IFS 233 Systems Delivery Management

Project Type Systems delivery assignment

Group Number 57

Name of the Organization Harambee

Tutor’s Name Cleo February

Tutorial Period Wednesday 4th period (12:00 - 13:00)

Submission Date & Time 07 October 2019

Plagiarism Declaration We declare that the assignment is entirely our own work. We know that plagiarism is a serious offence. Plagiarism is using another person’s work, words and ideas as his/her own without the correct acknowledgement and reference.

Name Student Number Signature Date

Chanelle Jaftha 3865067 07 October 2019

Jessica De La Croes 3834709 07 October 2019

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Department of Information Systems

Sharneez Toefy 3665742 07 October 2019

Husain Navsa 3755311 07 October 2019

Jarrod Carelse 3664341 07 October 2019

Anathi Pino 3806600 07 October 2019

Phumeza Jacobs 3577494 07 October 2019

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Table of ContentsIntroduction.................................................................................................................................................2

Methodology...............................................................................................................................................2

Requirements analysis.................................................................................................................................3

Functional requirements.........................................................................................................................3

Non-functional requirements..................................................................................................................3

Main findings of 3.1. – 3.14.........................................................................................................................3

Appendix A – Project Charter..................................................................................................................3

Appendix B – Stakeholder register and stakeholder management strategy............................................4

Appendix C – Team contract....................................................................................................................4

Appendix D – Work Breakdown Structure (WBS)....................................................................................4

Appendix E – Gantt Chart........................................................................................................................4

Appendix F – RACI chart..........................................................................................................................4

Appendix G – Timesheets........................................................................................................................4

Appendix H – AOA and AON network diagrams......................................................................................5

Appendix I – Change requests.................................................................................................................5

Appendix J – Roles and responsibilities...................................................................................................5

Appendix K – Communication plan..........................................................................................................5

Appendix L – Project risk and Issue Register............................................................................................5

Appendix M – Training plan.....................................................................................................................6

Appendix N – Progress report..................................................................................................................6

Conclusion...................................................................................................................................................6

Appendices..................................................................................................................................................7

Appendix A – Project Charter..................................................................................................................7

Appendix B – Stakeholder management strategy and stakeholder register............................................8

Appendix C - Team contract..................................................................................................................11

Appendix D - Work breakdown structure..............................................................................................13

Appendix E – Gantt chart.......................................................................................................................14

Appendix F – RACI chart........................................................................................................................15

Appendix G - Timesheets for every member.........................................................................................16

Appendix H - AON and AOA network diagrams.....................................................................................17

Appendix I - Change requests................................................................................................................18

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Other.....................................................................................................................................................18

Appendix J - Roles and responsibilities..................................................................................................20

Appendix K - Communication plan for each audience...........................................................................21

Appendix L - Project risk and issue........................................................................................................25

Appendix M - Training plan...................................................................................................................26

TRAINING SCHEDULE................................................................................................................................26

Appendix N - Progress report................................................................................................................27

WORK COMPLETED LAST WEEK.............................................................................................................27

WORK PLANNED FOR NEXT WEEK.........................................................................................................28

OPEN ISSUES............................................................................................................................................28

OPEN RISKS..............................................................................................................................................28

OPEN CHANGE REQUESTS.......................................................................................................................28

3.15. Lessons learned report.....................................................................................................................29

3.17. Scope statement...............................................................................................................................31

Part 5 - Website Link..................................................................................................................................32

Part 6 – Group assessment........................................................................................................................33

Reference list.............................................................................................................................................38

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IntroductionThis project is required of us as a group to pick a non-profitable organization and find a

problem within their system and find a solution to that problem, but the solution must be

a technological solution. The organization that we chose is Harambee. Harambee

focuses on helping people find jobs that are suitable to their skills. Harambee had a lot

of people coming in and applying for help, and with that their names gets added to the

system but because of the amount of people applying not everyone’s names were

added to their system. The project problem is that there is an issue with contacting the

people after they have been matched to a specific company. Our solution would be to

create a technological system where once a person is matched to a company the

system automatically sends a message to the person informing them about the details.

The project that we will be in charge of creating will be called the HB project.

Methodology The chosen methodology for the HB project would be the Waterfall methodology as it is

a linear methodology which requires you to have completed one activity before moving

on to the next activity. The methodology will work for the project as when we are

implementing the system in order to do the next step, we need to first complete the

current step in the process.

With creating a new system there needs to be steps put in place to complete the

project. The project requires many different aspects and the waterfall methodology

works for this project because of the six phases within the waterfall methodology.

According to Rouse (2019): “The waterfall model is a linear, sequential approach to the

software development lifecycle (SDLC) that is popular in software engineering and

product development and emphasizes a logical progression of steps.” The six phases

are requirements, analysis, design, coding, testing and operations. Us using these six

phases to create a new system will make the implementing and maintaining of the

system better as we need to follow the different steps.

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Requirements analysis Functional requirements The system must be able to accept applicant information.

The system must be able to retain applicant information.

The system must be able to update applicant information.

The system must be able to allow employees access.

The system must be able to allow employees to view applicant information

Non-functional requirements The system should be able to automatically alert an applicant via email whether they

were successful.

The system should be able to automatically alert an applicant via SMS whether they

were successful.

The system should be able to display applicant evaluation results to potential

employees.

The system should be able to recommend place of employment based on applicant

evaluation.

The system should be able to alert potential employees of applicants with promising

results.

Main findings of 3.1. – 3.14. Appendix A – Project Charter Referring to appendix A, the project charter discussed the business problem which is

the fact that the organisation did not have a very organised system and they always lost

the clients information. The project shows the objectives and the benefits of the project,

with the main benefit being the increasing amount of people getting jobs as the new

system connects people with companies. The project charter also shows the constraints

and risks of the project.

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Appendix B – Stakeholder register and stakeholder management strategy Appendix B is the stakeholder register, which consists of each member’s name and

their position in the project and their role in the project. The stakeholder management

strategy shows each member’s level of influence in the project and their potential

management strategies.

Appendix C – Team contractAppendix C shows the team contract, it is a contract that displays the team members

and their signatures with the code of conduct and what is required of the team and what

is not allowed. The contract also speaks about communication, participation, meeting

guidelines and problem solving.

Appendix D – Work Breakdown Structure (WBS)Referring to appendix D, the diagram displays the different levels of what the project

consisted of and how it was implemented. With the first level being an automated SMS

system as that is the solution to the problem, the second level consisting of the six

phases and then the different things we did underneath each phase.

Appendix E – Gantt ChartAppendix E displays the Gantt chart and the work that was required of us in order to

implement the database. The Gantt chart shows everything that we did, the cost

involved and the people that did it and the time frame in which it was completed.

Appendix F – RACI chart Appendix F depicts the RACI chart and RACI chart consists of who is responsible for

what, who is accountable for what, who will be consulted about what and who will be

informed. The reason for this chart is to see who is required to do what and what is

expected of each person.

Appendix G – Timesheets Appendix G is the timesheets that consists of each member’s time contribution to the

project and the number of hours worked by each member, with the project manager’s

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time being 317 hours for this project. This information can also be found on the Gantt

chart, but on the timesheets each member contribution is displayed separately.

Appendix H – AOA and AON network diagrams The AOA and AON network diagrams are displayed on appendix H. The network

diagrams display the activity on arrow and the activity on node based on the Gantt

chart.

Appendix I – Change requests Appendix I shows the change requests and what needs to be changed within the

project. It displays why the change was necessary and the reason for the change being

done. The impact of the change is also shown and the whether the change was

approved or not by the team members.

Appendix J – Roles and responsibilities The roles and responsibilities are shown on appendix J. this consists of the team

members, their roles and responsibilities. This is required and displayed so that people

can see who does what so that in the situation where a systems analyst is needed then

people will know who to go and who to contact.

Appendix K – Communication plan Appendix K shows the communication plan and what the aim of the project is. It also

consists of the structure of gathering information as well as the distributive structure,

which is where does the information go to and when. The communication plan also has

the stakeholder communications analysis and the delivery format for each team

member and the document that needs to be used.

Appendix L – Project risk and Issue Register Appendix L displays the risks that can occur during the implementing of the project,

such as data loss, the category of it and the cause of the given risk. Appendix L also

shows the issue log, which is the issues that the project had, the 3 issues are loss of

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data, the glitch in the system while updating the features and the issue with finding

suitable software to carry out the solution.

Appendix M – Training plan Appendix M speaks about the training plan and the plan the us as a team came up with

in order to train the organisation so that they can know how to handle the new system

and the understanding of the different features on the system. The training plan displays

the training team that will be doing the training and the training schedule, like the time

and what is going to be done and what is needed for the training from the employees.

Appendix N – Progress report Referring to appendix N, the progress report shows the progress of the project and what

still needs to be done and what has already been done. It shows the open issues of the

project, the open risks of the project and the open change requests that needed to be

done to the assignment.

ConclusionHarambee had a problem that needed to be solved. The project problem was that there

was an issue with contacting the people after they have been matched to a specific

company. We came up with a solution to implement an automated SMS system that can

let the client know when they matched to a company and to what company they are

matched. The HB project was a success as the project was completed in the given

amount of time and was within the budget, even though there were some difficulties we

overcame those difficulties and made an automated SMS system that can help the

organization in the future.

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Appendices Appendix A – Project Charter

10

Appendix B – Stakeholder management strategy and stakeholder register Stakeholder management strategy

Prepared by: Phumeza Jacobs Date: 26 August 2019

Name Level of Interest

Level of Influence

Potential Management Strategies

Phumeza Jacobs

High High Assigning tasks

Anathi Pino High High Assigning tasks

Chanelle Jaftha Medium Medium

Jessica De la Croes

High High Alignment

Husain Navsa Medium Medium Integration

Sharneez Toefy High High Delegation

Jarrod Carelse Medium Medium Integration

Stakeholder register

Name Position Internal/External

Project Role Contact Information

Chanelle Jaftha Project Manager

Internal Makes sure that all the roles and responsibilities for the project are outlined. In addition, monitors the progress of the

3865067@myuwc.ac.za/0798021407

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project by applying skills based on experience.

Anathi Pino Project Manager

Internal Makes sure that all the roles and responsibilities for the project are outlined. In addition, monitors the progress of the project by applying skills based on experience

3806600@myuwc.ac.za/0783768850

Jessica De la croes Project Sponsor

Internal She ensures that resources are in place, she promotes the project and she take complete responsibility for the project’s success.

3834709@myuwc.ac.za/0817581407

Phumeza Jacobs Systems Analyst

Internal Focuses on the design of the of the system. Further analyzes the system’s suitability for the company’s goal and solving the business’s problem through technological advancement.

3577494@myuwc.ac.za/0788481252

Husain Navsa Software Developer 1

Internal In charge of the development process, focusing on the features of the technological solution.

3755311@myuwc.ac.za/0617377997

Jarrod Carelse Software Developer 2

Internal In charge of the development

3664341@myuwc.ac.za

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process, focusing on the features of the technological solution.

/0829392935

Sharneez Toefy Business Analyst

Internal The main purpose of this role is to make the processes easier and liaise with the project manager and systems developer.

3665742@myuwc.ac.za/0843055248

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Appendix C - Team contract Project Name: HB projectProject Team Members Names and Sign-off:Name Sign-off on Team ContractAnathi PinoPhumeza JacobsSharneez ToefyHusain NavsaJarrod CarelseChanelle JafthaJessica De la croes

Code of Conduct: As a project team, we will:

Every meeting held each and every member should be available and no late coming is/shall be acceptable.

Every assigned role to each member, that member is supposed to do their work in full commitment.

Project shall be delivered at the given time frame

Participation: We will:

Every member of the team shall contribute according to their given task.

100% participation required in each member.

Member who does not participate or do what they should be doing, this matter shall not be taken lightly serious actions will be taken, such as disqualification from the team.

Communication: We will:

Communicate with each other weekly to keep track of how far we with the project are.

Professionally communicate between members, i.e. no swearing allowed!

Communicate using Only WhatsApp, emails and meetings will be allowed for decision making and that are about the project.

Problem Solving: We will:

Make sure everyone provides their piece of solution in a problem we encounter across the proceeding project.

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Make sure confusions and questions should be submitted to the Project Managers.

Make sure that customers’ needs are fully considered when doing the project.

Meeting Guidelines: We will:

No interruptions when the other member is explaining or addressing an issue or point of view.

Meetings shall be called upon by either the project managers and/or shareholders or customers.

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Appendix D - Work breakdown structure

1.AUTOMATED SMS SYSTEM

2.PLANNING 3.DEVELOPMENT OF DETAILED

DESIGN

4.CREATION OF PROTOTYPE

2.1. Gathering requirements

3.4. Design your intranet

3.5. Decide how you will handle security

3.1. Create a local area network

3.2. Choose a web server

3.3. Install a web browser

6.TESTING

4.1. Integration of

model sample with organization’

s system

3.6. Choose back-up option

5.FINAL PRODUCT

5.1. server check

3.7. Maintain your intranet and protect it

6.1. Software and hardware

7.TRAINING

2.2. Suitable Hardware and

Software.

2.3. Research

4.2. Evaluate and analyze prototype

7.1. Employees get

trained

5.2. Operation of system

7.2.HR to oversee training schedule

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Appendix E – Gantt chart

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Appendix F – RACI chart

Task PROJECT MANAGER BUSINESS ANALYST WEB DEVELOPER EXECUTIVE SPONSOR SYSTEM ANALYSTPLANNING I R A/R C RDEVELOP DETAILED DESIGN R A A ICREATE PROTOTYPE I I A/R CINSTALL C A/R ITEST I R A/R I CAMMENDMENTS R R A/R I CFINAL DESIGN R CTRAINING A R R I ICREATE LESSON LEARNED REPORT

R: ResponsibleA: AccountableC: ConsultedI: Informed

Sign off:

Date: 23 August 2019

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Appendix G - Timesheets for every member

RESOURCE NAME: PERIOD:

ACTIVITY CODE DESCRIPTION

NUMBER OF

HOURS%

COMPLETE

SCHEDULED COMPLETION

DATE

ACTUAL COMPLETION

DATE4 Look for suitable software and hardware for the system24 100 20/08/2019 20/08/2019

17 Security Measures 24 100 29/08/2019 29/08/2019

BUSINESS ANALYST

BILLABLE HOURS:

20/08/2019-29/08/2019

RESOURCE NAME: PERIOD:

ACTIVITY CODE DESCRIPTION

NUMBER OF

HOURS%

COMPLETE

SCHEDULED COMPLETION

DATE

ACTUAL COMPLETION

DATEACT1 Planning 24 100 8/21/19 8/21/19ACT2 Gathering Requirements 24 100 8/19/15 8/19/15ACT4 Looking for suitable hardware and software for the system24 100 8/21/19 8/21/19ACT6 Project meetings 1 1 100 8/20/19 8/20/19ACT7 Project meetings 2 1 100 8/27/19 8/27/19ACT8 Project meetings 3 1 100 9/03/2019 9/03/2019ACT9 Project meetings 4 1 100 9/10/2019 9/10/2019ACT10 Project meetings 5 1 100 9/17/2019 9/17/2019

Project Sponsor

BILLABLE HOURS:

8/19/19-9/17/19

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RESOURCE NAME: PERIOD:

ACTIVITY CODE DESCRIPTION

NUMBER OF

HOURS%

COMPLETE

SCHEDULED COMPLETION

DATE

ACTUAL COMPLETION

DATE2 Gathering requirements 24 hrs 100 19/08/19 19/08/19 3 Research 24 hrs 100 20/08/19 20/08/194 Look for suitable hardware & software 24 hrs 1005 Project meeting 1 hr 1006 Project meeting 1 hr 1007 Project meeting 1 hr 1008 Project meeting 1 hr 1009 Project meeting 1 hr 100

13 Search for suitable design 24 hrs 10015 Choose back up option 24 hrs 10026 Addition to inbound messaging 24 hrs 10030 Final product 48 hrs 10032 Oversee training 24 hrs 10033 Employees training 96 hrs 100

Project Manager

BILLABLE HOURS:

19/08/2019 - 24/09/2019

RESOURCE NAME: PERIOD:

ACTIVITY CODE DESCRIPTION

NUMBER OF

HOURS%

COMPLETE

SCHEDULED COMPLETION

DATE

ACTUAL COMPLETION

DATE2 Gathering requirements 1 day 100 19/08/2019 19/08/20194 Look for suitable software and hardware for the system 1 day 100 20/08/2019 20/08/20196 Project meeting 1 1 100 20/08/2019 20/08/20197 Project meeting 2 1 100 27/08/2019 27/08/20198 Project meeting 3 1 100 03/09/2017 03/09/20179 Project meeting 4 1 100 10/09/2019 10/09/2019

10 Project meeting 5 1 100 17/09/2019 17/09/201913 Look for suitable web browser 1 day 100 23/08/2019 23/08/201918 Design of Intranet 2 days 100 02/09/2019 02/09/201919 Choose web server 1 day 100 03/09/2019 03/09/201921 Integration of the sample model with org's system 3 100 03/09/2019 03/09/201924 Software and hardware installation 1 day 100 09/09/2019 09/09/201929 Intranet feature to automatically send SMS's 3 days 100 13/09/2019 13/09/201934 HR department to oversee training 1 day 100 18/09/2019 18/09/201935 Employees training 4 days 100 24/09/2019 24/09/2019

Software Developer

BILLABLE HOURS: 128

19/08/2019 - 24/09/2019

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Appendix H - AON and AOA network diagrams

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Appendix I - Change requestsProject Name: Automated SMS system Date Request Submitted:

13 September 2019

Title of Change Request:

Database design

Change Order Number:

01

Submitted by: (name

and contact information)

Anathi Pino, 0783768550

Change Category: Scope

Schedule

Cost

Technology

Other

Description of change requested:An appropriate design of data, where all clients contact details is stored in one

organized database model so that it will be easier to send the SMS’s in bulk.

Events that made this change necessary or desirable:To make the system’s functioning less complicated for the employees in the

organization that are going to be dealing with it.

Justification for the change/why it is needed/desired to continue/complete the project:To make the system more satisfying to the organization needs.

Impact of the proposed change on:

Scope: There is not much change because the functionality of the system remains the same.

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Schedule:

The amendment will take roughly 3 days

Cost: None Staffing: Software developerRisk: NoneOther:

Suggested implementation if the change request is approved:The software developer shall proceed with altering the system, together with the

systems analyst.

Required approvals:

Name/Title Date Approve/RejectJessica De la croes (Project sponsor) 19-09-2019 ApprovedChanelle Jaftha and Anathi Pino (Project managers)

19-09-2019 Approved

Husain Navsa and Jarrod Carelse (Software developers)

19-09-2019Approved

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Appendix J - Roles and responsibilitiesRoles and responsibilities:Name Surname Student number Role CellphonePhumeza Jacobs 3577494 Systems Analyst 0788481252

Anathi Pino 3806600 Project Manager 0783768550

Sharneez Toefy 3665742 Business Analyst 0843055248

Husain Navsa 3755311 Software Developer 1

0617377997

Jarrod Carelse 3664341 Software Developer 2

0829392935

Chanelle Jaftha 3865067 Project Manager 0798021407

Jessica De la croes 3834709 Project Sponsor 0817581407

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Appendix K - Communication plan for each audience

1. IntroductionThe aim of the project is to develop/deliver a suitable solution for the

organization’s needs. However, no project can be successfully delivered

without going through communication channels with all parties involved. This

means that certain guidelines must be drawn in order to for everyone involved

to be in sync and work towards the same goal. Therefore, the

communications management plan comes in handy in this regard, effective

communication between stakeholders and project team members is important

in order to equip everyone with the necessary guidelines for the completion of

the project.

2. Collection and filing structure for gathering and storing project informationIn this project the most effective way for collecting information is to gather all

stakeholders, and that being the project team (systems analyst, business

analysts, executive sponsor etc.), the representative from the organization in

order to be able to understand the required deliverables that are actually

going to solve the organization’s problem. The collection of information in this

case is to set up an interview with the organization’s representative and find

out as much as possible about their past processes they had in the

organization. Another departure point would be to investigate the existing

data and try to find loopholes on how client’s information could have been

lost. This further stretches to the rest of the stakeholders involved, their duty

is to breakdown the information collected. By doing so, a concise summary of

what has been collected will be drawn.

The method that will be strategic in gathering all information is to record the

interviews and translate them into documents, this will make sure that we do

not miss a word and makes it easier for the team to analyze everything and

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have a great heard start for the project. The best form of storage for the

project after translating the records into documents is to create zipped files

through MS Word, then send the files to drive.

3. Distribution structure (what information goes to whom, when, and how)The information collected will go through the business analyst as she is

responsible for the detailed analysis of the project. An allocation of who what

information goes to whom, that responsibility will be taken by the project

manager immediately after the analysis has been done. All information with

regards to the initial problem that the organization is currently experiencing,

those issues will be divided by the project manager and send them to the

systems analyst by transferring the saved files through emails. The systems

analyst will therefore work together with the software developer. After the

information has been shared amongst the technical experts, the transfer

further goes down to the rest of the stakeholders informing them of the

requirements gathered so they can sign of if they approve what is said to be

the problem and the solution thereof. Since an email is an effective means of

communication, it will be used to deliver the gathered information.

4. Format, content, and level of detail of key project informationShortly after the delivery of collected information has been made, a meeting

will be scheduled. In this meeting, the content discussed is the collected

information, as well as distinguishing the levels of important issues for the

project in which will be tackled first.

5. Production schedule and resources for producing key project informationIn this project, the aim is to chain the activities that will greatly contribute to

the success of the project by producing key information. This involves the

activities that were used in WBS.

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6. Technologies, access methods, and frequency of communicationsAs mentioned above, constant communication is made/kept through different

channels. The technologies used are laptops, and the features that come with

it (MS Word, emails, etc.). This includes the utilizing sequential access

methods for the recordings, which makes it easier for the project team to

always refer to the recordings and email each other in case more clarification

is needed on a certain issue.

7. Method for updating the communications management planWeekly meetings are held for this purpose, so that project team members can

update the rest of the stakeholders on the developments that occur in every

stage of the project. The constant communication over emails is also serves

as a tool for communications management plan.

8. Escalation proceduresAll stakeholders involved are aware of the stages that take place in the project in

every 2/3 days. For an example, the project manager is in constant

communication with all project team members and matters that arise and

considered as a sense of emergency are communicated to every stakeholder for

a collaborative decision to be made by all parties involved.

9. Stakeholder communications analysis

Stakeholders Document Name

Document Delivery Format

Contact Person

Due Date

Project

manager

Weekly status

report

Emails Chanelle

Jaftha and

Anathi Pino

Weekly

Business

analyst

Business

requirements

MS Word

document

Sharneez

Toefy

28/09/2019

27

document

Software

developer

Software

implementation

plan

Emails Husain

Navsa and

Jarrod

Carelse

13/09/2019

Systems

analyst

Conduct

observation on

system

Softcopy via

drive

Phumeza

Jacobs

Weekly

(When

update

occurs)

Project

sponsor

N/A N/A Jessica De la

croes

N/A

Comments:

9. Glossary of terms- Sequential access method – ways of accessing date, e.g. if it is on a

recording. - WBS – Work breakdown structure

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Appendix L - Project risk and issue Prepared by: Phumeza Jacobs Date: 02 September 2019

Issue # Issue Description

Impact on Project Date

Reported Reported

By Assigned

To Priority (M/H/L)

Due Date

Status Comments

1

Glitch on system while updating features

Unable to have the system up and

running on time 06/09/2019

Chanelle Jaftha

Husain Navsa H

09/09/2019

Resolved

The system was up and running after a few changes made

2 Loss of data

Must rebuild a new client list, and that automatically slacks

the process of producing a

prototype of project on time

13/09/2019

Anathi Pino

Jarrod Carelse H

16/09/2019

Able to retrieve some contacts

A major hiccup on the project

3

Unable to find suitable software to carry out complex automated texts

Directly affects the timeline of project and its completion

26/08/2019

Husain Navsa

Phumeza, Anathi and

Chanelle H 02/09/2019

Was able to recover from such a setback

The team members continued with fulfilling other parts of the project

Rank Risk Description Category Root Cause Triggers Potential Responses Risk Owner Probability Impact Status5 Data loss Updating client's

details all the time DESIGN Remodelling

of the system (data migration)

Clients not receiving the sms's

Try to retrieve the manually application

Organization

20.00% Medium Recovered

8 Security Anyone that tries to retrieve a client's details fraudutently, they may be exposed other clients as well

SECURITY Lack of encryption

Fraud Develop back-up system

System developer

50.00% High Did not materialize

8 User dissatisfaction

If the project does not meet the organization's needs and executive sponsor and relevant parties get dissapointed.

SCOPE Not enough collection of requirements

Sample model of system not functioning as expected

Alter the system and add features according to organization needs

Project team

10.00% High Recovered

5 Exceeding Budget

With the unforseen circumstances that the development of the system, extra costs were incurred.

COST Budgeting Additional project costs

Review the project budget and implement strategies that are going to assist in recovering the litte extra costs incurred.

Project manager

10.00% Recovered

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Appendix M - Training plan Below is the team that is going to carry out the training and see to its success.

Role Name Contact NumberTraining Developer Chanelle Jaftha (021) 555 1430Lead Facilitator Husain Navsa (021) 555-1222Asst. Facilitator Anathi Pino (021) 555-1376Lead Training Coordinator Jessica De la croes (021) 555-1422Consulting Group Training Scheduler

Phumeza Jacobs (021) 555-1060

Facilities Coordinator Jarrod Carelse (021) 555-1589

TRAINING SCHEDULETraining schedule is as follows:

Time Subject Location Materials Required

8:00 – 8:30 Brief introduction of the executive sponsors and the new system

Reception Pen/Pencil, notebook

8:30 – 10:00 Agile Theory 1 Conference room Pen/Pencil, notebook

10:00 – 10:15 Break Lounge – reception area

Pen/Pencil, notebook

10:15 – 11:45 Bulk SMSing Conference room Pen/Pencil, notebook

11:45 – 1:00 Lunch Lounge Pen/Pencil, notebook

1:00 – 2:30 Agile Theory 2 Conference room Pen/Pencil, notebook

2:30 – 2:45 Break Lounge Pen/Pencil, notebook

2:45 – 4:15 Server based scheduled send facility

Conference room Pen/Pencil, notebook

4:15 – 4:30 Recap Conference room Pen/Pencil, notebook

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Appendix N - Progress report

PROJECT STATUS SUMMARY Percent Complete: 56.05%

Scope Schedule Cost Risks Quality

Software

reengineering

5 days 7500 Project delay No recurring

defects

API integration

system

development

3 days 2280 None Higher

standard

The project is has come across some obstacles and of them being looking for a suitable

software and other components that are going to lead to the completion of the system,

so that the glitches experienced while the tests on the system were made do not return

and possibly delays project.

The green indicates the positive side of things, it is basically the highlight of how other

parts of the project are going as planned and do not require any sort of rebuilding. Like

getting the API integration system, and other necessary resources for the project.

Moreover, the above table reflects the challenge and achievement of project thus far.

WORK COMPLETED LAST WEEK

The completion of last week’s work was a hassle, but a lot was done considering the

challenges that were there. Immediately after the completion of gathering of

requirements, finding suitable software, and putting everything together to give the

project a head start, and the development of the sample model: The team experienced

a hiccup of having to make sure that the final product for the organization has to be free

of technical errors.

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WORK PLANNED FOR NEXT WEEK

The completion of the project is expected in a couple of weeks, without any hiccups like

the ones we have experienced. Therefore, certain stages must be revisited to avoid

going through the same problems all over again. The stages include, considering risks

involved that could hinder the progress of the project, which are likely to be

accompanied by quality management in order to develop a high-level functioning

system.

OPEN ISSUES The status of the project is average, the team managed to go over issues that might

have had a negative impact on the project objectives and the issues that might arise

going forward.

OPEN RISKS

Security measures (to avoid hacking on organization’s software), More system glitches

affecting the progress of project and not reaching the deliverables goal in due time.

OPEN CHANGE REQUESTS

Change Request

Name

Change Request

Number

Request Date Current Status

Add more features

on the system to

make it as

technological

advanced as

possible

CR55043 02/09/2019 At that stage of

monitoring the

progress of project

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3.15. Lessons learned report

Project Name: Automated SMS systemProject Sponsor: Jessica De la croesProject Manager: Anathi Pino and Phumeza JacobsProject Dates: 19 August to 04 October 2019Final Budget: R150 000

1. Did the project meet scope, time, and cost goals?The project met the scope, the team managed to carry out all deliverables and at

the required pace. However, time management might have been a problem since

there were some challenges with the system but because constant

communication was kept throughout the project that saved us a little bit of the

time. Although we experienced some system problems along the way, no costs

were incurred that could have possibly made us exceed the estimated cost of the

project. In conclusion, the cost goals for the project were met as well.

2. What was the success criteria listed in the project scope statement?As mentioned on the project scope statement, the success criteria list is the

carried-out deliverables throughout the project that are signed off by the

executive sponsor. This means that as the team we have delivered the

organization with a solution that meets their needs and further eliminates all other

issues that hinders its progress.

3. Reflect on whether or not you met the project success criteria.The development of the system was a success, even though there were

challenges along the way, but the project team managed to overcome them and

carried out all deliverables as planned. Throughout the project activities the team

has had open communication, that is why it was easy to make the necessary

changes on whatever needed the team’s attention at that moment. Moreover, as

mentioned in the scope statement, the project’s success was met by the sign off

by the executive sponsor.

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4. What were the main lessons your team learned from this project?One of the lessons the project team learned was that unforeseen circumstance

could always arise, especially in complicated projects like this one, how you deal

with them is what’s important. In addition, phases of the project are to be

implemented on the allocated time or ahead so that there is time to recover from

problems.

5. Describe one example of what went right on this project.This project has been a learning curve, with all the challenges pulling it back and

the project team managing to not allow any setbacks and work on carrying out all

the deliverables on time. Although the project experienced some a downside to it,

but the most important thing is the budget. Likely enough the estimation of costs

was perfectly done, so no big costs were incurred that they exceeded the

estimated overall amount of the project. Thus, this is the most important aspect

that went right on this project.

6. Describe one example of what went wrong on this project.There isn’t much to say about what went wrong for the project, but I think if

something almost went and completely through off the entire project counts. The

one problem that the team experienced is that, after the development of the

prototype, tests had to be made and the system had faults and experienced

glitches. However, the project team managed to instantly pick up the problem

and work on it. The one thing that kept the team intact, is the constant

communication which is why it was not really a hassle on making the necessary

changes. Regardless of how the team might have been in sync and quickly fixed

the problem, but the project almost slacked according to the time frames we have

scheduled as a team.

7. What will you do differently on the next project based on your experience working on this project?

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The most important thing to do after this project is to get another project team

member, specifically a change facilitator. In that way, there will be a designated

person that is meant for the changes that may arise and possibly problems.

Instead of having the whole team to work on the problem, rather have a team

member that is responsible for that so that they can just communicate whatever

techniques they applied to the change and how that has worked out for the

project. Moreover, other team members can focus on their responsibilities to

meet the due date of the project. Except for this, there isn’t much the team could

do for the next project that didn’t happen to this one.

3.17. Scope statement

Project Title: Automated SMS systemDate: 19 August to 04 October 2019 Prepared by: Sharneez Toefy

Project Justification: The purpose of the project is to develop an application

that will capture client’s information and provide an interface between staff

members and clients so as to stabilize responses from the organization. This

means that the applied system is intended to result in handling automatic

responses that come from the organization and generate the necessary details

for the scheduled assessments to clients. Moreover, the solution will be

implemented by means of gathered requirements after assessing the

organization, execute the necessary activities which are to develop a sample

model of the automated SMS system before completing the final product, present

it to the organization and set up training schedules to familiarize members of the

organization with the system.

Product Characteristics and Requirements:

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1. The system will provide an API interface to enable SMS responses to

client’s

2. Enable bulk messaging to deliver responses to multiple contacts

3. The system will also be able to schedule the SMS’s to be sent out to

specific clients at a specific time.

4. Allow user access to remotely authorize system to send out response

5. Instant deliverability

Product User Acceptance Criteria: The project’s acceptance solely depends

on the executive sponsor to oversee if the provided solution meets the

organization needs, and that will be done by means of going over the

presentation of the solution and signing off all deliverables.

Summary of Project DeliverablesProject management-related deliverables: Team contract, scope statement,

WBS, training plan, progress/status reports, lessons-learned report,

communications plan, change request, Gantt chart, issue log register, risk

register, project charter, stakeholder register, strategy register, time sheets.

Product-related deliverables: 1. Gathering requirements

2. Design and development of system

Part 5 - Website Link

https://harmabeefindmyorg.wordpress.com/

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Part 6 – Group assessment

The project problem consisted of clients not being contacted once they have been

matched to a company where they could potentially work at. The team then developed

and produced a technological system called the HB project, that sends automated

SMS’s to clients once they have been matched to a company. The system automatically

sends a message to the client informing them about the details regarding their testing

for jobs (which requires them to come to the business) and includes certain dates for

the clients to choose from. The system produced creates easier operations for the

business and ensures that all clients are contacted immediately. 

The project was a success as the system was correctly developed. Although there were

a few complications when doing the project, the budget for the project did not deviate

too much over the given cost/budget.

The criteria for determining success falls under the project objectives in the project

charter, namely: 

1. Provides relief or a solution for the organization's inadequate administration. 

2. Enables faster placement for work-seekers . 

3. Attracts more work-seekers to utilize the programmes offered by the

organization.

4. Implement more organized and successful support services for work-seekers. 

The four numbered criteria will be met once the system is implemented by the

organization. It solved the business’s inadequate administrative problem; it will provide

faster placement for clients as the clients receive their details and are notified

immediately about being matched. Since the system will produce better results at

contacting people once they are matched, this could increase the number of work-

seekers receiving employment than previous years, which could attract and increase

the number of new work-seekers approaching the company. Therefore, the project was

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a success as it measured up to the sponsors expectations and resolved the issue that

their business was facing. 

The most frequently used project management tool that the team used throughout the

project was Microsoft projects, this helped a lot by making it simpler and easier to

pinpoint tasks and draw up a schedule as well as develop the Gantt Chart. The Gantt

chart has helped us monitor time and dependencies between tasks. We also created a

Work Breakdown structure which is a great project management tool, this helped us

with the project planning as it involves breaking down the tasks/deliverables into

simpler, manageable work, in order for us to have workers assigned to them, be

scheduled and budgeted for. Project management tools help to plan and delegate tasks

as well as evaluating by assessing productivity and growth - therefore more project

management tools used by the team are the project reports, portfolio management and

timesheets. These all helped and contributed in completing the project successfully.

Our actual schedule and actual hours worked on the project deviated from our draft

schedule and estimate of hours. It was not a huge difference, numerically a 10%

difference, therefore this close actual schedule resulted in our project still being

completed on time. However, the deviations came from the team not fully calculating or

making provision for the amount of estimated lagged or delayed tasks that would affect

other dependent tasks, therefore the team had to put in double the work to complete the

project successfully and within the expected time. 

Throughout the project there was no deviation from the solution that the Project

Managers and Sponsor wanted to implement. All our tasks eventually aligned with what

was expected of the team with the business’ vision and strategic objectives. 

The project scope was well defined; therefore, all the project team members were well

informed about what the specific project goals, the functions and features as well as the

deliverables that were to be included in the project. They knew what work they needed

to do and most of them did it accordingly, in order to deliver the project.  

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A few things went wrong in this project, the schedule for the project was drawn up late,

therefore the project had to be rushed and completed within less months than expected.

Another mishap with the schedule for the project came when the members responsible

for researching and finding various suitable web browsers and suitable designs did not

complete their work on time, which affected the time for creating the system and all the

tasks that depended on that. All in all, even with what went right and what went wrong,

the project was completed within the expected time. 

As a team we have learned how to apply the theoretical knowledge we have been

taught in this module. One of the most important things that we have learned in this

project is that whether you’re doing a real-life project or doing a university project,

teamwork is the most important component and is necessary for the project to operate

smoothly. Also, in order for something to be complete, it needs all the pieces present to

function properly, like in this project all the work linked together, therefore everything

needed to be done correctly for the project to not only flow but to be a success. 

We selected the project manager by having an open vote - we have selected two

project managers in our team based on their following characteristics: People

management skills, good decision making, effective communication skills, great

leadership skills as well as technical knowledge background. 

We have selected two project managers as they both came with their own unique set of

skills that would aid the success of the project. The first project manager has an

excellent business mind and the second one has technical skills. 

The project managers did a good job at leading the team as they constantly would

check up on the team members if they needed help. Throughout the project, the first

project manager of the team always attempted to make sure that everyone was

handling or being able to cope and manage their tasks, which displays the amount of

effort put in to ensure that the team was surviving. They tried their best to ensure that

tasks were being completed within the budget and on time to avoid delaying the project,

however when tasks were not finished on time, they would encourage the team to work

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extra hard to “catch up” on the time lost while retaining the quality of the project solution.

Both of them agreed that they would want to be project managers again in future. 

Initially we worked well as a team, everyone understood their task and accepted them

freely. As the project started to commence, two members started slacking and

expecting the entire team to do their work. They also had very poor communication

skills (would not respond at times) and constantly requested for their tasks due dates to

be extended. The project manager then stepped in and this issue was resolved for a

short period of time. The two members did their work but incorrectly, which affected the

entire team as we had to stay after work hours to fix their mistakes to ensure that the

project is still completed properly and within the scheduled time. Other than the above

stated issue, I would say that overall, the team members worked fairly well with each

other and completed the project timely, especially under the circumstances we were

given (considering the unnecessary changes and problems caused). 

Project Sponsor’s Feedback:

In the past couple of years our company has achieved rapid growth and as a result our

current information system has underperformed. This has caused an issue where our

applicants aren’t sent emails and SMS’s to notify them of their success or failure within

our program. In order to solve this issue, we have contracted a group specializing in

information systems to review and assess our situation to come up with a solution.

Within their first week here they had already come up with a solution to the issue,

automated SMS’s and emails.

They immediately set to work and dedicated themselves to this project by making every

second count. Since our service is being used by so many people the issue affects

many unemployed citizens in need of work, an unsent email or SMS of successful

application can potentially ruin a life. This was understood very well by the team and

they realized that time was critical without provocation. Of course, this didn’t make them

sloppy, they completed all the tasks with maximum efficiency rather than a simple slap-

dash job.

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Each week a project meeting was held to discuss the progress of the project and any

issues that came up. The meetings never ran over time and were always conducted

smoothly as if they had rehearsed the entire thing. Each team member covered another

where they fell short and they truly embodied the definition of the word team. This made

work a lot easier for us in top management since we didn’t need to overextend a hand

to help where they fell short.

Once the entire system was set up, they spent five days training our staff to handle all

the new installations as well as how to handle the new software. They explained

everything calmly and patiently and took their time to properly instruct our workers on

how to manage everything.

Working with them has been an absolute pleasure and I look forward to it again if we’re

ever in need of such assistance.

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Reference list Rouse, M (2019). What is the waterfall model? Retrieved from:

https://www.searchsoftwarequality.techtarget.com/definition/waterall-

model

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Group 57ORIGINALITY REPORT

%2 %0 %0SIMILARITY INDEX INTERNET SOURCES PUBLICATIONS

%2STUDENT PAPERS

PRIMARY SOURCES

Submitted to Southern New Hampshire1

University - Continuing EducationStudent Paper

%2

EXCLUDE QUOTES ON EXCLUDE MATCHES< 2%

EXCLUDE ONBIBLIOGRAPHY

43

44