1. THE DEVELOPMENT AND IMPLEMENTATION OTRAINING AND DEVELOPMENT MANAGEMENSYSTEM (TraDeMS)

2. PROJECT MANAGEMENT PLAN Group Project By Zurina binti Jusoh (2011562991) Wan Jasrini binti Wan Abbas (2011131341) Noor Shakila binti Ahmad (2011501835) Masyareta binti Mohd Som (2011311701) Submitted toShamsudin Md Sarif 4 January 2014 3. INTRODUCTION This Project Management Plan is being prepared for(Training Department for XXX) The purpose of the Project Management Plan o A detailed written overview of the TraDeMS projects. o It includes information related to staffing, budgets, time lines,deadlines, quality, change and risk management, goals and measurements. o To document planning assumption and decisions, facilitate communication among stakeholders, document approved scope, cost and schedule baselines. o Helps to keep the project on track and on budget. o It can help the management team to track the problem and identify a solution if something goes amiss with the project. 4. THE SUMMARY OF PROJECT CHARTER Purpose of Project Charter The Project Charter defines scope, objectives, deliverables andoverall approach for the work to be completed. It is an important element for initiating, planning, executing,controlling, and monitoring the project. It is the master document for the project and should be thesingle point of reference on the project for goals and objectives, scope, organization, schedules, deliverables, and budget. 5. THE SUMMARY OF PROJECT CHARTER Business Problem Each state has its own management that will manage all districtswithin the state. XXX is a branch under management sectors that govern all 9 districts in Selangor. No mechanism or even a system to handle and manage all the training information on in Selangor as all of it is being handled separately by each district in Selangor. Manual practiced are troublesome The Development And Implementation Of Training And Development Management System (TraDeMS) Project o A concept of integrated application that provides facilities that are more organized and effective to accelerate the process. 6. XXX BRANCH NO.BRANCH1 2 3 4 5 6 7 8 9 10 TOTALHQ- SHAH ALAM KLANG PETALING GOMBAK SEPANG KUALA LANGAT HULU LANGAT KUALA SELANGOR HULU SELANGOR SABAK BERNAMNUMBER OF USERS 78 44 48 46 30 28 25 23 25 22 369 7. PROJECT GOAL & OBJECTIVES To develop and implement a systematic and effective onlineintegrated training application system at XXX within 12 months duration so that it can enhance the service delivery on training activities. To increase the number of registered employee in training system To reduce the time, resources and costs associated with organizing training program. To improve the employees current capability to keep up with the current trends and challenges in the competitive business environment 8. DESIRED IMPACT & OPPORTUNITY An integrated centralized training and development management system that manage, maintain, track and organize that are more effective is needed expedite employees skills development in an organization. It web based characteristics improve the training tracking program with real-time insights.USER SERVERinternet USERUSER 9. DESIRED IMPACT & OPPORTUNITY Training and Development Management System (TraDeMS) enables employer to consolidate record, schedule, track, analyze and report on employee training, certifications and qualifications all locations.This training and development web-based solution targets to reduce the time, resources and costs associated with organizing training program.It singular and user friendly web-based platform enables real-time access where system administrator and end users can manage and view their training record on anywhere and anytime as long they are connected to the internet. 10. DESIRED IMPACT & OPPORTUNITY LOGIN PAGETraDeMS Training Develepment Management SystemAbout TraDeMs | Privacy policy |Contact Us | Help 11. SCOPE STATEMENT To analyze, design, develop, implement, test and commission aneffective and systematic web based application system (TraDeMS) within duration of 12 month with following sub modules: Human Resources Management System Time Management Training (e-Kursus) Administration Web and Self-service applications Reports and Data Warehouse Out of scope Hardware to host the system 12. SCOPE MANAGEMENT & DELIVERABLES 13. SCOPE CHANGE CONTROL Managing actual changes to the TraDeMS projects scope. To ensure that any changes to the projects scope will be beneficial. A scope change procedure will include a scope change request form andrequest log. Scope control procedures also allow the project team to stay focusedand on track and does not have to perform unnecessary work. 14. SCOPE CHANGE CONTROL SCOPE CHANGE REQUEST FORM 15. Schedule / Time Management Milestones 16. PROJECT SCHEDULE (GANTT CHART) 17. RESOURCE MANAGEMENT Resource Required People7 personnel; project manager, business manager, project secretariat, system analyst, database administrator and two programmers. TechnologySoftware development platform to be utilized: Microsoft Project Professional 2010Programming Language: Hypertext Preprocessor (PHP)Multimedia Database: MySQL 18. RESOURCE MANAGEMENT Resource Required Computer and other equipmentComputer Equipment Hardware 1 server including with the internal backup 7 personal computers/ laptops 1 multi-functional printer (copy, print, scan, fax function) Computer Application Software MySQL PHP Microsoft Project 2010 Microsoft Office 2010 Microsoft Windows 7 Microsoft Server Installer for all above hardware for example scanner 19. BUDGET SUMMARYThis section provides a summary of estimated spending to meet the objectives of this project. This summary of spending should reflect costs for the entire investment lifecycle. It is intended to present probable funding requirements and to assist in obtaining budgeting support. 20. RESOURCE MANAGEMENT Stakeholder Analysis 21. RESOURCE MANAGEMENT Stakeholder Analysis (cont) 22. RESOURCE MANAGEMENT The Project Team The organizational Chart 23. RESOURCE MANAGEMENT Roles and Responsibilities NAME Project ManagerProject SecretariatPROJECT ROLES & RESPONSIBILITIES Have ultimate responsibility, authority, accountability of project overall management and for coordinating with team members and stakeholders to obtain required resources. Responsibilities include both external focused and internally focused activity. Provide full secretarial and admin support to project team and department; ensuring smooth running of project operations. Takes minutes of meeting and maintains record for operations and project team. Maintain a proper and user friendly filing and document control system for recording and tracking of all documents for the project team and department.System AnalystCarrying business requirements forward through conceptual solution and design to implementation. They must have skills and knowledge to interpret business, functional requirements as well as to design, realize processes, data and technology. SA must be conversant in process analysis and able to design conceptual architectures, technical uses cases and robust processes.ProgrammerConverts data from project specifications and statements of problems and procedures to create or modify computer programs: prepares, or receives from system analyst details' workflow chart and diagram to illustrate sequence of steps that programs must follows. Administer, develop, maintain, and implement policies and procedures necessary to ensure the security and integrity of the corporate database. Roles may include security, architecture, and warehousing and/or business analysis.Database Administrator 24. 7. Communication Management The purpose of this document is to define the communicationsgoals and strategies of the TraDeMS. These high-level strategies and goals are intended to provide guidance in planning and measuring results of the current and future communications effort. Overall objective CMP is to promote the success of a project by meeting the information needs of project stakeholders and outline the goals of the communications efforts to reach and inform each group. CMP defines the projects structure and methods of information collection, screening, formatting, and distribution of project information. Stakeholder indentification Communication matrix 25. 7. Communication Management Stakeholder Identification & Analysis. Project Communications are the TraDeMSs primary tool for promoting cooperation, participation, coordination and an understanding of acceptance between all stakeholders. There are three primary groups of stakeholder; governance, user and provider (sponsor). 26. 7. Communication Management 27. 7. Communication Management 28. 7. Communication Management Communication Matrix Communication TypeDescriptionFrequencyFormatParticipants/DeliverableOwnerWeekly Status ReportEmail Weekly summary of project statusEmailProject sponsor, Status report Team and StakeholdersProject managerWeekly Project Team MeetingMeeting to review action register and statusFace to faceProject TeamProject ManagerDistributionWeeklyUpdated Action Register 29. COMMUNICATION MANAGEMENT Communication Description TypeFrequencyProject Monthly Present Review (PMR) metrics and status to team and sponsorMonthlyFormatParticipants/DeliverableOwnerProject status,present ation,minutes meetingProject managerDistribution Face to faceProject sponsor, Team and StakeholdersChange Request Present on CR As needed Meeting and decision makingFace to faceProject Updated CR sponsor, Team log,Minutes meeting, CR reportProject ManagerTechnical ReviewFace to faceProject TeamProject ManagerReview of any As needed technical designs or work associated with the projectTechnical Design Report 30. 8. Quality Management Purpose for managing quality is to validate the projectdeliverables are completed with an acceptable level of quality. Quality management assures the quality of the project deliverables and the quality of the processes used to manage and create the deliverables. The Quality Management Plan defines the acceptable level of quality as defined by XXX. TraDeMS shall be developed with the following standards : Web based software Open Source Platform for programming and OperatingSystems. User friendly and quick data access. Integrated sub-modules. 31. QUALITY MANAGEMENT Roles and Responsibilities of the project team inQuality Management NameRoleQuality ResponsibilityZurinaProject ManagerWan JasriniSystem AnalystNazri NaimDatabase AdministratorQuality mentoring & coaching, Project review Testing & evaluation criteria, project review Execute testing & evaluation with user, rectification & improvementAdam HusinProgrammerExecute testing & evaluation with user, rectification & improvement 32. QUALITY MANAGEMENT Verification Technical reviews ensure TraDeMS will confirm to the specified requirements. Management reviews compared the projects actual progress against the baseline project plan. Testing will be conducted by Project Team with the involvement of group of users, Project Champion and Sponsors. QMP methodology Plan, Do, Check & Act 33. CHANGE MANAGEMENT PLAN Change Management Plan is important ensuring the change are managed and controlled. This is accomplished by clearly defining change control processes and securing agreement from stakeholders on how changes will be handled as to avoid confusion when the inevitable change requests surface. Uncontrolled change management will result negative impacts (budget, scope, schedule, quality) Unconstrained changes will result project failures. Change control log is used to document the change, its impact, actions and final resolutions. 34. CHANGE MANAGEMENT PLAN Information contained within project will likely change as project progresses. While change is both certain and required, it is important to note that any changes to the project plan will impact at least one of three critical success factors: Available Time, Available Resources (Financial, Personnel), or Project Quality. The decision by which to make modifications to the Project Plan (including project scope and resources) should be coordinated using the following process: 35. RISK MANAGEMENT PLAN PURPOSE OF THE RISK MANAGEMENT PLAN In project management planning, the crucial aspect that require extensive and cautious are probable risk to the project planning. Project manager, with other team members, need to reveal, project, and predict risk that would jeopardize the whole project. In order to minimize the potential risk emerge during the project life cycle, it is important that the risk be identified at the early stage of the project. 36. RISK MANAGEMENT PLAN In project management planning, on of the crucialaspect that require extensive and cautious are probable risk to the project planning. In order to minimize the potential risk emerge during the project life cycle, it is important that the risk be identified at the early stage of the project. 37. RISK MANAGEMENT PLAN Risks are identified during the early stage of theproject planning, via brainstorming among the committee members, interviewing all the people involve and relevant parties, diagramming the process workflow and phases transitions. Each of the anticipated risks will be discussed during the risk management meeting, as to determine the trigger, owner of the risk, formulate response and project probable resource required to unravel the problem. 38. RISK MANAGEMENT PLAN Table below are the complete anticipated risks thathave been projected by the steering committee. 39. RISK MANAGEMENT PLAN RISKTRIGGEROWNERRESPONSERESOURCE REQUIREDRISKS WITH RESPECT TO THE WORK -Miscommunication-Misinterpretation- Time shortage - Design Errors- Not abiding schedule - Senior Technician / senior manager -Unforeseen obstacles- Illness or absence of team members- Server misconfiguration- Server Crash- Project Manager- Regular meeting- Minute of Meeting- Senior technical and manager to be involve in design- Technical Staff- Technical staff to be assigned 24/7 shift- User Requirements Doc - Backup Server 40. RISK MANAGEMENT PLAN RISKTRIGGEROWNERRESPONSERESOURCE REQUIREDRISKS WITH RESPECT TO THE PROJECT TEAM - Illness or sudden absence of the project team- Illness / other emergencies/ resign-Project Manager-Project manager take -Backup resources responsibilities - proper schedule planRISKS WITH RESPECT TO THE CUSTOMER / USER- The customer changes initial requirements - The customer is not available when needed- User change request- Senior Technician- Incomplete description during requirement phase- Senior Manager- Target user unable to attend testing / assessments- Senior Manager- Quality Assurance / Control- Quality control checklist- Change Request Form- Change Request Form- Scheduling and customer "booking"- User Requirement Doc - Project Schedule - Letter of acknowledgement to Customer 41. THANK YOU