Project Management submission "NTA MOBILE APPLICATION PROJECT"

JANUARY 27, 2021 NTA MOBILE APPLICATION PROJECT DOAA ALLAM HOSSAM TAWFIK MOHAMED ABDELAZIM YASMINE SHARAWY ZEINAB FAISAL Table of Contents List of Figures ....................................................................................................................... 2 List of Tables ......................................................................................................................... 3 1. Business Case............................................................................................................... 4 2. Project Charter .............................................................................................................. 6 3. Stakeholder Register ................................................................................................. 10 4. Scope of Work (SOW) ................................................................................................ 12 5. Work Breakdown Structure (WBS) ........................................................................ 13 6. WBS Dictionary ........................................................................................................... 14 7. Activities List ............................................................................................................... 15 8. Activities Attributes, Resources and Duration ................................................... 17 9. Activities Sequencing (Gantt Chart and Network Diagram) ........................ 20 10. Project Timeline ...................................................................................................... 26 11. Cost Performance Baseline ................................................................................. 27 12. Net Cash Flow ......................................................................................................... 28 13. Project Schedule Crashing .................................................................................. 30 14. Project Resource Levelling .................................................................................. 31 15. Cost Control (Earned Value) ................................................................................ 35 16. Risk Register ............................................................... Error! Bookmark not defined. 17. Lessons Learned ........................................................ Error! Bookmark not defined. 1 List of Figures Figure 1WBS ............................................................................................................................ 13 Figure 2 Project Gantt Chart .................................................................................................... 24 Figure 3 Project Network Diagram .......................................................................................... 25 Figure 4 Project Timeline ......................................................................................................... 26 Figure 5 Baseline Budget ......................................................................................................... 27 Figure 6 Project Net and Cumulative Cashflow Breakdown ................................................... 28 Figure 7 Project Net and Cumulative Cashflow ....................................................................... 29 2 List of Tables Table 1 WBS Dictionary ........................................................................................................... 14 Table 2 Activities Attributes List .................................................. Error! Bookmark not defined. Table 3 Baseline Budget Breakdown ....................................................................................... 27 3 1. Business Case Abstract: Today, digital transformation is a major force that changing industries and influencing the way governments, corporations and institutions work. There is now a fine line between working and learning as the two have started to merge. The digital transformation of learning has augmented organizations' ability to evolve by providing just-in-time training solutions. Learning is becoming more measurable, developable, and goal-oriented. Simultaneously, changes to work paradigms are making it (i.e. work) more virtual, spontaneous and hyper-connected. Decisions on when, how and where individuals learn can no longer be constrained to a specific time or place. Thus, the need to embrace digitization of learning has become a critical success factor for corporations. Introduction: Aligned with the national directions toward achieving Egypt 2030 vision and in accordance with sustainable development goals set by the United Nations (particularly goal number 4 of good education), we believe National Training Academy (NTA) would be the role model of transforming the training and capacity building capitalizing on the available resource and the high expectations. National Training Academy mobile application is a pivotal tool to achieve those targeted outcomes of providing innovative training solutions with contemporary methods. This application will enable the required transformation of existing training services such as providing training schedule, materials repository, trainees accounts management, Learning Management System (LMS), live chat channels with training coordinators and social media connection, in addition to provide new service and even revenue streams such as availing virtual store providing NTA branded goods (e.g. stationary, clothes, materials, .,..etc). This study will discuss and evaluate the feasibility of developing NTA Mobile Application assessing cost, social benefits and monetary savings and income. 4 Result and Discussion: Operating costs before and after developing and launching NTA Mobile Application were compared to show the benefits gained after launching such application. • • • • Expected saving after launching the application: a. Expected saving in training operations by reducing mobile phone bills of training coordinators from 500 EGP/month to 150 EGP/month. b. Expected saving in training operations by reducing overtime of training coordinators from 1000 EGP/month to 200 EGP/month. c. Expected saving in paper documents printings from 10,000 EGP/month to 2,000 EGP/month. Expected revenues of availing NTA branded products are 100,000 EGP/month. Expected social benefits: a. Ensuring return on training investments. b. Leveraging stakeholders’ satisfaction. c. Encourage other similar state-owned training facilities to digitally transform their training services. d. Share the practice and lessons learned of this application to other similar state-owned training facilities. e. Support Egypt 2030 vision. f. Providing an example of the expected benefits of existing training program such as EPLP. Anticipated costs: a. Application development cost of 664,650 EGP. b. Application annual maintenance of 50,000 EGP. c. Dedicating / hiring new IT staff to manage application backend. Conclusion: Developing and launching NTA Mobile Application will definitely payback on both social and monetary aspects, lowering Operational Expenditure (OpEx) of running NTA services in addition to availing newly created virtual store which will consequently increase loyalty and belonging to NTA. 5 2. Project Charter Project Title: National Training Academy Mobile Application Project Sponsor: NTA Date Prepared: Jan 20th, 2021 Project Manager: DHYZ Project Customer: National Training Academy Project Purpose or Justification: Supporting the direction of digital transformation of the training and related activities for the National Training Academy and facilitate seamless rich training experience. Project Description: Develop secured mobile application for National Training Academy High-Level Requirements: Develop and launch secured mobile application in 3 languages (AR, EN and FR) including: • • • • • • • training schedule, materials repository, trainees accounts management, virtual store, Learning Management System (LMS), live chat channels with training coordinators and social media connections. The requirements are covering: 1- Scope 2- Analysis/App Requirements 3- Design 4- Development 5- Testing 6- Training 7- Documentation 8- Pilot 9- Deployment 10- Post Implementation Review 6 High-Level Risks: • • • • Security breaching. Mutually agreed quality definition. Local hosting availability and cloud hosting feasibility. Required technical resource to accept, operate and maintain the application and related application programming interface (API). Project Objectives Success Criteria Person Approving Scope: Develop one-stop shop for All required NTA services. covered. services are NTA Top Management with support of internal IT team. Time: Project kick-off on Jan 2021 Whether or not the application NTA Top Management with and the application launch by launch by end of October support of internal IT team 6th of October 2021. 2021 Cost: Cost of developing NTA The total amount spent NTA Top Management with mobile app is around 664,650 producing and launching the support of internal EGP. mobile app. accountancy team. Other: Satisfying UX and UI 7 Stakeholder feedback and acceptance. NTA Top Management with support of internal IT team. Summary Milestones Due Date Scope January 31st, 2021 Analysis/App Requirements February 17th, 2021 Design April 7th, 2021 Development July 4th, 2021 Testing August 5th, 2021 Training July 27th, 2021 Documentation June 21st, 2021 Pilot August 19th, 2021 Summary Milestones Due Date Deployment September 26th, 2021 Post Implementation Review October 6th, 2021 Estimated Budget: 665,000 EGP Stakeholder Group Management Stakeholder(s) Role NTA management Kick-off the project and granting the final acceptance. NTA IT team Support the development and provide both provisional and final acceptance certificates (PAC /FAC) NTA trainers Facilitating training process and testing. NTA trainees Using NTA mobile app features. NTA training coordinators Using NTA mobile app to facilitate seamless training experience. National Security Agencies Approve and validate application security. DHYZ Development Contractor 8 DHYZ Development Manage the project according to the agreed scope. Analyst Analyst. Deployment team Deployment team. Developer Developer. Technical communicator Developing manual. Tester Tester. Trainer Develop and conduct mobile app training for users and backend. documentation and user Project Manager Authority Level: Staffing Decisions: • • Support in selection and hiring the newly need app administration staff. Draw up capacity building plan. Budget Management and Variance: Budget control and maintenance. Technical Decisions: Propose additional features and workflow. Conflict Resolution: Provide technical evidence to support sponsor decision. Approvals: Project Manager Signature Sponsor or Originator Signature Project Manager Name Name Date 9 Sponsor or Originator Date 3. Stakeholder Register Project Title: National Training Academy Mobile Application Development Name Position Role Dr. Rascha Ragheb Executive Director of The National Project sponsor Training Academy Contact Information Requirements Launching a mobile app for NTA Monitoring and Malfunction free NTA head of IT NTA head of IT acceptance 26th of July Corridor, mobile app approver Al Sheikh Zayed, Giza Governorate 12582 Dr. Amal NTA head of Fruitful learning Testing lead aboseta training experience Date Prepared: Jan 20th, 2021 Expectations Secured mobile app in 3 languages providing rich and seamless UX Dynamic adaptive app easy to operate and maintain Influence High Classification High interest influence and Interior supporter High High interest and influence Interior supporter Complete LMS supporting the different methods of learning High High interest and influence Interior supporter NTA operations NTA operations head head Operational lead All-inclusive mobile app Mobile app facilitating existing to proposed NTA services High High interest and influence Interior supporter National Security Agency National Security Agency Trainee Trainee representative representative Project team Project team TBD TBD Verified secure solution Entertaining UX Tamper proof solution compliant with national security requirements Easy to use workflow High Mid interest and high influence. External resister Mid High interest and mid influence Interior supporter 10 DHYZ Rep. Contractor 11 Project manager Analyst Deployment team Developer Technical communicator Tester Trainer Project manager Operational team [email protected] TBD Launching the Launching the app as per the app as per the agreed scope and withing agreed scope and budget withing budget High All-inclusive mobile app. High Mobile app facilitating existing to proposed NTA services. High interest and influence External supporter High interest and influence External supporter 4. Scope of Work (SOW) Project Title: National Training Academy Mobile Application Date: Jan 21st, 2021 Product Description Develop and launch secured mobile application in 3 language (AR, EN and FR) supporting both Android and iOS supporting multiscreen sizes including: • • • • • • • training schedule, materials repository, trainees accounts management, virtual store, Learning Management System (LMS), live chat channels with training coordinators and social media connections. Project Description 1. DHYZ will manage the project of developing such app throughout the required stages of Pre-design, design, development & testing, launch on Google Play and Apple App stores and develop operation and maintenance plan. 2. DHYZ will support in developer selection and supervise the implementation and draw and the operation plan. The project management entity (DHYZ) will draw up capacity building and training need fulfilment plan. 3. DHYZ will monitor and control the project budget and assess the variance to report the required action plan to NTA. Exclusions : DHYZ will not provide: 1. technical expert to supervise implementation. 2. technical resources to host the application. 3. any requirements exceeding those described in project description. Acceptance Criteria : 4. Mobile application with the required features and UI at entertaining UX 5. Application commercial launch on Google Play store and Apple App store 6. Completion date be Oct. 6th, 2021. 12 5. Work Breakdown Structure (WBS) Figure 1WBS Figure 2 Work Breakdown Structure 13 6. WBS Dictionary Table 1 WBS Dictionary ID 1 1.1 1.2 2 2.1 2.2 3 3.1 3.2 4 4.1 4.2 5 5.1 5.2 6 6.1 6.2 7 7.1 7.2 8 8.1 8.2 8.3 9 9.1 9.2 10 10.1 10.2 14 Name Scope Project Scoping Project Resources Analysis/App Requirements Conduct needs analysis Obtain approvals to proceed (concept, timeline, budget) Design Develop specifications Prototype and final functional Specifications Development Code Development Code Testing Testing Testing Plan Code Testing Training Develop training specifications Training Materials Documentation Help System Design User Manuals development Pilot Test Group Application delivery Pilot deployment Deployment Deployment Methodology App Deployment Post Implementation Review Lessons Learned Application Maintenance 7. Activities List Table 2 Activities List ID Name 1 Scope 1.1 Project Scoping 1.1.1 Determine project scope 1.1.2 Secure project sponsorship 1.2 Project Resources 1.2.1 Define preliminary resources 1.2.2 Secure core resources 1.2.3 Document the scope 2 Analysis/App Requirements 2.1 Conduct needs analysis 2.1.1 Draft preliminary app specifications and preliminary budget 2.1.2 Review app specifications/budget with team 2.1.3 Develop delivery timeline 2.2 Obtain approvals to proceed (concept, timeline, budget) 2.2.1 Secure required resources 3 Design 3.1 Develop specifications 3.1.1 Develop functional specifications 3.1.2 Develop non-functional specifications 3.1.3 Develop backend specifications 3.2 Prototype and final functional Specifications 3.2.1 Develop prototype based on functional specifications 3.2.2 Review functional specifications 4 Development 4.1 Code Development 4.1.1 Select coding language 4.1.2 Drawing up coding strategy 4.1.3 Develop code 4.2 Code Testing 4.2.1 Developer testing 4.2.2 Developer primary debugging 5 Testing 5.1ﾠ Testing Plan 5.1.1ﾠ Develop test plans using product specifications 5.2 Code Testing 5.2.1 Test component modules to product specifications 5.2.2 Modify code 6 Training 6.1 Develop training specifications 15 ID Name 6.1.1ﾠ Develop training specifications for training and operational staff 6.1.2 Develop training specifications for helpdesk support staff 6.2 Training Materials 6.2.1 Develop training materials 6.2.2 Develop training delivery mechanism 7 Documentation 7.1 Help System Design 7.1.1 Develop Help system 7.2 User Manuals development 7.2.1 Develop user manuals specifications 7.2.2 Develop user manuals 8 Pilot 8.1 Test Group 8.1.1 Identify test group 8.2 Application delivery 8.2.1 Develop app delivery mechanism 8.3 Pilot deployment 8.3.1 Install/deploy app 8.3.2 Evaluate testing information 9 Deployment 9.1 Deployment Methodology 9.1.1 Develop deployment methodology 9.2 App Deployment 9.2.1 Secure deployment resources 9.2.2 Deploy app 10 Post Implementation Review 10.1 Lessons Learned 10.1.1 Identify lessons learned 10.1.2 Document lessons learned 10.2 Application Maintenance 10.2.1 Create app maintenance team 10.2.2 Post implementation review complete 16 8. Activities Attributes, Resources and Duration NTA Mobile App 1. Scope 190 days 8 days 20/01/2021 20/01/2021 06/10/2021 31/01/2021 4 days 20/01/2021 25/01/2021 1.1.1 Determine project scope 3 days 20/01/2021 24/01/2021 Management 6,000.00.‫ج‬.‫م‬ 1.1.2 Secure project sponsorship 1 day 24/01/2021 25/01/2021 Management 2,000.00.‫ج‬.‫م‬ 1.1 Project Scoping 1.2 Project Resources 633,000.00.‫ج‬.‫م‬ 16,000.00.‫ج‬.‫م‬ 8,000.00.‫ج‬.‫م‬ 4 days 25/01/2021 31/01/2021 1.2.1 Define preliminary resources 2 days 25/01/2021 27/01/2021 Project Manager 4,000.00.‫ج‬.‫م‬ 1.2.2 Secure core resources 1 day 27/01/2021 28/01/2021 Project Manager 2,000.00.‫ج‬.‫م‬ 1.2.3 Document the scope 1 day 28/01/2021 31/01/2021 Project Manager 2,000.00.‫ج‬.‫م‬ 8,000.00.‫ج‬.‫م‬ 1.2.4 Scope complete 0 days 31/01/2021 31/01/2021 0.00.‫ج‬.‫م‬ 2. Analysis/App Requirements 13 days 31/01/2021 17/02/2021 42,000.00.‫ج‬.‫م‬ 2.1 Conduct needs analysis 8 days 31/01/2021 10/02/2021 4 days 31/01/2021 04/02/2021 Analyst 8,000.00.‫ج‬.‫م‬ 3 days 04/02/2021 09/02/2021 Project Manager, Analyst 12,000.00.‫ج‬.‫م‬ 1 day 09/02/2021 10/02/2021 Project Manager 2,000.00.‫ج‬.‫م‬ 5 days 10/02/2021 17/02/2021 2.2.1 Secure required resources 5 days 10/02/2021 17/02/2021 2.2.2 Analysis complete 2.1.1 Draft preliminary app specifications and preliminary budget 2.1.2 Review app specifications/budget with team 2.1.3 Develop delivery timeline 2.2 Obtain approvals to proceed (concept, timeline, budget) 22,000.00.‫ج‬.‫م‬ 20,000.00.‫ج‬.‫م‬ Project Manager, Management 20,000.00.‫ج‬.‫م‬ 0 days 17/02/2021 17/02/2021 0.00.‫ج‬.‫م‬ 3. Design 36 days 17/02/2021 07/04/2021 92,000.00.‫ج‬.‫م‬ 3.1 Develop specifications 22,000.00.‫ج‬.‫م‬ 11 days 17/02/2021 04/03/2021 3.1.1 Develop functional specifications 7 days 17/02/2021 28/02/2021 Analyst 14,000.00.‫ج‬.‫م‬ 3.1.2 Develop non-functional specifications 2 days 28/02/2021 02/03/2021 Analyst 4,000.00.‫ج‬.‫م‬ 3.1.3 Develop backbend specifications 2 days 02/03/2021 04/03/2021 Analyst 4,000.00.‫ج‬.‫م‬ 3.2 Prototype and and final functional specifications 17 Resources 70,000.00.‫ج‬.‫م‬ 25 days 04/03/2021 07/04/2021 3.2.1 Develop prototype based on functional specifications 20 days 04/03/2021 31/03/2021 Developer 60,000.00.‫ج‬.‫م‬ 3.2.2 Review functional specifications 5 days 31/03/2021 07/04/2021 Management 10,000.00.‫ج‬.‫م‬ 3.2.3 Design complete 0 days 07/04/2021 07/04/2021 0.00.‫ج‬.‫م‬ NTA Mobile App 4. Development 190 days 63 days 20/01/2021 07/04/2021 06/10/2021 04/07/2021 43 days 07/04/2021 06/06/2021 4.1.1 Select coding language 3 days 07/04/2021 12/04/2021 Developer 9,000.00.‫ج‬.‫م‬ 4.1.2 Drawing up coding strategy 3 days 12/04/2021 15/04/2021 Developer 9,000.00.‫ج‬.‫م‬ 4.1.3 Develop code 37 days 15/04/2021 06/06/2021 Developer 111,000.00.‫ج‬.‫م‬ 20 days 06/06/2021 04/07/2021 4.2.1 Developer testing 17 days 06/06/2021 29/06/2021 Developer 51,000.00.‫ج‬.‫م‬ 4.2.2 Developer primary debugging 3 days 29/06/2021 04/07/2021 Developer 9,000.00.‫ج‬.‫م‬ 4.2.3 Development complete 4.1 Code Development 4.2 Code Testing 633,000.00.‫ج‬.‫م‬ 189,000.00.‫ج‬.‫م‬ 129,000.00.‫ج‬.‫م‬ 60,000.00.‫ج‬.‫م‬ 0 days 04/07/2021 04/07/2021 0.00.‫ج‬.‫م‬ 5. Testing 88 days 07/04/2021 05/08/2021 60,000.00.‫ج‬.‫م‬ 5.1 Testing Plan 5 days 07/04/2021 14/04/2021 5 days 07/04/2021 14/04/2021 5.1.1 Develop test plans using product specifications 5.2 Code Testing 10,000.00.‫ج‬.‫م‬ Testers 10,000.00.‫ج‬.‫م‬ 50,000.00.‫ج‬.‫م‬ 25 days 04/07/2021 05/08/2021 5.2.1 Test component modules to product specifications 10 days 04/07/2021 15/07/2021 Testers 20,000.00.‫ج‬.‫م‬ 5.2.2 Modify code 15 days 15/07/2021 05/08/2021 Testers 30,000.00.‫ج‬.‫م‬ 5.2.3 Unit testing complete 0 days 05/08/2021 05/08/2021 0.00.‫ج‬.‫م‬ 6. Training 81 days 07/04/2021 27/07/2021 56,000.00.‫ج‬.‫م‬ 6.1 Develop training specifications 7 days 07/04/2021 18/04/2021 20,000.00.‫ج‬.‫م‬ 3 days 07/04/2021 12/04/2021 Trainers 6,000.00.‫ج‬.‫م‬ 7 days 07/04/2021 18/04/2021 Trainers 14,000.00.‫ج‬.‫م‬ 18 days 04/07/2021 27/07/2021 6.2.1 Develop training materials 3 wks 04/07/2021 22/07/2021 Trainers 30,000.00.‫ج‬.‫م‬ 6.2.2 Develop training delivery mechanism 3 days 22/07/2021 27/07/2021 Trainers 6,000.00.‫ج‬.‫م‬ 6.2.3 Training materials complete 6.1.1 Develop training specifications for training and operational s... 6.1.2 Develop training specifications for helpdesk support staff 6.2 Training Materials 36,000.00.‫ج‬.‫م‬ 0 days 27/07/2021 27/07/2021 0.00.‫ج‬.‫م‬ 7. Documentation 39.5 days 07/04/2021 01/06/2021 70,000.00.‫ج‬.‫م‬ 7.1 Help System Design 15 days 11/05/2021 01/06/2021 3 wks 11/05/2021 01/06/2021 7.1.1 Develop Help system 18 Resources 30,000.00.‫ج‬.‫م‬ Technical Communicators 30,000.00.‫ج‬.‫م‬ NTA Mobile App 7.2 User Manuals development 190 days 39.5 days 20/01/2021 07/04/2021 06/10/2021 01/06/2021 Resources 633,000.00.‫ج‬.‫م‬ 40,000.00.‫ج‬.‫م‬ 7.2.1 Develop user manuals specifications 5 days 07/04/2021 14/04/2021 10,000.00.‫ج‬.‫م‬ 7.2.2 Develop user manuals 3 wks 11/05/2021 01/06/2021 Technical Communicators Technical Communicators 7.2.3 Documentation complete 0 days 01/06/2021 01/06/2021 0.00.‫ج‬.‫م‬ 8. Pilot 134 days 17/02/2021 19/08/2021 38,000.00.‫ج‬.‫م‬ 8.1 Test Group 1 day 17/02/2021 18/02/2021 1 day 17/02/2021 18/02/2021 1 day 18/02/2021 21/02/2021 1 day 18/02/2021 21/02/2021 8.1.1 Identify test group 8.2 Application delivery 8.2.1 Develop app delivery mechanism 8.3 Pilot deployment 2,000.00.‫ج‬.‫م‬ Project Manager 2,000.00.‫ج‬.‫م‬ 2,000.00.‫ج‬.‫م‬ Project Manager 2,000.00.‫ج‬.‫م‬ 34,000.00.‫ج‬.‫م‬ 17 days 27/07/2021 19/08/2021 8.3.1 Install/deploy app 10 days 27/07/2021 10/08/2021 Deployment Team 20,000.00.‫ج‬.‫م‬ 8.3.2 Evaluate testing information 7 days 10/08/2021 19/08/2021 Deployment Team 14,000.00.‫ج‬.‫م‬ 8.3.3 Pilot complete 0 days 19/08/2021 19/08/2021 0.00.‫ج‬.‫م‬ 9. Deployment 27 days 19/08/2021 26/09/2021 54,000.00.‫ج‬.‫م‬ 9.1 Deployment Methodology 5 days 19/08/2021 26/08/2021 10,000.00.‫ج‬.‫م‬ 5 days 19/08/2021 26/08/2021 22 days 26/08/2021 26/09/2021 9.2.1 Secure deployment resources 2 days 26/08/2021 29/08/2021 Deployment Team 4,000.00.‫ج‬.‫م‬ 9.2.2 Deploy app 20 days 30/08/2021 26/09/2021 Deployment Team 40,000.00.‫ج‬.‫م‬ 9.1.1 Develop deployment methodology 9.2 App Deployment Deployment Team 10,000.00.‫ج‬.‫م‬ 44,000.00.‫ج‬.‫م‬ 9.2.3 Deployment complete 0 days 26/09/2021 26/09/2021 0.00.‫ج‬.‫م‬ 10. Post Implementation Review 8 days 26/09/2021 06/10/2021 16,000.00.‫ج‬.‫م‬ 10.1 Lessons Learned 4 days 26/09/2021 30/09/2021 10.1.1 Identify lessons learned 2 days 26/09/2021 28/09/2021 Project Manager 4,000.00.‫ج‬.‫م‬ 10.1.2 Document lessons learned 2 days 28/09/2021 30/09/2021 Peroject Manager 4,000.00.‫ج‬.‫م‬ 4 days 30/09/2021 06/10/2021 10.2.1 Create app maintenance team 3 days 30/09/2021 05/10/2021 Project Manager 6,000.00.‫ج‬.‫م‬ 10.2.2 Post implementation review complete 1 day 05/10/2021 06/10/2021 Project Manager 2,000.00.‫ج‬.‫م‬ 10.2 Application Maintenance 19 30,000.00.‫ج‬.‫م‬ 8,000.00.‫ج‬.‫م‬ 8,000.00.‫ج‬.‫م‬ 9. Activities Sequencing (Gantt Chart and Network Diagram) 20 21 22 23 Figure 3 Project Gantt Chart 24 Figure 4 Project Network Diagram 25 10. Project Timeline Figure 5 Project Timeline 26 11. Cost Performance Baseline .‫م‬.‫ ج‬31,650 .‫م‬.‫ ج‬633,000 Total Activites Cost Contengincy Reserve .‫م‬.‫ ج‬664,650 Baseline Budget Figure 6 Baseline Budget Table 3 Baseline Budget Breakdown Cost Element 1. Scope 2. Analysis/App Requirements 3. Design 4. Development 5. Testing 6. Training 7. Documentation 8. Pilot 9. Deployment 10. Post Implementation Review Total Control Accounts Cost Contingency Reserve (5%) Baseline Budget Cost in EGP 16,000 .‫م‬.‫ج‬ 42,000 .‫م‬.‫ج‬ 92,000 .‫م‬.‫ج‬ 189,000 .‫م‬.‫ج‬ 60,000 .‫م‬.‫ج‬ 56,000 .‫م‬.‫ج‬ 70,000 .‫م‬.‫ج‬ 38,000 .‫م‬.‫ج‬ 54,000 .‫م‬.‫ج‬ 12,000 .‫م‬.‫ج‬ 633,000 .‫م‬.‫ج‬ 31,650 .‫م‬.‫ج‬ 664,650 .‫م‬.‫ج‬ Note: Contingency reserve set to be 5% flat of total CA cost due to the nature of software development and in accordance with the dominant reliance on NTA resources 27 12. Net Cash Flow Row Labels NTA Mobile Application NTA Mobile Application Scope Scope Project Scoping Project Resources Analysis/App Requirements Analysis/App Requirements Conduct needs analysis Obtain approvals to proceed (concept, timeline, budget) Design Design Develop specifications Prototype and and final functional specifications Development Development Code Development Code Testing Testing Testing Testing Plan Code Testing Training Training Develop training specifications Training Materials Documentation Documentation Help System Design User Manuals development Pilot Pilot Test Group Application delivery Pilot deployment Deployment Deployment Deployment Methodology App Deployment Post Implementation Review Post Implementation Review Lessons Learned Application Maintenance Grand Total Cumulative Cash Flow 2021 January Grand Total February March April May June July September October .‫م‬.‫ج‬ - .‫م‬.‫ج‬ - .‫م‬.‫ج‬ - .‫م‬.‫ج‬ - .‫م‬.‫ج‬ - .‫م‬.‫ج‬ - .‫م‬.‫ج‬ - .‫م‬.‫ج‬ - .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ 8,000 .‫م‬.‫ج‬ 8,000 .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ 8,000 .‫م‬.‫ج‬ 8,000 .‫م‬.‫ج‬ .‫م‬.‫ج‬ 500 .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ 21,500 .‫م‬.‫ج‬ 20,000 .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ 22,000 .‫م‬.‫ج‬ 20,000 .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ 15,500 .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ 6,500 .‫م‬.‫ج‬ 60,500 .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ 9,500 .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ 22,000 .‫م‬.‫ج‬ 70,000 .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ 50,250 .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ 10,875 .‫م‬.‫ج‬ 56,625 .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ 3,375 .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ 129,000 .‫م‬.‫ج‬ 60,000 .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ 10,000 .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ 40,750 .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ 9,250 .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ 10,000 .‫م‬.‫ج‬ 50,000 .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ 20,000 .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ 36,000 .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ 20,000 .‫م‬.‫ج‬ 36,000 .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ 10,000 .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ 30,000 .‫م‬.‫ج‬ 40,000 .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ 2,000 2,000 - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ 4,750 .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ 29,250 .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ 2,000 2,000 34,000 - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ 10,000 .‫م‬.‫ج‬ 8,000 .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ 36,000 .‫م‬.‫ج‬ - .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ 10,000 .‫م‬.‫ج‬ 44,000 .‫م‬.‫ج‬ - 16,500 16,500 .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ 61,000 77,500 .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ 67,000 144,500 .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ 99,750 244,250 .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ 67,875 .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ 15,127 .‫م‬.‫ج‬ 29,750 .‫م‬.‫ج‬ 112,752 357,002 .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ 14,873 .‫م‬.‫ج‬ 250 .‫م‬.‫ج‬ 82,623 439,625 Figure 7 Project Net and Cumulative Cashflow Breakdown 28 August .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ 84,875 524,500 .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ 56,500 581,000 .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ 8,000 1,000 45,000 626,000 .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ 7,000 7,000 633,000 .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ - 8,000 8,000 633,000 .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ج‬ .‫م‬.‫ ج‬626,000 .‫م‬.‫ ج‬633,000 .‫م‬.‫ ج‬581,000 .‫م‬.‫ ج‬524,500 .‫م‬.‫ ج‬439,625 .‫م‬.‫ ج‬357,002 .‫م‬.‫ ج‬244,250 .‫م‬.‫ ج‬144,500 .‫م‬.‫ ج‬77,500 .‫م‬.‫ ج‬61,000 .‫م‬.‫ ج‬99,750 .‫م‬.‫ ج‬112,752 .‫م‬.‫ ج‬82,623 .‫م‬.‫ ج‬67,000 .‫م‬.‫ ج‬84,875 .‫م‬.‫ ج‬56,500 .‫م‬.‫ ج‬45,000 .‫م‬.‫ ج‬16,500 January .‫م‬.‫ ج‬7,000 February March April May Grand Total June July Cumulative Cash Flow Figure 8 Project Net and Cumulative Cashflow 29 August September October 13. Project Schedule Crashing Assuming that the National Training Academy requested to finish the project on the 2nd October 2021, so we need to crash the project time with 4 days. The following table of critical activities Activities Cost / day 6,000.00.‫ج‬.‫م‬ Cost after Crash 6,700.00.‫ج‬.‫م‬ 1 day 2,000.00.‫ج‬.‫م‬ 2,000.00.‫ج‬.‫م‬ 0 2 days 2 days 4,000.00.‫ج‬.‫م‬ 4,000.00.‫ج‬.‫م‬ 0 1 day 1 day 2,000.00.‫ج‬.‫م‬ 2,000.00.‫ج‬.‫م‬ 0 1 day 1 day 2,000.00.‫ج‬.‫م‬ 2,000.00.‫ج‬.‫م‬ 0 4 days 3 days 8,000.00.‫ج‬.‫م‬ 9,000.00.‫ج‬.‫م‬ 1000,00 3 days 2 days 12,000.00.‫ج‬.‫م‬ 13,300.00.‫ج‬.‫م‬ 1300,00 1 day 1 day 2,000.00.‫ج‬.‫م‬ 2,000.00.‫ج‬.‫م‬ 0 5 days 4 days 20,000.00.‫ج‬.‫م‬ 22,000.00.‫ج‬.‫م‬ 2000,00 7 days 5 days 14,000.00.‫ج‬.‫م‬ 17,800.00.‫ج‬.‫م‬ 1900,00 2 days 2 days 4,000.00.‫ج‬.‫م‬ 4,000.00.‫ج‬.‫م‬ 0 2 days 2 days 4,000.00.‫ج‬.‫م‬ 4,000.00.‫ج‬.‫م‬ 0 20 days 16 days 60,000.00.‫ج‬.‫م‬ 68,800.00.‫ج‬.‫م‬ 2200,00 5 days 4 days 10,000.00.‫ج‬.‫م‬ 11,700.00.‫ج‬.‫م‬ 1700,00 3 days 2 days 9,000.00.‫ج‬.‫م‬ 9,800.00.‫ج‬.‫م‬ 800,00 3 days 3 days 9,000.00.‫ج‬.‫م‬ 9,000.00.‫ج‬.‫م‬ 0 17 Draft preliminary app specifications and preliminary budget Review app specifications/budget with team Develop delivery timeline Secure required resources Develop functional specifications Develop nonfunctional specifications Develop backbend specifications Develop prototype based on functional specifications Review functional specifications Select coding language Drawing up coding strategy Develop code 37 days 111,000.00.‫ج‬.‫م‬ 126,000.00.‫ج‬.‫م‬ 3000,00 18 Developer testing 17 days 32 days 15 days 2 days 51,000.00.‫ج‬.‫م‬ 57,600.00.‫ج‬.‫م‬ 3200,00 9,000.00.‫ج‬.‫م‬ 10,000.00.‫ج‬.‫م‬ 1000,00 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 19 Determine project scope Secure project sponsorship Define preliminary resources Secure core resources Document the scope Developer primary debugging Normal time 3 days Crash time 2 days 1 day 3 days To minimize the project duration by 4 days: 1st day – Activity 1 : cost/day= 700,00 2nd day – Activity 15: cost/day= 800,00 3rd day – Activity 6 : cost/day= 1000,00 4th day – Activity 19: cost/day=1000,00 Total cost for crashing is 3500 Total project budget after crashing is 668,160 30 Normal Cost 700,00 14. Project Resource Levelling Management: Project Manager: 31 Analyst: Developer: 32 Testers: Trainers: (before levelling) 33 Trainers: (after levelling) Technical Communicators: (before levelling) 34 Technical Communicators: (after levelling) 35 15. 36 Cost Control (Earned Value) 16. ID Risk Register Risk Description Probability Likelihood of the risk occurring Project objective and need is Medium not welldefined 1 37 Impact if the risk occurs High Severity Rating based on impact & likeliho od High Owner Person who will manage the risk Project Sponsor (NTA) Mitigating action Actions to mitigate the risk Complete a business case if not already provided and ensure purpose is well defined on Project Charter. Contingent action (Action to be taken if the risk happens) Escalate to the Project Board with an assessment of the risk of neverending project Progress on actions Statu s Business case re-written with clear deliverables Open and submitted to the Project Board for approval 2 3 Scope Creep Medium Project design and deliverable definition is incomplete Low 38 High High High High Project Sponsor (NTA) Project Sponsor (NTA) Document the project scope in a Project Initiation Document or Project Charter and get it authorized by the Project Board. Refer to it throughout the project and assess all changes against it also ensuring alignment of any changes with the Business Case. Document each and every example of scope creep NO MATTER HOW SMALL in a change request and get authorization from the Project Board BEFORE STARTING WORK ( This includes ZERO COST changes) Scope is clearly defined Define the scope in detail via Document Design design workshops with input assumptions workshops from subject matter experts . made and scheduled associated risks. Request high risk items that are illdefined are removed from scope Open 4 Lack of communica tion among stakeholder s , causing lack of clarity and confusion . Medium Mediu m Medium Project Manager 5 Estimating/ or scheduling errors Medium High High Project Manager 6 contractor delays Medium High High Project Manager 39 Write a communication plan which includes: the frequency, goal, and audience of each communication. Identify stakeholders early and make sure they are considered in the communication plan. Use most appropriate channel of communication for audience . Use two methods of cost estimation, and carefully track costs and forecast cost at completion making adjustments as necessary. Build in 10% contingency on cost and scheduling. Track schedules daily and include schedule review as an agenda item in every project team meeting. Include late penalties in contracts. Build in and protect lead time in the schedule. Communicate schedule early. Correct misunderstandin gs immediately. Clarify areas that are not clear Communicati on plan in progress. Ope n Escalate to project sponsor and Project Board. Raise change request for change to budget or schedule. Contingency agreed by Project Board Open Escalate to Project Sponsor and Contracts Manager. Implement late clauses. Lead time from each contractor built into the project schedule. Late penalties agreed to and contracts signed . Open 17. - 40 Lessons Learned The project objective should be clearly defined. Considering constrains is critical. Discovering the problems in the very beginning is crucial. Resources should be best utilized. Documentation process to every step is necessary. Scoping is a critical phase in project management and project success (based on experience and customer needs). Importance of using right concepts/clear – cut definitions. Any change in the project plan should be clearly justified and approved. Reviewing planning phase before the execution is a golden opportunity that will not be repeated. Main determinates of the project success are (Scope – Time – Cost – Quality). Understanding the know-how of the project management is crucial. Understanding institutions operation is important in project management. Projects should be unique, temporary and progressively elaborated. Stakeholders needs/management/satisfaction/interactions is critical in managing any project. Communication channels with the stakeholders should be identified through: Who, Where, When, and How. Focusing on the high priority risk can improve the project performance. Project management depends on (science- skills – attitude)