Merlin Library Management System Project - Case Study Example

MERLIN LIBRARY MANAGEMENT SYSTEM PROJECT By Student’s Name Course+Code Class Institution Date Contents 1.0 Introduction 4 1.1 System Overview 4 Merlin Library System will be created over an interface that is based on the web which will allow a large number of users to access library services. The key functionality of the software will include insertion of data, queries, monitoring and tracking of library materials and storage of information. The tools and software used will include Java Programming Language, My SQL, Visual BASIC, MS-Project 2000, MS-FrontPage, HTML 4 and Ftp Software. The project will take a month to fully implement and an additional month to train personnel on the functioning of the system. The students will also have tutorials on the use of the system both face to face and online. The system will function both online and offline. The command functions will based on the user. The borrower will be able to search for a book, view the details, reserve and borrow the book through the system. The administrator will be able to maintain the information of books, maintain the database and the user details and make changes where necessary in the system. The librarian on the other hand will issue and return books over the system as well as reserving them and adding and deleting them from the system. 4 1.2 Project Scope 5 1.2.1 Scope creep 5 1.2.2 Scope creep management 5 1.3 Goals and Objectives 6 1.3.1 Objectives 6 1.4 Project deliverables 6 1.4.1 Business deliverables 6 1.4.2 Technical deliverables 7 1.4.3 Organizational Deliverables 7 1.4.4 GITE’s Deliverables 7 1.5 Stakeholders 7 1.5.1 Primary Stakeholders 7 1.5.2 Secondary stakeholders 7 1.5.3 Stakeholder Engagement Matrix 8 2.0 Project Costs and Resources 8 2.1 Project Cost 8 2.2 Project Resources 8 3.0 Project tasks and scheduling 9 3.1 Project task 9 3.2 Scheduling 10 3.3 Resourcing plan 10 3.3.1 Roles and Responsibilities 10 4.0 Project Monitoring and Management 11 4.1 Communications Management Plan 11 4.1.1 Communications Matrix 11 4.2 Risk Management and Minimization Plan 12 4.2.1 Risk Register 12 4.2.2 Risk Management 13 4.3 Customer Management Issues 14 5.0 Project Close 14 5.1 General Project Information 14 5.2 Management effectiveness 15 5.3 Project Closeout Checklist 15 5.4 Administrative Close 16 5.5 Contract Close 16 6.0 Reference List 16 7.0 Appendices 18 7.1 Appendix I 18 7.1.1 Lessons Learnt Checklist 18 1.0 Introduction The custom of research and development has been embedded in Merlin’s University of Science and Technology and the institution continuously seeks to better its performance and productivity in the scientific research sector. The department of scientific research is responsible for scientific studies and research conducted by other stakeholders for the improvement and development of science. The department has been facing difficulties in the management of the resources needed for the daily studies and operations that take place in the University. As a result of this, a task team has been created to come up with a system to manage the scientific resources; specifically books and library resources. The task team is from Gervas IT Experts (GITE). The project includes the development of a system that will manage operations such looking for reading material in the library’s log, provision of data on the accessibility of books, creation of a database for users where they can access library resources and transmission of information on notes of overdue, bills and loss of books. The project additionally provides internet availability for users and soft copies on books purchased by the institution over the internet. This project therefore outlines a design for the library system where the lending process will be created to manage and improve the efficiency of the use of written resources so as to promote research and development in Merlin University. This document furthermore presents the goals of the project, project scope, the deliverables, and the expected risks and their proposed management and the budget. Additionally, the communication plan, specifications and the customer issues are also outlined. 1.1 System Overview Merlin Library System will be created over an interface that is based on the web which will allow a large number of users to access library services. The key functionality of the software will include insertion of data, queries, monitoring and tracking of library materials and storage of information. The tools and software used will include Java Programming Language, My SQL, Visual BASIC, MS-Project 2000, MS-FrontPage, HTML 4 and Ftp Software. The project will take a month to fully implement and an additional month to train personnel on the functioning of the system. The students will also have tutorials on the use of the system both face to face and online. The system will function both online and offline. The command functions will based on the user. The borrower will be able to search for a book, view the details, reserve and borrow the book through the system. The administrator will be able to maintain the information of books, maintain the database and the user details and make changes where necessary in the system. The librarian on the other hand will issue and return books over the system as well as reserving them and adding and deleting them from the system. 1.2 Project Scope The library system will sustain the activities of four different end users. These will include the students from the institution, the faculty members, the library personnel and the administrators. The functions that will be supported by the system include validation of account, search of resource, reservation of resource, access to the list of reservation, notification of deadlines and the payment of late fees. The administrators will have access to additional functions such the maintenance of the database and modification functions. The system will adopt the use of two servers because of efficiency and all the data will be stored at the Microsoft Access Database. 1.2.1 Scope creep A technological scope creep may occur when the project manager focuses on pleasing the customer thus causing a deviation from the requirements outlined in the scope. The technical experts may also add features that have not been specified in the definition of requirements. This is otherwise known as technical gold plating (Roberts, 2014). 1.2.2 Scope creep management In order to manage scope creep, the following options can be provided during the project: Introducing a new phase with the specifications of the customer Halting the project so that the additional requirements can be scoped adequately go on with the project without rescoping specify the absolute requirements in a checklist and monitor them through the development of the project involve the software developers in the requirements management stage so that they come up with the specific needs as outlined Introduce a team that can discuss and control change thus evaluating the risk of change and coming up with mitigation options. 1.3 Goals and Objectives The goal of Merlin Library System is to make easier the lending of written material as well as audiovisual equipment. The system will be designed based on the needs of the University which include the need for contemporary technology and up to date information. 1.3.1 Objectives To replace the manual library system with a computerized one that operates both online and offline To provide an easy and user friendly system for the management of library resources in the university. To offer speedy service in the delivery of books and information from the library and internet sources that is covered under the library domain. To minimize the loss of books in the library through a system that can track and monitor lending and the return of books and keep records effectively. To create a reliable search facility To provide additional information over the interface such as lecture material and previous assignments from alumni to further assist the students and other interest scholars in their studies. To reduce costs associated with storage and retrieval of books and other resources 1.4 Project deliverables 1.4.1 Business deliverables Archiving, transfer and preservation of documents and records with a permanent lifecycle Automation of the functions in such a way that they can be performed in locations other than the point of service itself Creation of logical folders for ease of use by the end users Standardization of electronic forms so that the existing software systems can be updated in the appropriate data fields Creation of versions that can be easily accessed from different devices Queries that are intuitive, search options and accurate delivery of results Email archiving that goes along with the necessary legal requirements 1.4.2 Technical deliverables Establishment of an environment of operations that supports the Merlin Library Management System 1.4.3 Organizational Deliverables Establishment and development of staffing levels that supports all the functions and areas of the library system Provision of recommendations for the development of a process that converts the particular existing documents 1.4.4 GITE’s Deliverables Recommendation for the infrastructure guide Agenda for the visit to the site Delivery of software binaries Updated project plan Worksheet for the project budget Hierarchy diagram for the document class Specification for the functioning of the workflow Online form specification GITE’s support service level agreement 1.5 Stakeholders 1.5.1 Primary Stakeholders Merlin University Board of Governors Project management team (GITE) Library committee IT department Project committee Student and faculty union representatives 1.5.2 Secondary stakeholders Students and faculty who use the library Other members of staff who are not directly involved with the project 1.5.3 Stakeholder Engagement Matrix Uninformed Defiant Impartial Supportive Leading BOG Chairperson C D Project manager C Library committee chairperson C D IT Head of department C Project committee chairperson C Student representative C D Faculty representative C D 2.0 Project Costs and Resources 2.1 Project Cost The estimation of the project cost applies to all the subtasks as identified in the scope of the project. The budget helps the company to plan its finances accordingly and additionally determines whether the project can proceed (Wilson and Van Hapereen, 2015). 2.2 Project Resources Hardware resources Two servers $250574 Software resources Ms Access license $ 7000 Ms Visual $ 600 Engineering resources $ 129000 Total $387174 3.0 Project tasks and scheduling 3.1 Project task Project Phase Expected Tasks Initiation Timeline plan. Presentation of project. Formation of tasks and schedules. Project coordination Project Analysis Definition of Documents. Review of documents such as the software design report, software architecture report and feasibility report Installation of Hardware Installation of servers, computers and computer aided tools Installation of Software Installation of Ms software such as Ms Access and Ms Visual Development of hardware and software Configuration of hardware and software and integration within the library system Testing of the system System Test procedure completion. User Acceptance Testing Execution. Training of respective IT and library personnel Training of library personnel on the key functions of the system. Provision of a reference manual for students and faculty. Training of the IT personnel in case of system update requirement or malfunction of the software Deployment Rolling out of the whole system. Monitoring of the integrity of the data. Closure of project Follow up activities. Project Archiving and Reviewing. Discussion of changes and additional phases 3.2 Scheduling Definition of requirements 4/1/2017 Software design 7/1/2017 Implementation and testing 14/1/2017 Integration and system testing 20/1/2017 Operations and maintenance 30/1/2017 3.3 Resourcing plan 3.3.1 Roles and Responsibilities ROLE DUTIES Project committee Provision of guidance on the general strategic plan of the project Approval of major funding allocation of resources Oversee funding changes Establishment of policies on communication Review of project deliverables Project manager Overall management of the project Allocation of project resources Monitoring of the product schedule, budget and risk Delivery of status reports in committee meetings Management of team members as well as overseeing their interests Communication of project status to all relevant stakeholders Maintenance of project documentation Signing of documents Budgeting manager Planning of the budget Liaising with the project manager on budget allocation Provision of financial report to the project committee Software developer Presentation of the software design to the committee Communication of planning with the committee and the project manager Project management team Execute qualified software programming as required from the contract Be aware of deadlines and finish the project deliverables as required Communicate on the progress of the project with the committee an d the project manager IT team Determination of appropriate software Installation of software and hardware Programming of the software Monitoring the software activities Training of library personnel on the use of software 4.0 Project Monitoring and Management 4.1 Communications Management Plan A communication plan will involve weekly meetings of the committee to provide status reports. The project manager will chair the meetings as he has the responsibility of reviewing the status reports. From these meetings various stakeholders will be required to voice their concerns. Changes and agreements to proceed with the projected will additionally be communicated in these meetings. The project manager is furthermore required to call for an urgent meeting should there be an emergency or a situation that requires the committee input promptly. 4.1.1 Communications Matrix Information Recipient Frequency Communication method Sender Draft documents MLS project manager As required Face to face Project team Approval of documents and reports Project manager Project committee Weekly As required Face to face Project team Project manager Usage of time, work hours Software developer Weekly Email Project manager Status reports on project Project manager Daily Email Project team Changes in team status especially regarding assignments Project manager As required Face to face Team leader Approval of expenses Team leader project manager As required Email Project team Internal request for work Relevant department As required Email Project team External request for work Relevant department As required Email As required Meeting Project manager Weekly Email Project committee 4.2 Risk Management and Minimization Plan Identification and categorization of risk is essential for the prioritization of activities by the management thus saving on the relevant resources (Pritchard, 2014) 4.2.1 Risk Register Internal Risks Risk involved External Risks Risk involved People risk Unavailability of skilled personnel to operate the software High cost of hiring new personnel to manage the software Act of God where personnel involved may fall sick or pass on Financial risk Lack of enough capital for investment Investment into a project that is completely new Compatibility risk Process of integrating the software within the system of the university Expenses associated with the purchase of a fully compatible system Technological risk Security risks such as information theft and breach of institution privacy Reliability upon a system that is prone to crashing Risk of inadequate backup in the event of a system fail Process risk Risk of the staff using incorrect processes in the use of the software Change in the requirements of the system leading to additional work Malfunctioning of the system Political risk Possible changes in the regulations that affect the management of software Taxation and licensing are also subject to changes thus causing instability in the process of management of software Organizational and managerial risk Financial risk associated with the purchase and investment into a new software system Risk of reorganization due to integration of the new system Disruption of normal activities in the institution Societal risk Limited technological knowledge among some users of the system Tools risk Reliability on support software items Environmental risk Factors associated with the implementation of the software program such as legal systems, suppliers, compatibility evaluation and the experience of users Estimation risk Errors in the evaluation of the actual resources needed for the implementation of the system Economic risk Unpredictability of the software and labour prices due to market variables 4.2.2 Risk Management Employ budget control techniques Put in place an account for emergency funding Provision of a backup system for the software Training and developing of present staff Employment of qualified personnel Use of up to date software Monitoring and evaluation of the integration process Establishment o fan effective communications plan Feasibility study for the management of risk 4.3 Customer Management Issues Several customer issues may arise or be observed during the implementation of the project such as Lack of engagement Dissatisfaction Massive interference Giving of instructions that deviate from the requirements defined Lack of commitment Lack of cooperation These arising issues can be managed through: Encouragement of feedback from the client Creating a change management team that can deal with the issues causing dissatisfaction to the client Defining clear roles at every briefing and committee meeting Introduction of a new phase based on the customer’ s requirements Regular briefings on the progress of the project 5.0 Project Close 5.1 General Project Information Project name Merlin Library System Project description Software that provides for validation of account, search of resource, reservation of resource, access to the list of reservation, notification of deadlines and the payment of late fees. Project manager Miss Anna Johnson Project sponsor Merlin’s University of Science and Technology Time line One month Budget $ 393874 5.2 Management effectiveness Management needs Effectiveness High Medium Low Project needs Cost needs Schedule Communication Scope Risk management 5.3 Project Closeout Checklist I. Have all the deliverables been achieved? II. Have all the deliverables been approved by the key stakeholders? III. Has a post project review been conducted? IV. Has individual feedback on performance been presented? V. Has a project history library been created? VI. Is there a record for designs and specifications? VII. Have all the project related accounts been billed and finalized? VIII. Has an audit been conducted? IX. Has there been a lessons learnt session? X. Have there been modifications to the applications? XI. Is there a performance evaluation that has been conducted on the vendors? XII. Has there been accurate and appropriate transfer of knowledge? XIII. Is there an updated project plan for subsequent phases and projects in the event of new management?t55t 5.4 Administrative Close The project manager is in charge of making sure that the deliverables are consistent with the expectations of the primary stakeholders. From an official letter of acceptance, the primary stakeholders will address the assignments and the project manager will be the recipient. 5.5 Contract Close The closure of all the contracts and ensuring that there are no matters pending is the responsibility of the project manager. 6.0 Reference List Pritchard, C.L. and PMP, P.R., 2014. Risk management: concepts and guidance. CRC Press. Roberts, C.L., 2014. Information Technology Project Management of the New College of Education Facility at Western Kentucky University. Wilson, B., & Van Haperen, K. (2015). Soft Systems Thinking, Methodology and the Management of Change. Palgrave Macmillan. 7.0 Appendices 7.1 Appendix I 7.1.1 Lessons Learnt Checklist Knowledge area Lessons learnt that worked Project areas that worked well Lessons learnt that failed to work Recommendation on what failed to work well Scope Time Tasks Schedule Budget Communication plan Risk management Staffing Monitoring Read More