Configuration module
3.2.2 Configure timesheet module
3.2.3 Configure dashboard for each user account
3.2.3.1 Student dashboard
3.2.3.2 Supervisor dashboard
3.2.4 Configure report
3.2.4.1 Student report
24
3.2.4.2 Attendance summary report
3.2.5 Configure notification
3.2.5.1 Mail notification
3.3 Product related deliverables
3.3.1 Functional requirement specification document
3.3.2 Technical requirement specification document
3.3.3 System integration testing report
3.3.4 User acceptance testing report
3.3.5 Cut over the report
5.0 Closing
5.1 Project notebook
5.1.1 Assemble all documents for notebook
5.1.2 Receive project completion form from the sponsor
5.1.3 Prepare final report
5.1.4 Prepare and practice final presentation
5.1.5 Post all info online
5.1.6 Final presentation completed (milestone)
25
Gantt Chart
27
28
29
30
31
32
33
34
Communication Summary
Overview and project aim Task Management System for research student is a project which
conducts in order to provide a web-based application called Task
Management System (TMS) for research student of University
Malaya (UM). It is an application which provides a platform for
the research student to update their plan and milestone of their
reports periodically. This project is to produce an application
which would able to keep track records of each progress of
research student and able to provide a progress report of each
student to their supervisor.
Outline of process and Initially, team members recognize some of the major problem
planning stage using the existing manual system to counter the problems. Team
members brainstormed to the proposed new computerized system
that will become more effective. Sketches were created and
discussions were held regarding the proposed function of the
system that given name Task Management System (TMS).
Outline of initial design stage Following the development of these designs, team members
agreed to use OrangeHRM framework as a platform to develop the
TMS system. Some of the module functions in the framework are
reusable and it has been tested the functionality to be meet the
requirement. Early prototypes of these functions included the
module of supervisor, research student, and administrator of the
system. System testing will be conducted to make sure user
satisfaction.
Kick-Off Meeting
19/3/2015; 9 pm
Meeting Objective: Get the project kick-off, an effective start by reviewing project goals,
deliverables, purpose and discussing future plans
Agenda:
Date and time of next meeting: 24-3-2015; 7 pm; Tuesday; Face to face via meeting.
36
Planning Meeting: 24/3/2015
Planning Meeting
24/3/2015; 7 pm
Meeting Objective: Get an understanding of the project tasks, timing, and resource
requirement.
Agenda:
Date and time of next meeting: 31/3/2015; 6 pm; Tuesday via WhatsApp or Skype meeting.
37
Progress Meeting: 31/3/2015
Progress Meeting
31/3/2015; 6 pm
Meeting Objective: To review and integrate documents needed for Progress Report 1
submission.
Agenda:
Review of project charter document, project scope, WBS, team contract document,
draft schedule.
Discuss and added in some missing section in progress report like Cost estimation,
summary communication, progress report, summary of MBTI
Integration of the entire document above.
Discussion of MBTI reports for each team member.
Date and time of next meeting: 1/4/2015; 10 am; Wednesday via WhatsApp or Skype
meeting.
38
Progress Meeting: 1/4/2015
Progress Meeting
1/4/2015; 6 pm
Meeting Objective: To review the latest version of the progress report and to sign off project
charter
Agenda:
Date and time of next meeting: 2/4/2015; 6 pm; Face to Face meeting
39
Progress Meeting: 2/4/2015
Progress Meeting
2/4/2015; 6 PM
Meeting Objective: Brainstorming about new open source software which can capably with
the requirements of TMS project
Agenda:
Have a brainstorming section with the team member to retrieve new ideas on which
OSS system that can be used in order to replace orangeHRM to fulfill the requirement
of TMS project objective
Decide to use kimai OSS and Yamani, Nasyim, Loay, 5 pm; 12/4/2015
everyone needs to study on Afiq and Chooi Ling
this OSS and feedback by
12/4/2015
40
Progress Meeting: 12/4/2015
Progress Meeting
12/4/2015; 5 PM
Meeting Objective: Share and Review of findings of Kimai Open source software (OSS)
Agenda:
A review of every team members findings on using kimai open source software to
build the TMS application
Decided to use kimai OSS and Yamani, Nasyim, Loay, Ongoing until the end
the team need to start to install Afiq and Chooi Ling of development phase
kimai and start their part of the
development
Date and time of next meeting: Does not specify a time and date due to will have it if
necessary.
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Progress Meeting: 4/5/2015
Progress Meeting
4/5/2015; 7 PM
Meeting Objective: To discuss and share knowledge on the configuration and issues faced
by the team during the development phase
Agenda:
Discuss on the issue faced by the team member when to configure kimai OSS to the
suite TMS project objective.
To share some PHP language knowledge among the team member
Help each other in a team on Yamani, Nasyim, Loay, Ongoing until the end
how to configure properly or Afiq and Chooi Ling of development phase
work in kimai OSS.
Date and time of next meeting: Does not specify a time and date due to will have it if
necessary.
42
Progress Meeting: 13/5/2015
Progress Meeting
13/5/2015; 7 PM
Agenda:
Discuss on how to design the website banner for the TMS application
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Progress Meeting: 20/5/2015
Progress Meeting
20/5/2015; 9 PM
Meeting Objective: To decide the content of the slide presentation of progress report 2
Agenda:
Gather to update on the slide which will be presented in the progress report 2.
Presentation slide was updated together via Google slide
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Progress Meeting: 24/5/2015
Progress Meeting
24/5/2015; 9 AM
Agenda:
Gather together to update all the necessary documentation for progress report
submission and to update Google site
The documentation was updated Google excel and Google word
Date and time of next meeting: Does not specify a time and date due to will have it if
necessary.
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MBTI Summary
understands the system development cycle and has a clear mindset on the necessary item or
is applicable to enrich the TSM functionality. Apart from that, he tends to provide innovative
developing the system. He is adaptable and able to work across different modules. Thus he
and good in personal skill. She used to drive the progress of a meeting or project progression
implementation approach or potential risk. Apart from that, she helps to define the objective of
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Probability/Impact Matrix
ID No. Rank Risk Description Category Root Cause Triggers Potential Risk Owner Probability Impact Status
Responses
Risk 1 Misunderstand Misunderstand in Structure/process Not apply Project sponsor Apply many Team Medium High The PM will
1 in gathering gathering Risk many not happy due to techniques in Member get feedback
requirement requirement base on techniques in some function gathering from the
observation gathering not included in requirements project
technique to study requirement. the system such as interview sponsor from
the current process lecturer and time to time
of tracking progress student about the
research student. current process in
tracking student
research
schedule.
Risk 2 Change The initial OSS Technology Risk Insufficient of A development Find other open Project Low High A
2 framework [orangeHRM] which background team member source software Manager brainstorming
decided to be used to reading of who works with that is suitable section is
develop TMS project orangeHRM orangeHRM with the TMS conducted to
were changed to before figure out this project figure out the
another OSS due to choosing the limitation requirement suitable OSS
incapability of framework to for TMS
orangeHRM which develop TMS project.
is not able to support project.
more than 17 users
and the OSS is more
suitable for human
resource department
Risk 3 Unfamiliar None of the team Technology Risk We randomly A team member Make sure the Team Low High The PM will
3 Open source members has choose an open who works on team go through Member get feedback
system knowledge or source which the development the from the team
experience in kimai full fill the of this OSS documentations member from
open source system. TMS project figures this out. and forums time to time
requirement to provided by the
avoid building kimai OSS on
the TMS their website to
system from further
scratch understand this
OSS
Risk 4 Lacking in Kimai open source People Risk We choose the Development Refresh again or Development High Medium The team will
4 PHP language software was OSS based on team voice out learn the basics of Team help each
knowledge developed using the requirement this issue when the PHP Member other in the
PHP language and of TMS project TMS project programming development
none of the team has rather than was agreed to knowledge process.
much knowledge of choosing an develop on top through some
the PHP language in OSS based on of Kimai OSS tutorial on the
order to use the the language internet.
kimai OSS to that the team
develop TMS member used
project. to it
Risk 5 Kimai system The chosen Kimai Structure/process We did not go Development Develop new Development High High The
5 prototypes not open source system Risk deeply team realized module and Team development
suitable to structure is difficult assessment some of the integrate with the Member team
cater standard to understand, such about Kimai Kimai's module existing module brainstorms
procedure as to create new structure to difficult to in Kimai together to get
process. privileges for know further configure based software. the best way in
Workgroup. how it really be on requirement. developing
functional. new modules
for meeting
the
requirement.
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Risk 6 Time We face sometimes Structure/process Improper Incapability of Another team Team member Medium Medium The PM
6 constraint issue due to the Risk planning and orangeHRM was who manage to should keep
improper planning decision identified in the finish their task tracking his
on the OSS making. execution phase earlier can start to team's work
framework to be by the help those who from time to
used which end up development do not to meet the time and
dragging our team delivery time. assign tasks
development time accordingly
Risk 7 Creating We face some issue Technology Risk No suitable Find out when We will provide Development Low Low Other team
7 website in designing the resource [team the development with a simple Team members
banner website banner for member] who team needs to TMS logo using should review
our TMS application has a good replace the paint software or and provide
due to none of us is knowledge in kimai website with university feedback on
good at using a designing and banner with Malaya logo the designed
designing tool handling TMS website since this system website
designing tools banner is to manage time banner.
who can for research
accomplish this student of
task University
Malaya
Risk 8 Lack of Installation issue due Technology Risk The team Development Recognize every Development Low Medium The PM
8 flexibility on to existing hardware member did team finds out error and re- Team should concern
system and operating system not assess the some bug or configure the Member this issue and
architecture at client side not current error using installation get feedback
compatible with the architecture on installation module till the from
proposed system. the client side process Kimai can install developer
whether smoothly with no from time to
compatible for error. time
Kimai or not.
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Risk 9 Low team Many problems People Risk Lack of Team member The project Team Low Low PM need to
9 motivation to happen in the mid of knowledge in confuses which manager should Member decide at the
continue the the project will lack open source one is the best decide what is the first meeting
project motivation among system due to system need to best system to use and no more
team member. the use since at the changes at the
configuration beginning stage mid of the
file is not project.
standardized
and often
changes the
new system.
Risk 10 Potential The OSS security Technology Risk Source code The The database Project Low Medium The team
10 security module might not and software development name and the Manager needs to
vulnerability cater to all potential architecture are team found out table prefix name carefully use
attacks. disclosed to the the usage of have been kimai OSS in
public. A kimai name in changed from order to hide
potential the source code kimai toTMS to the usage of
hacker may and database hide the identity this open
take the upon installation of kimai OSS in source except
advantage to of kimai OSS. TMS application. in Technical
intrude the Information about specification
system. kimai OSS will document.
be only specified
in the technical
specification
document.
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Summary of Risk Management
Risk 6
Medium Risk 1
Risk 8
Risk 7 Risk 2
Low Risk 10
Risk 9 Risk 3
Impact
Issue Log
Issue Log
Date 21/05/2015
Impact on Date Priority
Issue # Issue Description Reported By Assigned To Due Date Status Comments
Project Reported (M/H/L)
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Progress Report 1
Progress Report 1
1 April 2015
Project Name: Task Management System (TMS) for Research Student
1. Project Charter
2. Scope Statement
3. WBS
4. Team Contract
5. PR 1 Template
6. Update Google site
1. Gantt chart
2. Update scope statement
3. Get additional sponsor feedback
4. Configuration of project related deliverables
5. Configuration of product related deliverables
Great team camaraderie, very good communication among the team members,
tasks/assignments are well divided in each team member, resulting in on-time delivery of
needed tasks prior to first reporting schedule.
Difficulties on which open source to use that can be configured based on the project
specification.
Suggestions/Issues:
Progress Report 2
22 May 2015
1. Gantt chart
2. Presentation 2
3. Progress report 2
4. Update Google site
5. Update scope statement
6. A probability/impact matrix
7. Get additional sponsor feedback
8. Technical requirement specification
9. Functional requirement specification
10. A summary of completed deliverables under executing
11. A comparison and explanation of estimated versus actual hours to date
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What’s not going well and why?
The team was not able to deliver the customization of the system’s email notification
feature due to the complexity of the said task, and the time allocated for the task is not
enough to deliver it on time.
Suggestions/Issues:
Issue 1: Allocated time is not enough to complete the email notification configuration given
that the task is too complex and it needs further research to be able to configure it based on the
team’s desired feature and schedules.
Suggestions:
Further research on how to configure email notification feature of Kimai
is needed.
Enough time should be allocated to this task.
Project changes:
The team decided to use Kimai over the orangeHRM framework because Kimai is
easier to update and customize and feature wise Kimai is more user-friendly compared to the
orangeHRM framework.
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Summary of Completed Deliveries
1- Functional Requirement Specifications
TRS is a document explaining the function of TMS system and its components
FRS is a document explaining the qualities of TMS system and its non-Functional
requirement.
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User Acceptance Test
1- Supervisor Role UAT Test Cases (Supervisor)
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Deliverable Acceptance Form
1- Functional Requirement Specification
See the attached PDF file for more details in supplementary resources
See the attached PDF file for more details in supplementary resources
60
Link Project Website
61
Figure 3: Progress Report 2 Tab
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Customer Acceptance/Project Completion Form
See the attached PDF file for more details in supplementary resources
63
Lesson Learn Report
Lessons-Learned Report
4 Jun 2015
Project Name: Task Management System (TMS) for Research Student
2. What was the success criteria listed in the project scope statement?
Success criteria listed in the project are delivering the project within the scope statement.
4. What were the main lessons your team learned from this project?
Decision-making skills, exchange knowledge and information and managing IT project as
real.
7. What will you do differently on the next project based on your experience working on
this project?
We will spend more time in the planning stage and collect/identify all the requirement
needed rather than planning to execute.
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