ebeta investments · b1.3 the solution avoids or minimizes as much as possible design changes to...
TRANSCRIPT
MET CS632 – IT Project Management
Fall Session 1, 2016
Group Assignment 3 – Milestone 1
Team 2 -4
Project Name: E-Delivery Solution
eBeta Investments
September 23, 2016
Version 1.0
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1. Content and Revision History
Revision Description Section Date Prepared By Reviews By
1.0 Original document All sections 09/23/2016 E.B. Silva
A. Aydin
M. Trinh
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Table of Contents
1. Content and Revision History ...............................................................................................1
1. PROJECT CHARTER ...............................................................................................................3
2. STAKEHOLDER IDENTIFICATION ...........................................................................................5 a. Stakeholders ............................................................................................................................... 5 b. Stakeholder Register ................................................................................................................... 6
3. COMMUNICATIONS MANAGEMENT PLAN ...........................................................................8
4. REQUIREMENTS DOCUMENTATIONS ...................................................................................9 a. Business Requirements Documentation ..................................................................................... 10 b. System Requirements Documentation ....................................................................................... 10
5. HUMAN RESOURCES PLAN ................................................................................................. 13 a. Roles and Responsibilities ......................................................................................................... 13 b. Organizational Structure ........................................................................................................... 13 d. Staff Release ............................................................................................................................. 14 e. Training .................................................................................................................................... 14 f. Performance Reviews ................................................................................................................ 15 g. Regulation and Policy Compliance ............................................................................................. 15 h. Core Team ................................................................................................................................ 15 i. Stakeholders and Partners ......................................................................................................... 16
6. PROJECT WORK BREAKDOWN STRUCTURE ..........................................................................1 6.1 Project Timeline........................................................................................................................ 1 6.2 Project WBS Structure (Screen print 1 of 4) ................................................................................ 1 6.3 Project WBS Structure (Screen print 2 of 4) ................................................................................ 2 6.4 Project WBS Structure (Screen print 3 of 4) ................................................................................ 2 6.5 Project WBS Structure (Screen print 4 of 4) ................................................................................ 3
Works Cited ...............................................................................................................................4
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1. PROJECT CHARTER
Project Title E-Delivery Solution
Organization eBeta Investments
Start Date September 9, 2016
End Date March 13, 2017
Project Champion
Joe Rich
Purpose
The purpose of this project is to digitize legal documents and develop electronic delivery (E-Delivery) Solution under the “Go Paperless” green IT initiative. The E-Delivery solution will provide a more efficient and secure method to send information anytime to customers’ computers, smartphones and tablets. The E-Delivery will improve process efficiency, and provide an opportunity for the firm to serve investors by reducing and eliminating paper documents they receive. In addition, the E-Delivery solution will be the driver of reducing costs associated with the paper and mailing operations.
Description
Investor documents will be available online under their account to view at their convenience instead of receiving paper documents vial mail. The solution will provide a faster and more secure way to deliver the statements and trade confirms to the customer. Customers will have the ability to opt into the e-Delivery under their account and select the documents they want to receive electronically.
Goals
Deliver customers’ legal documents electronically. Reduce the carbon footprint and paper usage. Reduce cost on ongoing paper, print and mailing expenses and grow revenue. Improve customer experience by giving the E-Delivery option and convenience to
access documents anytime.
Success Criteria
Improved customer experience and satisfaction based on feedback Customers sign-up for e-Delivery option as soon as is available online. Customer receives notification when documents are ready online. Customer can view access their statement and trade confirms online securely.
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Project Budget
Total Budged: $200,000
Milestones
Project Initiation Phase - (9/7/2016 – 9/22/2016)
Identifying Stakeholders Stakeholder roles and responsibilities Project charter Scope Document
Project Planning Phase - (9/23/2016 – 10/27/2016) Planning the project communications Producing BRD (Business Requirements Document) BRD Review with the stakeholders and sign-off Producing Work Breakdown Structure (WBS)
System Analysis Phase - (11/01/2016 -11/30/2016)
Hold all day fusion session (workshop) with all stakeholders to deep dive and discover all requirements and system specifications.
Produce System Requirements document review and sign-off Hold detailed design session to design best e-delivery solution Produce SDS (System Design Specifications) document, review and sign-off.
System Development Phase - (12/1/2016 – 01/24/2017)
Documentum server Configuration Document insert and retrieval function (code) Front end design/document access Link front end to backend document storage Email notification (Statement and Confirm ready to view) function Prototype Demo Development Complete
System Quality Assurance/Testing - (01/23/2017 – 02/15/2017)
QA test plan, and test cases are produced Front-end testing Back-end testing
System Install and Transition (02/15/2017 – 02/22/2017)
System install plan document System Install Production validation
Project Close (03/10/2017 – 3/13/2017)
Retrospective meeting (lessons learned) Project closed
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Risks Not having end-user involvement to receive feedback on prototype.
Legal implications on failing to e-Deliver and notify customers on time.
Technologies Java, HTML 5, CSS3, JavaScript, Documentum (PDF and image storage), Control-M job scheduling system.
Signatures E. Silva, M. Trinh, A. Aydin, V. Sujan, V. Kanabar, J. Rich.
2. STAKEHOLDER IDENTIFICATION
a. Stakeholders
Stakeholder Position Interest
Vijay Kanabar CIO Project sponsor with the authority to initiate project.
Vinay Sujan IT Program Manager Will provide advice on project execution and deliverables.
Joe Rich Product Manager As product manager takes ownership of the e-Delivery product, and vision of the product.
Esdras Brito Silva IT Project Manager (PM)
As project manager, is responsible for fulfilling project objectives.
Mike Trinh Business Sponsor Ensures that the project stays in line with business objectives.
Rachel Scalia Legal and Compliance Oversees any legal and compliance issues related to project.
Dan Kimbro Tech Lead Leads technical team that will implement the back-end changes.
Adai Aydin Lead Systems Analyst Gathers system requirements and acts as a liaison between IT and business.
Darshan Pandey Principal Web Developer
Will create the website front-end and coordinate with back-end developers.
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Bill Sullivan Lead Software Engineer
Responsible for technical design, and object oriented programming. Produces reusable code.
Angela Burg Software Engineer Responsible for technical design, and object oriented programming. Produces reusable code.
John Mountain Principal QA Engineer Ensures front end performs well and back end functions properly.
Erin Adams Vendor Sales Will provide equipment needed to implement E-Delivery system.
Su Chan Marketing Manager Responsible for communicating system changes to customers.
b. Stakeholder Register
Stakeholder Rank Role Goal
Vijay Kanabar High Power, High Interest
Approves project Steers project towards the right course, providing advice on effective planning and risk handling.
Vinay Sujan High power, high interest
Execution advice Offers assistance during execution phase when needed to ensure deliverables are met.
Joe Rich Medium power, high interest
Product Manager/Owner
Takes ownership of the e-Delivery product and ongoing product responsibilities.
Esdras Brito Silva
Medium power, high interest
Project Manager Making sure all project objectives are met, communicating effectively with all stakeholders, and balancing constraints.
Mike Trinh Medium power, medium interest
Ensures business focus
E-Delivery solution meets business objectives and shows return on investment.
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Rachel Scalia Medium power, medium interest
Making sure legal and compliance requirements are met
All new hardware and software are up to legal and compliance standards.
Dan Kimbro Medium power, high interest
Implement back end changes
Investor documents stored in servers are able to be accessed by the front end. Sensitive information is secure, only accessible by correct user.
Adai Aydin Medium power, medium interest
Gather system requirements
Assures system requirements and design specification are clear. System inputs, processes and outputs are documented well.
Darshan Pandey
Medium power, high interest
Create website front-end
Front end is intuitive to use and document locations are easy for customers to find. It
Bill Sullivan Medium power, high interest
Build e-Delivery system back-end components
Back-end components and the overall system processes and outputs are programmed with no defects. Each requirement and feature that was in requirements document was added to the system.
Angela Burg Medium power, high interest
Build e-Delivery system back-end components
Back-end components and the overall system processes and outputs are programmed with no defects. Each requirement and feature that was in requirements document was added to the system.
John Mountain
Medium power, high interest
Test software The website front end functions as expected. Customers are able to access their accounts and view all of their documents.
Erin Adams Medium power, medium interest
Provide equipment Equipment needed to implement new system arrive on time, are successfully installed, and works as expected.
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Su Chan Medium power, medium interest
Promote new system
New system appeal to customers due to speed, security and ease of use.
3. COMMUNICATIONS MANAGEMENT PLAN
Message Description Audience Method Frequency Sender
Kick-off Meeting
All stakeholders discuss project objectives
Project team, sponsors, and stakeholders
In person Once; Start of project
PM
Requirements Meeting (workshop)
Identify all requirements needed to complete project
Project team, sponsors, stakeholders
In person Once; Start of project
PM
Risk Identification Meeting
Identify risks that can hinder or help project. Develop plan to minimize negative risks and maximize positive risks
Project team and sponsors
In person Once; Start of project
PM
Milestone Meetings
Summarize results of finished milestone and review plan for next milestone
Project team and sponsors
In person or over phone
When milestone is reached; takes place of weekly update
PM
Weekly Updates
Review progress made during the week
Project team, sponsors, and stakeholders
In person or over phone
Every Friday at 2 pm
PM
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Daily Standups
Team members briefly describe what they accomplished the previous day and what they plan to work on the rest of the day
Development team
In person Every day at 10 am
None
Prototype Meeting
Demo prototype to show progress and address any lingering concerns
Project team and sponsors
In person Once; After prototype is complete
PM
QA Meeting Review QA plan and progress on testing
PM, development team, and QA team
In person Tuesday and Thursday at 2 pm; After prototype is complete
PM
Completion Meeting
Present final product, detailing all features
Project team, sponsors, and stakeholders
In person Once; End of project
PM
Retrospective Meeting
Examine successes during project and identify areas that can be improved.
Project team and sponsors
In person Once; End of project
PM
4. REQUIREMENTS DOCUMENTATIONS
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a. Business Requirements Documentation
Req. ID
Requirement Req. Type
Owner Acceptance Criteria
B1.0 E-Delivery solution reduces costs by eliminating paper documents
Non-Functional
Joe Rich, Dan Kimbro, Edras Silva
Paper orders and prints are reduced after E-Delivery Solution delivery.
B1.1 E-Delivery Solution provides seamless process to avoid business interruption
Non-functional
Mike Trinh, Joe Rich, Dan Kimbro
Smooth e-delivery enrollment without interrupting existing platform capabilities.
B1.2 E-Delivery Solution is compliant with internal and external (FINRA) regulations
Non-functional
Rachel Scalia, Joe Rich
Compliant with FINRA rules: on-time E-Delivery, and secure access. Data integrity and backup.
B1.3 The solution avoids or minimizes as much as possible design changes to current trading platform
Non-functional
Adai Aydin, Bill Sullivan, Darshan Pandey
Eliminates 3rd party application integration. Build re-usable processes. Data lookup rather than hard-coded values.
B1.4 The solution is environment friendly Non-functional
Mike Trinh, Joe Rich
E-Delivery Solution effective on reducing paper consumption.
b. System Requirements Documentation
Req. ID
Requirement Req. Type Owner Acceptance Criteria
1.0 Front-End Requirements - - -
1.1 System must have an intuitive designed at E-Delivery enrollment process
Non-functional
Darshan Pandey
User can enroll into E-Delivery by entering email and choosing document type via easy navigation
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1.2 System must allow customer to opt-in and opt-out from e-Delivery under their account online
Functional Darshan Pandey
A new “E-Delivery” page and check box and submit button
1.3 The system must allow customer to enter and store their email address online.
Functional Darshan Pandey
Email text box on “e-Delivery” page
1.4 System must allow secure and easy access to electronic documents
Non-functional
Darshan Pandey
Account authentication after verifying username and password.
1.5 System must provide document download and print capabilities online
Functional Darshan Pandey
User can see download button and click to download selected document as PDF
1.6 System must allow customer to select and search historical documents by entering month and year up to seven years
Functional Darshan Pandey
User can enter month and year into calendar object and search documents, system displays the accurate document
1.7 System must display a new page on front-end “e-Delivery Help” to include FAQ, and a video tutorial on how to enroll in e-Delivery.
Functional Darshan Pandey, Su Chan
“E-Delivery Help” page displayed on front-end including, FAQ and e-Delivery enrollment video tutorial.
2. Middle Tier/Back-End Requirements - - -
2.1 System must be easy to maintain. Apply best design practices.
Non-Functional
Bill Sullivan, Angela Burg
Low overhead cost and process simplicity
2.2 System must streamline the process of digital document delivery
Non-Functional
Bill Sullivan, Angela Burg, Darshan Pandey
End to end streamlined process. Customer enrolls, system produces document and sends notification, documents available online under customer account.
2.3 The system must send timely and adequate notification (email) to customer that documents are available electronically
Non-Functional
Bill Sullivan
Notifications triggered and documents ready to view on time
2.4 The system must process customer E-Delivery enrollment preference as selected on the front end.
Functional Angela Burg
If user chose E-Delivery system does not generate paper document or vice versa
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2.5 System must be integrated with existing company’s database management system
Functional Angela Burg
Existing DB system leveraged and connected with the new system
2.6 System stores data in new DB Tables (Create new DB Tables/Schema)
Functional Angela Burg
2.7 System must support market driven file type storage, i.e PDF
Functional Angela Burg, Bill Sullivan
Documents are retrieved in PDF format
2.8 System must store customer emails linked to their accounts
Functional Bill Sullivan
Email triggered for the right customer and account number
2.9 System must be capable to send emails based on document schedule.
Functional Bill Sullivan
Statement notification (email) sent month end, and Trade Confirms on business days.
2.10 System must be capable to support E-Delivery for any financial documents
Functional Angela Burg, Bill Sullivan
Any form or document data stored in the database can be E-Delivered.
2.11 The system must back-up customer data for up to 7 years.
Functional Angela Burg, Bill Sullivan
Documents backed up after as soon as produced
3.0 Hardware Requirements - - -
3.1 Utilize company’s selection of hardware, in order to be compliant with internal regulations
Non-Functional
Erin Adams
New Email and Data server are compatible with the existing systems.
3.2 Calculate current needs of storage and calculate future storage capacity needs
Non-Functional
Erin Adams, Dan Kimbro
Accurate report produced.
3.3 Calculate current and future impact to network system
Non-Functional
Erin Adams, Dan Kimbro
Accurate report produced.
3.4 Set-up new Email Server to send notifications to E-Delivery enrolled customers
Non-Functional
Erin Adams, Dan Kimbro
New email server sends notifications to the user
3.5 Set-up an additional data server to Non- Erin The new data server
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store more data
Functional Adams, Dan Kimbro
stores document data
4.0 QA/Test Requirements - - -
4.1 Front End Functionalities are tested for each requirement defined in Requirement IDs .1
Non-Functional
John Mountain
Each test case passes with no defects
4.2 Back-End Functionalities are tested for each requirement defined in Requirement IDs 2.
Non-Functional
John Mountain
Each test case passes with no defects
5. HUMAN RESOURCES PLAN
a. Roles and Responsibilities
Product management team is responsible for taking ownership of the product delivered.
Project manager is responsible for the project meeting objectives within budget and
deadline. The PM will have to effectively communicate with all stakeholders and manage
risks.
Development team is responsible for creating a secure link between the back end and
front end so that customers with the right credentials can access their documents.
Web developer is responsible for creating a visually pleasing and intuitive front end that
customers can easily use.
Quality assurance is responsible for making sure that the front end and back end functions
as expected, without bugs or glitches.
Legal and compliance is responsible for communicating regulation requirements to
development team.
Systems analyst is responsible for requirements, system design and specifications.
Software Engineer is responsible for technical design, programming, integration of systems
and implementation.
b. Organizational Structure All team members will report to Vinay Sujan who will report to Vijay Kanabar. The only exception to this is Erin Adams, who is an outside vendor supplying equipment for project implementation.
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c. Staff Acquisition
Name Position Period
Esdras Brito Silva Project Manager All phases
Mike Trinh Business Sponsor All phases
Rachel Scalia Legal and Compliance All phases
Joe Rich Product Management All Phases
Dan Kimbro Tech Lead Planning, Design, Implementation
Adai Aydin Lead Systems Analyst Planning, Design, Implementation
Darshan Pandey Principal Web Developer Planning, Design, Implementation
Bill Sullivan Lead Software Engineer Design, Implementation
Angela Burg Principal Software Engineer Design, Implementation
John Mountain Principal QA Lead Design, Testing
Erin Adams Vendor Sales Planning, Design
Su Chan Marketing Manager Planning,
d. Staff Release After project completion and the E-Delivery system is implemented, all stakeholders will be released from the project after one week. The core team will stay on part time for two months to ensure system functionality and stability. Responsibility will transfer to product management team during this time.
e. Training Product management, Marketing and users will be trained on how to use e-Delivery system. Marketing resources and product management teams will be trained internally by IT Lead and
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System Analysts. In addition, e-Delivery enrollment steps will be included on “e-Delivery Help” page.
f. Performance Reviews Project manager will review responsibilities and expectations of core team members during the planning phase. A performance review conducted by the project manager will occur in the middle of the system development phase, providing feedback to team members as well as giving members an opportunity to share their own feedback. A final performance review will occur after project completion to summarize the entire process.
g. Regulation and Policy Compliance Per company policy, employees are not allowed to work longer than 37.5 hours a week without approval from department head or project sponsor. The legal and compliance coordinator will work with core team to ensure that product passes all regulations.
h. Core Team
Name Position Location Contact
Esdras Brito Silva Project Manager Boston, MA [email protected]
(617) 555-0004
Joe Rich Product Manager/Owner
Boston, MA [email protected]
(617) 555-0994
Dan Kimbro Tech Lead Boston, MA [email protected]
(617) 555-0007
Adai Aydin Lead Systems Analyst Boston, MA [email protected]
(617) 555-0008
Darshan Pandey Web Developer Boston, MA [email protected]
(617) 555-0009
Bill Sullivan Principal Software Engineer/Java
Boston, MA [email protected]
(617) 555-0010
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John Mountain Principal QA Lead Boston, MA [email protected]
(617) 555-0011
Mike Trinh Business Sponsor Boston, MA [email protected]
(617) 555-0005
Rachel Scalia Legal and Compliance
Boston, MA [email protected]
(617) 555-0006
i. Stakeholders and Partners
Name Position Location Contact
Vijay Kanabar Project Sponsor Boston, MA [email protected]
(617) 555-0001
Vinay Sujan IT Program Manager Boston, MA [email protected]
(617) 555-0002
Erin Adams Vendor Sales Boston, MA [email protected]
(617) 555-9999
Su Chan Marketing Manager Boston, MA [email protected]
(617) 555-0003
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6. PROJECT WORK BREAKDOWN STRUCTURE
6.1 Project Timeline
6.2 Project WBS Structure (Screen print 1 of 4)
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6.3 Project WBS Structure (Screen print 2 of 4)
6.4 Project WBS Structure (Screen print 3 of 4)
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6.5 Project WBS Structure (Screen print 4 of 4)
Project WBS Structure (Screen print 4 of 4)
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Works Cited
1. "The Impact and Inefficiency of Paper in the Office - The Paperless Project - Join the Grassroots Movement." The Paperless Project RSS. N.p., n.d. Web. 18 Sept. 2016. Link: http://www.thepaperlessproject.com/the-impact-and-inefficiency-of-paper-in-the-office/
2. Boston University, CS632 Module 3 –Milestone 1. Link: www.learn.bu.edu (blackboard)
3. Boston University, CS632 Team 1 Scope Statement Example. MET CS632 Summer Session 1, 2014. The “Locker Books” Server Virtualization & Consolidation & Project by: iNFINITE DYNANMICS Group 1 / Team 1 Link: www.learn.bu.edu (blackboard)
4. Warburton, Roger; Kanabar, Vijay, The Arte and Science of Project Management, 2nd.
Edition
5. Henry, By Jennifer. "Three Major Benefits of EDelivery – DataOceans." DataOceans. N.p., n.d. Web. 17 Sept. 2016. Link: http://www.dataoceans.com/2013/04/23/three-major-benefits-of-edelivery-2/
6. (Cover Image) - @CdnUnderwriter. "CSIO Announces Consumer Edelivery Solution with
Canada Post’s Epost." Canadian Underwriter. N.p., 24 June 2015. Web. 19 Sept. 2016. Link: http://www.canadianunderwriter.ca/insurance/csio-announces-consumer-edelivery-solution-with-canada-posts-epost-1003690582/
7. NASD Notice to Members 98-3. Electronic Delivery Of Information Between Members and
Their Customers. January 1998. Link: http://www.finra.org/sites/default/files/NoticeDocument/p004749.pdf