Automation Contract Management For Davis & Associates

Automation
Contract Management
For
Davis & Associates

Submitted
By:

Marcia Cannon,
Kerry-Ann Davis, Sanket Desai, Michelle Austin-Dor, Nelson Gonzalez

Keller School of
Management
Project584
Professor: Dr.
Karen Johnson

October 5, 2014

Table of Contents
Introduction..4
Executive Summary.4
Project Scope &
Objective.5
Statement of Work:5
Major Functions.6
Performance Issues.6
Management and Technical
Issues.6
Development Process and
Methodology..7
Phases of SDPM Process.7
Plan and Launch..7
Design, Build and Test8
Degree of Stakeholder
Involvement in the SPDM Process.8
Project Estimates:9
Sources of Historical
Data Used for Estimates.9
Estimation Techniques.10
Estimates of Effort,
Cost, Duration..11
The cost of the project
is shown below:13
Risk Management Strategy..14
Risk Table (lists risks
identified for your project (identify at least 20) with a risk score for each) 14
Risk Evaluation..15
Discussion of Risks to be
Managed (plan to manage at least five—the top five risk scores from above) 18
Risk Mitigation,
Monitoring, and Management Plan..20
Risk Management Strategy
– General Description..20
Risk Identification
Strategy..20
Risk Analysis and
Prioritization Strategy..20
Risk Response Planning
and Implementation Strategy..21
Risk Monitoring and
Tracking Strategy..21
Roles and
Responsibilities.21
Tools and Templates.21
Monitoring, Managing,
Mitigating, and Controlling.22
Schedule.26
Project Work Breakdown
Structure.26
Task Network.27
Timeline Chart (Gantt
Chart).28
Resource Table.29
Responsibility Matrix.29
Major Milestones and
Target Dates.32

Introduction

Executive Summary

Davis & Associates was founded in 2010 and has
been processing and handling contracts for various organizations, which
includes States, Local and Federal Government.
Davis & Associates would like to implement a process where the
organization moves from manual process to automating, because this process has
proved to be inefficient, time consuming, and ineffective. The company will implement a new contract
management system that will be able to automate the functions. The new system will generate approvals
automatically for Request for Proposal (RFP); approve contracts or reject
contracts that are lacking the necessary requirements. This project overall cost is $300,000 and is
schedule to begin on September 29, 2014 and launch on April 15, 2015.
The objective is to implement a
process that will automate 95% of contract management, streamline the laborious
manual effort, eliminate and minimize human error to 2%. With careful planning
our team will include five (5) Subject Matter Experts (SMEs). The team members have been identified and
responsibilities have been assigned to each individual. The risk that is
foreseen is the current staff may lack the skills to handle the automated
process. The new software will be
developed with current technology; management may not be able to estimate the
financial budget and staying within budget.
Davis & Associates
expects to increase its business during the first year of implementing the new
process. Being on task is the key to achieving this goal of implementing a
process that will make contract management cost effective and efficient.

Project Scope & Objective
Project
Name: Automation of Contract Management (ACM)
Project
Managers:Marcia
Cannon, Kerry-Ann Davis, Michelle Austin-Dor, Sanket Desai, and Nelson Gonzalez
Owners:
Davis &
Associates
Project
Number:121311
Prioritization:
High
Statement of Work:
The purpose of this
project is to implement an Automated Contract Management process
for our Contracting
Department. We intend to accomplish this
by developing the
automated software
that handles contract management within six (6) months. The first
phase of the project
will focus on the requirements and functionality of the system. When
the requirements and
functionality has been identified and approved, the development
phase will
kick-off. Upon completing the
development stage various testing of the system
and functionalities
will be the next stage. The final stage
will be full production of the
functionalities based
on the testing results and feedback received.

In Scope
Create an automated
process for Contract Management. The new
process will include
automated approval of
Request for Proposal (RFP), automated document uploading of
contract documents
and reports. This system will be easy to
use, give complete visibility,
E-signature saving,
and be used as a central repository for all contract documentation.
The new system will
also collaborate efficiently and control the processes whenever a
document has been
approved or any changes have been made to the document.
Out Scope
The
project limitation that is foreseen is current employees adapting to the new
system and processes.
Major Functions
Implementing
an automated contracting system will minimize human errors; generate more
income for the company. The development
team will develop a system that will allow external clients to upload their
RFPs and make minor changes, create electronic signatures and check the status
of their RFPs. The system will handle
all different file types to include txt files, PDF, Excel, and Word
document. The system will offer a
central repository on a server, and also the option to store their data in the
Cloud. As a growing company staying
abreast of technology and also using convenient ways where our internal and
external customers can access data from a smartphone, iPad or any tablet that
has internet connectivity.
Performance Issues
Both
internal and external clients will use the contract management automation
system. One of the many issue that this
project will face after deployment is, the employees will not be able to adapt
to the new process in a timely manner.
Another issue that we foresee is moving from manual process to an
automated process, the execution of the application may differ in
functionality.
Management and Technical Issues
Technical
constraints would include software configuration, and technical failure in
developing this contract automation system.
The architecture may not be flexible for expansion and easy to use for
some of our clients. Another issue that
management anticipates is how the RFPs are prioritizing. Task that needs to be
executed as priority may foresee delay in the delivery because the system is
not able to identify task that are a priority.
Since
Davis & Associates chooses to automate the contract management process
there will be staff members who are available to assist the external clients
with any issues they experience. Also,
the internal clients will receive training to develop their technical skills in
order to assist the external clients with quality service and any technical
issues that may develop.
Development Process and Methodology
The
project team decided to use the Agile Methodology. Agile methodology is typically used in
project environments where the business is sometimes unpredictable. Using the Agile method the project will be
delivered in phases which will be tested, after testing the daily scrum call
will be held highlighting any issues or updates with the program. The approach
that will be taken is to choose a flexible architectural model that will be
able to withstand the constant changes.
The application will be implemented on the company’s newest server and
then deployed to the internal team for use or production.
Phases of SDPM Process
The
first phase will define and explain why implementing an automated contracting
system will benefit the company. Once
approval is granted on the implementation and development, the work will begin
after the approval is received.
Plan and Launch
In
this phase the requirement for the automated system will be given consideration
on how to build and deploy. The
developer will launch the application to the server; once that step is complete
the project team will explain the reasons for implementing the new system and
the benefits to both internal and external clients.
Design, Build and Test
Designing
the automated contracting system has met the requirements and business needs of
Davis & Associates will be addressed.
The design for system will be developed in the test environment where
the developers will have access to the application to make the necessary
changes or modifications before final development. The developers will not need any further
approval has all the requirements have been approved any testing of the
application will be done in the testing environment.
Degree of Stakeholder Involvement in the SPDM
Process
The
stakeholder plays a major role in the development of this new system. The stakeholder secured most of the funding
for the project. The amount that was
secured for the project is $300,000 hence the reason for getting the
stakeholder involved, and also giving them daily update as the project progresses. Because the application is being built in an agile
environment, the stakeholder participation is necessary. According to Agile Modeling, “project success
often requires a greater level of involvement by project stakeholders: domain
and technical experts should be actively involved with modeling.” In order for the any development or decisions
to be made it is necessary to get approval from the stakeholder before the
project can move forward.

Project Estimates:
Sources of Historical Data Used for Estimates
Software
development effort estimation is the process of predicting the most realistic
amount of effort (expressed in terms of person-hours or money) required to
develop or maintain software based on incomplete, uncertain and noisy input.
Effort estimates may be used as input to project plans, iteration plans,
budgets, and investment analyses, pricing processes and bidding rounds.
Historical
data is needed for any form of consistent estimation. The problem with historical data is that
gathering the data requires effort, time or money. The need to expend resources to generate,
collect or purchase historical data is often used as a bugaboo to resist
collecting the data and as a tool to avoid using parametric or historical
estimating techniques. For instance, estimating at the project level you need
data at a project level. If you are estimating at a task level you need to
collect historical data at the task level.
The best
data is data is data from your organization projects. This means that you have to define the
information you want, collect the data and analyze the data. The collection of data also infers that
someone needs to record the data as it happens (time accounting and project
level accounting). Only collect the
information you need and only at the level you are going to use.
In this
project the main source of the project is the automation of the existing manual
process. Below are the sources of historical data:
1. Estimation
of the time taken during handling of one case manually
2. The
effort estimation of the project on similar lines
3. Estimation
on the basis of the earlier written lines of codes with respect to the man days
4. Cost
involved in handling such small projects with respect to changes in the company
workflows
5. Effort
involved in imparting training to the staff members on any process changes in
the organization
6. Turnaround
time to handle and close one contract by a single executive
7. Time
involved in the movement of files from one approval to another approval table
8. Failure
cost due to failure of existing projects
9. Time
involved in moving from failure cases to the workarounds or the rollover plans
10. Effort
estimations of the existing ongoing projects in the organization
Estimation Techniques
There are various kinds of
estimation techniques involved in the project:
1. Analogous
estimation – it depends on the estimation of the project cost and timelines on
the basis of the historical data. Suppose, company has done any similar kind of
projects then the analogous estimation depends on the using of similar figures
for the cost and time involved. This helps in reducing the effort in doing
estimation and one can use the same estimates and refine them as the process
moves on
2. Parametric
estimation – it depends on the estimation on the basis of the defining the
parameters involved in the estimation. Here the input parameters say code
lines; number of developers/testers is used and is changed accordingly with
respect to the scope and complexity of the project. Once these parameters are
changed they help to change the estimates of the new project from the old
project. So the company uses estimates of the old projects but makes changes in
them on the basis of the changes in the parameters involved in the same.
3. Judgmental
estimation – here the expert’s advices are taken to come onto the estimates of
the cost and the timelines.
In this
scenario as the complexity of the project is high and company is new such kind
of projects so the best estimation technique will be judgmental technique. In
this company can use various experts from the company and SMEs to come to final
estimates.
Estimates of Effort, Cost, Duration
The
estimates of effort, cost and duration depends on the activities involved in
the project. Below are the broad level activities involved in the project:
a) Kick
off the project
b) Preparing
a requirement document
c) Preparation
of High level and low level design documents
d) Discussion
of system architecture with the development teams
e) Coding
and development of the application
f) Testing
of the application
g) Preparation
of unit and functional test cases
h) Showcasing
the application to the stakeholders
i)
Taking approvals from the stakeholders
j)
Releasing the application in production
environment
The above
mentioned activities can be subdivided on the task level and then the effort
estimation depends on the effort involved in the same.

On the
basis of assumptions the above figure shows the effort involved in the project.
The total effort of the project is around 148 days. The duration against each
task is shown in above figure.

The above
figure shows the resource utilization against the same. Suppose the cost of
Project Manager is $ 40/day, Sponsor is $60/ day, Developer is $20/day, Tester
$15/day and Development Head is $35/day.

The cost of the project is shown below:

Activity

Resources

Cost

Kick off the project

Sponsor (1)

60

Preparing a requirement document

Project
Manager (1)

40

Preparation of High level and low level design
documents

Project
Manager (1), Development Head (1)

75

Discussion of system architecture with the
development teams

Development
Head (1), Project Manager (1)

75

Coding and development of the application

Developers
(5)

100

Testing of the application

Testers (2)

30

Preparation of unit and functional test cases

Testers (1), Development
Head (1)

50

Showcasing the application to the stakeholders

Stakeholders
(10)

40

Taking approvals from the stakeholders

Project
Manager (1)

40

Releasing the application

Project
Manager (1), Development Head (1)

75

Celebrations

All

Total

585

With the
above cost of $585 per day, the total cost of the project is 148*585 = $86580
Risk Management Strategy
Risk Table (lists risks identified for your project
(identify at least 20) with a risk score for each)

Risk Evaluation

S.No

Project Risks

Risk Evaluation

Probability

Cost

Schedule

Scope

Quality

Risk Score

1

The internet connectivity is low and down

40%

4

3

4

5

6.4

2

There is issue in the installation of the network

20%

4

4

2

5

3

3

The cost of the project is not within budget

30%

5

3

2

2

3.6

4

The resources are not available on time and
allocated on time

60%

4

4

2

2

7.2

5

The data security is vulnerable and not on lines
with the organization policies

45%

5

2

5

5

7.65

6

The database is not up to mark and full of issues

5%

4

4

5

5

0.9

7

The training of the resources is not complete on
time

70%

2

2

2

2

5.6

8

The technical support is not feasible due to
maintenance issues

5%

2

2

3

3

0.5

9

The Wi-Fi to access the systems is down

15%

3

3

4

5

2.25

10

The budget allocated to the project is less as
compared to the actual spending

40%

5

2

2

2

4.4

11

There is mismatch in the requirements documents
leading misunderstanding and wrong developments

60%

5

5

5

5

12

12

The development is not on track and leading to
delay

40%

4

5

4

4

6.8

13

The project resources are over allocated

50%

4

2

2

4

6

14

The walkthroughs of the requirement documents was
not adequate

20%

2

2

4

4

2.4

15

There is delay in the testing process due to
delay in coding

20%

2

4

2

4

2.4

16

The testing is not up to mark and the bugs are in
the final delivery stage

40%

4

4

2

5

6

17

There is change in the scope of the project

60%

5

5

5

5

12

18

The project is of bad quality

70%

4

4

2

5

10.5

19

There are network issues leading to delay in the
approval process

20%

2

2

2

2

1.6

20

The central drive to store the documents is
inadequate leading to storage issues

40%

4

2

2

4

4.8

21

The training for the process was inadequate for
people to change from manual to automatic process

40%

4

4

2

2

4.8

22

The server speed is slow and approvals takes time

20%

5

5

2

2

2.8

23

The download and upload of documents takes time

20%

2

2

2

2

1.6

24

The technology used is irrelevant as compared to
the organization requirements

40%

4

2

2

2

4

25

Skills issues among the employees

60%

4

2

2

5

7.8

Discussion of Risks to be Managed (plan to manage
at least five—the top five risk scores from above)

Risk Type

S. No from above table

Risk Response

High Level Risk
Score

1

If there is an issue in the internet connectivity
then the application will not work as the same will be hosted on the public
Internet. In order to avoid such issues the company should have a backup
Internet connection which in case of any downtime should be up and able to
handle the application load.

4

If the resources are not available on time, then it
will lead to delay in the completion ad slippages of the activities on the
critical path of the project. In order to avoid the same, there should be proper
planning with respect to the resource allocation and usage. It will lead to
proper resource assignment and will avoid any last changes in the resource
allocation.

5

As the automated process leads to upload and
download of documents related to contracts and bank details. It might lead to
data security issues, the same can be mitigated by using appropriate security
measures of individual logins and password change policy.

11

This is big level risk and the wrong requirements
gathered at the first place will lead to wrong developments and loss of both
time and cost. It can be mitigated by taking sign offs from the concerned
stakeholders on the requirement document and also showcasing the templates to
be developed to the stakeholders. In such a way the confidence of the
stakeholders will be there to handle the project.

12

If the development is not on track then there will
be slippages leading to both loss of effort and cost. This can be avoided by
regularly tracking the project milestone and in case of any deviations
raining the same with the top management.

17

If there is any change in the scope of the project
then it will impact the timelines and this will impact the cost of the
project. This risk can be mitigated by freezing on the scope of the document
through mutual meetings and consent.

18

If the project quality is bad then it will lead to
rework and thus increase in cost and effort. This can be avoided by doing
regular testing and involving the stakeholders ate each point of the
delivery. Also the good and iteration testing will lead to elaborate testing
and finding of issues at the early stage of the project.

25

If the skills of the employees are not matching the
usage of the application then the application is of no use. This can be
mitigated by doing regular and stringent trainings for the employees of the organization.
This will help them understand the functionality and also helps them to use
the same with efficiency.

Risk Mitigation, Monitoring, and Management Plan
Risk Management Strategy – General Description
Promptly identify all possible risks
and prioritize according to the likelihood it will happen and the impact it
will have on overall project.
Risk Identification Strategy
Identify all stakeholders. Then use
documentation reviews and information gathering techniques such as
brainstorming using the nominal group technique. In addition, interview high
power stakeholders to extract additional stakeholders that can quickly point
out hidden risks within the project. Another strategy is to use the Delphi
technique where a facilitator will prepare and send questions to subject matter
experts and the responses will be circulated until consensus is reached.
Risk Analysis and Prioritization Strategy
In order to prioritize the risk and
impact of the risk, the team must determine the impact and likelihood that a
risk event will happen. One such tool would be to use the risk severity matrix
where the risk events will be plotted to determine the high risk high impact of
a particular risk event. Additionally, it must be determined the severity of
impact on the triple constraints; cost, scope, scope, and quality. Next, each
risk event that is plotted, a probability number must be assigned to give
definitive assessments to the risk event.
Risk Response Planning and Implementation
Strategy
Risk response planning will be
assigned to key stakeholders in the project. Mainly it will be all project
managers as they are all have vested interests in the successful completion of
the project.

Risk Monitoring and Tracking Strategy
As Project Managers, monitoring and
controlling the risk events will involve getting constant feedback from all
vested parties including the project sponsor, all high power team members. The
type of information that we seek as project managers will be looking for is the
timeline of completed work processes measured against deadlines. We will seek
input from available resources to help this process and to monitor all
predecessors and successors to see if available resources can be allocated to
different areas of the project.
Roles and Responsibilities
All major roles are shared by all
Project Managers. However, the sponsor for this project is CEO of company who
will be providing all funding that is needed for successful completion.
Tools and Templates
Tools used in the project will
include interviews, brainstorming techniques, meetings, software such as
Microsoft Project, Word, Visio, etc.

Monitoring, Managing, Mitigating, and Controlling

Risk Event

Monitoring

Planning/Management

Controlling

Mitigation Strategy = RL;
RI; AD; CT; TR; or AC

The internet connectivity is low and down

Welcome
feedback from end users about connectivity experience

Keep a
log of complaints from end users

Perform
weekly virus scans and deleting of unnecessary files to clean files

Reduce
Likelihood

There is issue in the installation of the network

Defer to
(outsource) Network Administrators which will be contractors for the project

Defer to
Network Administrators which will be contractors for the project

Defer to
Network Administrators which will be contractors for the project

Transfer

The cost of the project is not within budget

Make sure
sponsor has weekly updates and get approval for the scope of project during
the planning phase

Level
resources regularly and make sure predecessors and successors are completing
on time

Update MS
Project with overruns and cost changes to resources

Avoid

The resources are not available on time and allocated on time

Have
weekly ten minute check points to get updates on the availability of
resources and update MS project to mirror the updates

Have
monthly meetings with Team Managers to make sure their resources are
sufficient and find ways to level resources better

Get
accountability from Team Managers to carry out the plans set forth in
meetings

Reduce
Likelihood

The data security is vulnerable and not in lines with the organization
policies

Partner
with the IT Manager and CIO to make sure the policies are in line with
organizational policies

Have the
IT Manager and CIO to attend monthly project meetings

Get
accountability from the IT Manager that the security measures will be
followed as outlined and is in sync with policies

Reduce
Likelihood

The database is not up to mark and full of issues

Make sure
the database is being updated with the latest information and that
information input is useful

Constantly
provide feedback to all departments about what the other need to document
properly

Have
Managers of every department to gain accountability from end users that they
will update information as it becomes available

Reduce
Likelihood

The training of the resources is not complete on time

Outsource

Outsource

Outsource

Transfer

The technical support is not feasible due to maintenance issues

Partner
with IT Manager to make sure all maintenance is done on time and properly

Have IT
Manager attend meeting to relay to all department manager what is needed to
perform maintenance on all systems

Document
all issues and how they were fixed

Avoid

The Wi-Fi to access the systems is down

Outsource
to Internet Provider

Outsource
to Internet Provider

Outsource
to Internet Provider

Transfer

The budget allocated to the project is less as compared to the actual
spending

Make sure
sponsor has weekly updates and get approval for the scope of project during
the planning phase

Level
resources regularly and make sure predecessors and successors are completing
on time

Update MS
Project with overruns and cost changes to resources

Avoid

There is mismatch in the requirements documents leading
misunderstanding and wrong developments

Look for
any sudden changes especially in the critical path to make sure all tasks are
completed on time

Communicate
to all Managers and make sure scope is understood and reiterated during all
meeting as well as outline all project changes

Get
accountability from all managers that all resources are understanding the
requirements of the project

Avoid

The development is not on track and leading to delay

Hold
short bi-weekly meetings just to make sure the resources and time is there to
get the job done

Have a
meeting with all team members to bring back into focus the scope of the
project and that all resources are trained and available to carry out the
statement of work.

Make sure
that all contractors are on fixed contracts with incentives to complete the
task on time with penalties for being late

Reduce
Likelihood and Impact

The project resources are over allocated

Look for
a pattern of working overtime and weekends to ensure no resource is
overstretched (can be accomplished by looking at the resource sheet in MS
Project)

Hire more
resources to help out so that the quality of the project is not compromised

Hire more
resources to help out so that the quality of the project is not compromised

Reduce
Likelihood

The walkthroughs of the requirement documents was not adequate

Make sure
that all changes in requirements are documented and updated and dispersed to
all managers

Make sure
that when the sponsor is interviewed, there are persons available to record
all requirements are documented and available to all teams members

Make sure
that all changes in requirements are documented and updated and dispersed to
all managers

Avoid

There is delay in the testing process due to delay in coding

Partner
with Programmers to make sure all coding is done during the development phase

Partner
with Programmers to make sure all coding is done during the development phase

Use Agile
method and release in increment so that bugs are found early so as to correct
the coding problem

Avoid,
Avoid, Avoid

The testing is not up to mark and the bugs are in the final delivery
stage

Partner
with Programmers to make sure all coding is done during the development phase

Partner
with Programmers to make sure all coding is done during the development phase

Use Agile
method and release in increment so that bugs are found early so as to correct
the coding problem

Avoid,
Avoid, Avoid

There is change in the scope of the project

Have
regular meetings with Managers who is needing more resources or a process in
not working for the good of the project

Work
closely with the sponsors and g=keep documentation of every change no matter
how small so that if the scope changes, the project will likely survive
because of informed sponsors

Have
regular meetings with Managers who is needing more resources or a process in
not working for the good of the project

Reduce
Impact

The project is of bad quality

Hire
Independent Quality Assurance Teams to
monitor, plan, and control

Hire
Independent Quality Assurance Teams to
monitor, plan, and control

Hire
Independent Quality Assurance Teams to
monitor, plan, and control

Transfer

There are network issues leading to delay in the approval process

Defer to
(outsource) Network Administrators which will be contractors for the project

Defer to
(outsource) Network Administrators which will be contractors for the project

Defer to
(outsource) Network Administrators which will be contractors for the project

Transfer

Skills issues among the employees

Have
employees meet once a month to see how a process can be modified so that
everyone can perform their roles more efficiently

Include
employees in the planning process and group skills according to tasks so that
everyone understands their role and job in the project

Get
accountability from each employee about their roles and responsibilities

Reduce
Likelihood

RL = Reduce Likelihood

RI = Reduce Impact

AD = Avoid

CT = Contingency

TR – Transfer/AC = Accept

Schedule
Project Work Breakdown Structure

Task Network

Timeline Chart (Gantt Chart)

Resource Table

Resource
Name

Type

Material
Label

Initials

Group

Max
Units

Std. Rate

Ovt. Rate

Cost/Use

Accrue
At

Base
Calendar

Developer

Work

M.J

100%

$50.00/hr

$75.00/hr

$0.00

Prorated

Standard

IT Manager

Work

A.T

100%

$55.00/hr

$90.00/hr

$0.00

Prorated

Standard

Designer

Work

T.J

100%

$45.00/hr

$65.00/hr

$0.00

Prorated

Standard

Architect

Work

S.M

100%

$85.00/hr

$120.00/hr

$0.00

Prorated

Standard

Engineer

Work

K.K

100%

$95.00/hr

$130.00/hr

$0.00

Prorated

Standard

QA Manager

Work

N.M

100%

$45.00/hr

$65.00/hr

$0.00

Prorated

Standard

Project Manager

Work

M.C

100%

$70.00/hr

$100.00/hr

$0.00

Prorated

Standard

Contract End User

Work

C

100%

$30.00/hr

$55.00/hr

$0.00

Prorated

Standard

Team Leader

Work

T

100%

$50.00/hr

$75.00/hr

$0.00

Prorated

Standard

Responsibility Matrix

Work / Task

Resource Responsible

Planning

Project Manager, Project Leads,
Tech Lead

Business Analysis / Requirements

Project Manager, Business
Analyst, Tech Lead, User(s)

Software Architecture

Tech Lead, Architect

Code Development

Web Developer, Backend developer

Database design

Lead Database Administrator, Tech
Lead

Testing

Quality Assurance (QA) Team,
Users

Deployment

Infrastructure Team

Post Implementation Review

Project Manager, Project Leads,
Tech Leads

Above responsibility matrix
outlines the major actors involved in execution of the project. It starts with
project planning task wherein project manager will plan the work after meeting
with project leads and tech leads. Tech lead will provide estimation and
feasibility of technical direction for implementing a customized application
software development.
Capturing business requirements
will require participation of business analyst to capture and document
requirements in a pre-defined template. Tech Lead will evaluate the technical
feasibility of requirements. User(s) will ensure that the requirements captured
conform to the existing procedures of handling contract management. The
requirements documents will be available in a central repository so that all
the team members will have access to it.
Once requirements are captured and
signed off by user(s), software architecture can begin. This will set the
foundation for technical development and future enhancement. Software
architecture will be flexible to accommodate future expansion and integration
with other sub-systems. Architecture artifacts like UML diagrams, sequence
diagrams will be produced for future reference.
Code development will begin once
architecture is stabilized and
accepted to meet the system specifications. Project manager will assign tasks
to developers working with tech lead. Tech lead will monitor the progress of
assigned tasks to developer(s) and update project manager on a weekly basis.
Tech lead will bring forth any anticipatable technical risks in completing the
tasks.
Database design will be a
coordinated effort between lead database developer and tech lead. Tech lead
will choose the database system considering the size of the project and
possible future expansion. Database design will be in alignment with software
architecture and software tools used for code development. Lead database
administrator will help development team with performance of database with fine
tuning of queries etc. for faster application performance.
Testing will be conducted by QA
(Quality Assurance) team and users of the new system. QA team will have test
cases documents referencing the requirements documented. These test cases will
have repeatable tests that need to pass to conform to the documented requirements.
Once QA team tests the application, users will have an opportunity to perform
UAT (User Acceptance Testing). QA and UAT process will log defects found during
testing. These defects / change requests will need to be triaged for fix in a
release by project manager and tech lead.
Deployment of the application will
be approved by users of the system, tech lead and project leads. Once approved,
infrastructure team will initiate deployment of the application at a
pre-defined date. They will document steps needed to deploy new application to
production and downtime (if any). They will also send an email in advance of
production deployment with release notes of the features / bug fixes in that
release. Business analyst will provide the release notes to infrastructure team
to send to users.
Post implementation review usually
involves number of defects raised by QA, UAT teams. This will provide a measure
of code quality being deployed for testing. Project manager along with tech
lead will also monitor the trend in issues with every release to production.
Such trends will be included as part of bi-monthly report for stakeholders to
review.
Project manager will setup a
‘lessons learned’ meeting after every release to production. Tech Lead,
Business analyst, Lead DBA and QA lead will suggest points of improvement and
better communication in future. Project manager will document them and prepare
action item for each suggestion to fulfill in future.

Major Milestones and Target Dates

Major Milestones

Target Date

Project Initiation

10/01/14

Requirements signoff

10/20/14

Scope Lock

10/30/14

Architecture / High Level design

11/30/14

Development complete

12/31/14

QA Testing cycle

01/24/15

UAT Testing cycle

02/15/15

Deployment to production

02/17/15

Post Implementation Review

02/18/15

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