Inception Report: e-Attendance System

Prepared for DOIT

Project Charter Report

Mandatory Artifact for a web based centralized e-

attendance system.
Department of Information Technology, Government of Nepal

Inception Report, Version 1.1, 8th Aug, 2021

Submitted by

XYZ Co. Ltd.

Inception Report: e-Attendance System
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Document History
Reviewed Approved
Date Version Author Description
by by
2021-01-07 1.0 XYZ
2021-08-04 1.1 XYZ

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Table of Contents

1. Introduction..............................................................................................6
1.1. Document Purpose......................................................................................................6
1.2. Scope of this Document..............................................................................................6
1.3. Intended Audience......................................................................................................6
2. Project Definition......................................................................................7
2.1. Background.................................................................................................................7
2.2. Objectives...................................................................................................................8
2.3. Benefit & Outcome.....................................................................................................8
2.4. Project Scope..............................................................................................................8

2.4.1. Functional & Detailed Project Scope..................................................................8

2.4.2. Legal Entity.........................................................................................................11

2.4.3. Scope Assumptions & Exclusions......................................................................11

2.4.4. Project Site.........................................................................................................12

2.5. Vendor Approach......................................................................................................12

2.5.1. Stage wise approach...........................................................................................12

3. Project Plan.............................................................................................14
3.1. High Level Project Plan.............................................................................................14
3.2. Key Milestones & Deliverables................................................................................22
3.3. Payment Milestone...................................................................................................23
3.4. Assumptions/ Dependencies...................................................................................23
4. Project Governance, Role & Responsibilities..........................................25
4.1. Project Organization Structure................................................................................25
4.2. Project Steering Committee.....................................................................................26
4.3. Central Support Team..............................................................................................27
4.4. Project Team (Vendor) – Key Personals.................................................................28
4.5 Project Team (Department) – Key Personals..........................................................30

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4.6. Technical Committee (Department)........................................................................31

5. Stakeholder & Communication Management..........................................32
5.1. Communication Reports/Documents......................................................................32
5.2. Issue Escalation Mechanism....................................................................................32
5.3. Escalation Matrix (to be tailored as per needs & Department org/operations
structure).........................................................................................................................32
5.4. Stakeholder Identification.......................................................................................33
6. Risk Analysis...........................................................................................34
6.1. Risk Analysis.............................................................................................................34

6.1.1. Political Disturbances........................................................................................34

6.1.2. Election..............................................................................................................34

6.1.3. Remote working.................................................................................................34

6.1.4. COVID Pandemic...............................................................................................35

7. Quality Management...............................................................................36
7.1. Quality Assurance Responsibilities..........................................................................36
8. Change Control.......................................................................................37
8.1. Change Control Board (CCB)...................................................................................37
8.2. Change Control Process...........................................................................................37
9. Project Controls......................................................................................39
9.1 Project Management..................................................................................................39
9.2 Quality Management.................................................................................................39

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List of Abbreviations
GEA Government Enterprise Architecture
RFP Request For Proposal
TOR Terms of Reference
IP Inception Phase
G2C Government to Citizen
C2G Citizen to Government
G2G Government to Government
G2B Government to Business
B2G Business to Government
RFC Request for Change
ITIL Information Technology Infrastructure Library
e-GIF E Government Interoperability Framework
IT Information Technology
DOIT Department of Information Technology
NG Nepal Government
ICT Information and Communication Technology
UAT User Acceptance Testing
UML Unified Modeling Language
QA Quality Assurance
API Application Programming Interface
SRS Software Requirement Specification
FRS Functional Requirement Specification
TOR Terms of Reference

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1. Introduction
This artifact has been created as a part of deliverables as prescribed by GEA for the e-
Attendance System. Inception report, prescribed as Project Charter in GEA2.0
mandatory artifacts, is the first deliverable of this project. This inception report
describes in detail all the work activities that are foreseen in the Project for the e-
Attendance System.

1.1. Document Purpose

This document has been created to maintain common understanding on the project
charter during the inception phase. This document provides additional guarantee of
adherence to, and interpretation of requirements for e-Attendance system. The main
purpose of this document is to describe the Project Approach and Methodology in detail,
and to describe the Consultants activities in the Inception Phase (IP) of the Project.

1.2. Scope of this Document

The scope of this document is to create a common understanding between XYZ Co. and
DOIT for the consulting service for the development, implementation and support of e-
attendance system.

The scope of this document is limited to Department of Information Technology,

Government of Nepal and XYZ Co..

1.3. Intended Audience

The intended audience for Project Charter is Department of Information Technology,
Government of Nepal and related stakeholders of this project.

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2. Project Definition
2.1. Background
DoIT has been acting as an engine for socio economic transformation into development
of new Nepal with a mission to provide all government services through automated
system by maximizing the use of IT. It aims to establish good governance, poverty
alleviation and realize national development targets by utilizing the advantages of IT.
DoIT has set its goal to create e-infrastructure, facilitate and promote e-governance,
develop IT enabled services (IT-ITes) Industry, secure cyber space.

To achieve its goal, DoIT has defined following objectives for digital & good governance

1. Implement e-governance and good governance plans by playing role as leading,

advising and coordinating.
2. Provide IT access to all specifically to the digitally deprived village people (to
minimize digital divide and share IT benefits)
3. Utilize IT for employment/revenue generation by exploring access to the
international market.
4. Make IT law, plan and policy to regulate IT by imposing standards like GEA,
NGeIF, codesand national portal for information sharing/exchanging/ info
integration.
5. Monitoring evaluation of e-government automation activities to improve
efficiency and effectiveness in the delivery of services
6. Help develop appropriate skilled IT HRD.
7. Create environment to promote private sector/ partnership (maximize
participation)
8. Secure the digital information by promoting cheap COST EFFECTIVE best
technology for sustainable development. – Licensing and operating cost. - Cost-
effective technology –antivirus and physical IRD like security. – Not like digital
museum like scanners.

Government Organization here in Nepal have large number of employees working under
various sections/departments/divisions/units etc. For all these employees, human
resource department of organization needs to track their daily attendance which directly
influence organization's productivity. Currently, in GoN, there are either traditional way

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of logging the daily attendance manually in register sheet or independent/ standalone e-

attendance systems. This has caused repeated expenditure to implement e-attendance
system and also traditional method is found to be time and resource consuming to
manage. Thus, need for a centralized e-attendance system has been identified by DoIT
which could serve its purpose by controlling repetitive expenses on implementing same
system at different government offices.

The E-Attendance System will include daily attendance, employee management, leave
and kaaj management as core function and will retrieve the attendance data from
Biometric Devices at different location using Web APIs.

2.2. Objectives
The main objective of this assignment is to develop, implement and support a
centralized e-attendance system to manage employee’s attendance, leave, kaaj and
profile for all government agencies which could also serve its purpose by controlling
repetitive expenses on implementing same system at different government offices.

2.3. Benefit & Outcome

This artifact will help DoIT and XYZ Co. to have a common understanding in the
development of web-based e-Attendance System. The outcome will result in user-
friendly e-Attendance system to meet the objectives of the assignment.

2.4. Project Scope

The functional/ detailed, legal entity, scope assumptions & exclusions and project site
related information has been presented below.

2.4.1. Functional & Detailed Project Scope

The main functional scope of the project is Developing Web-Based E-Attendance
System. The detailed project scope has been listed in following pages.

Component 1: Planning
Project Management Planning Activity:
- Identifying stakeholders
- Defining Roles and Responsibilities
- Holding a Kickoff Meeting

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- Defining Project Scope, budget and Timeline

- Setting and Prioritizing Goals
- Defining Deliverables
- Creating Project Schedule
- Doing Risk Assessment
- Communicating Project Plan
Development and Activity:
Implementation Planning - Planning
- Risk Assessment
- Key Milestones/Deliverables Plan
-Deliverables Plans
-Project Resources Plan
-Project Implementation Plan
-Test Plan
-Quality Plan
-Project Management Plan
- Support Plan

Component 2: Software Design and Development

Output 1:
Development of Functional Activity: Visualizing and Designing the proper
Modules software architecture from the set of collected
requirements (Product Backlog)

-SCRUM Implementation

-Requirement Engineering

-Scope Definition and Risk Analysis

-Designing and Developing Database

-Developing API for communicating with other

related applications

-Developing each functional modules and using

proper testing methods for ensuring optimum quality
of NCIC Application

-Passing each module through agile quadrant:

Development-testing- releases

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Output 2: -Defining Non-functional features

Development of Non- -Proper testing of graphics and design parameters
Functional Features -Enhancing user experience and navigation on each
release
-Behavior Testing
Output 3: Final Application -Integrating each modules and generating final
product release
-Final Testing before release
-Release in production

Component 3: Software Testing

Output 1: Tested Modules of E- Activity: Testing each modules after development and
Attendance System (Functional before release.
Testing) -Mapping test cases against developed modules
-Manual, semi-automation and automation testing for
optimum quality release of product
-Implementing best suitable testing methods
-Managing and reporting bug and issues in organized
way.
Output 2: Tested Modules of E-
Attendance System (Non- Testing with parameters like:
Functional Testing) -Security
-Efficiency
-Integrity
-Reliability
-Scalability
-Usability
-Interoperability
-Flexibility
Component 4: Documentation
Output 1:Project Charter Preparation, Formatting, Documentation,
Verification and Finalization
Output 2: Project Management Preparation, Formatting, Documentation,
Plan Verification and Finalization
Output 3: Development and Preparation, Formatting, Documentation,
Implementation Plan Verification and Finalization
Output 4: User Requirement Preparation, Formatting, Documentation,
Specification (SRS/FRS) Verification and Finalization
Output 5: Software Architecture Preparation, Formatting, Documentation,
Design Document Verification and Finalization
Output 6: Software Quality Preparation, Formatting, Documentation,
Assurance Plan Verification and Finalization

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Output 7: Test Plan/Test Cases Preparation, Formatting, Documentation,

Verification and Finalization
Output 8: Code Review Preparation, Formatting, Documentation,
Checklist Verification and Finalization
Output 9: Test Report Preparation, Formatting, Documentation,
Verification and Finalization
Output 10: User Manual Preparation, Formatting, Documentation,
Verification and Finalization
Output 11: Preparation, Formatting, Documentation,
Administrative/Installation Verification and Finalization
Manual
Output 12: Training/Capacity Preparation, Formatting, Documentation,
Building Plan Verification and Finalization
Output 13: Security Testing Preparation, Formatting, Documentation,
Report Verification and Finalization
Output 14: Performance Test Preparation, Formatting, Documentation,
Summary Report Verification and Finalization
Output 15: Support and Preparation, Formatting, Documentation,
Maintenance Strategy Verification and Finalizations
Document

2.4.2. Legal Entity

The project will be owned by Government of Nepal and will be administered by
Department of Information Technology. DoIT holds full copyright to the assignment
and outcome.

2.4.3. Scope Assumptions & Exclusions

E-Attendance System Functionalities
Following are the basic functionalities for e-attendance system identified in inception
phase.

1. Interactive Dashboard
2. Daily attendance in biometric device.
3. Employee Profile management
4. Shift Management
5. Leave Management
6. Kaaj Management
7. Biometric Device Management
8. User Management

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9. Reports

Exclusions:

The development and implementation of e-attendance system only includes web

application development and support but does not include any kind of hardware
purchase and its support. We will not buy any attendance device in this project.

2.4.4. Project Site

The development shall be conducted at the premise of XYZ Co..

The requirements shall be studied in details at client premise for the development of
web-based e-Attendance System and FRS, SRS shall be prepared.Upon finalization of
PMP, FRS, SRS and SADD, development shall begin at development site and other
artifacts shall be prepared as mentioned in Key Milestones and Deliverables.

The system shall be implemented on the server at GIDC, Singhadurbar and DR site at
Hetauda.

2.5. Vendor Approach

The requirements shall be collected in person by our team members and we shall follow
Artifacts prescribed by GEA 2.0 in coordination with DoIT to proceed ahead with the
production.

2.5.1. Stage wise approach

Below are the steps/ approaches in completing the E-attendance development and
implementation project.

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Inception

Planning

Requirement Engineering

System Design, Configuration Management and Change Management

System Development

Implementation of GEA Compliance Security Standards

System Testing

System Review

Project Checking

User Acceptance Testing

Project Presentation

Project Training

Support and Maintenance

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3. Project Plan
3.1. High Level Project Plan

TIMEFRAME IN WEEKS

ACTIVITY
1 2 3 4 5 6 7 8 9 10 11 12 13 14 1 16 17 1 19 2 21 22 23 24 25 26
5 8 0

Inception

Project Initiation Kick

Off

Project Planning and

Scheduling

Inception Report
Preparation and
Submission
Inception Report: e-Attendance System
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Planning

Project Plan
Development

Activity Definition

Activity Sequencing

Activity Duration
Estimation

Schedule
Development

Resource Planning

Quality Planning

Organizational
Planning

Staff Acquisition

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Communication
Planning

Risk Management
Planning

Risk Identification

Qualitative Risk
Analysis

Risk Response
Planning

Solicitation Planning

Planning
Documentation
(Development and
Implementation
Plan; Project
Management Plan
Submission)
Requirement
Engineering

Requirement
Analysis

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Requirement
Elicitation

Requirement
Validation
Requirement
Documentation
(FRS/SRS
Submission)
System Design,
Configuration
Management and
Change
Management

UI Design

Database Design

Software
Architecture Design
Document
Submission
System
Development

Front End
Development

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Backend
Development
Code Review
Checklist
Submission
Implementation
of GEA
Compliance
Security
Standards
Design and Plan
Security Standard
Implementation of
Security Standard in
Application Layer
and Database Layer

System Testing

Unit Testing

Integration Testing

Recovery Testing

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Alpha Testing

Load
Testing/Performanc
e

Usability Testing

Security Testing

Test Plan/Test Case

Report, Test
Scenario Report,
Security Testing
Report, Performance
Test Summary
Report; Security
Testing Report
Submission

System Review

Evaluation of Testing
Results

Improvements in the
system

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Project Checking

Deployment and
Installation
Administrative
Installation Manual
Submission
User Acceptance
Testing

User Acceptance
Testing

Evaluation of UAT

Project
Presentation
System
Documentation and
Copyright Handover
Final Project
Presentation

Project Training

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End User Training

Training Capacity
Building Plan

Final Report
Submission

Project Final
Acceptance

Support and 1 year from date of final acceptance of project

Maintenance

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3.2. Key Milestones & Deliverables

DELIVRABLES TIME OF CONTRACT [T]

Project Charter T+2 Weeks

Development/Implementation Plan, Project

T+3 Weeks
Management Plan

SRS/FRS T+11 Weeks

Software Architecture Design Document (SDD) T+15 Weeks

Code Review Checklist T+20 Weeks

Test Report/Test Case, Test Scenario, Software Quality

Assurance Plan, Performance Test Summary Report, T+20 Weeks
Security Testing Report

Administrative Installation Manual T+21 Weeks

Training Capacity Building Plan T+24 Weeks

User Manual T+26 Weeks

Final Completion Report T+26 Weeks

Source Code in CD/Drive T+26 Weeks

Copyright and Ownership Handover T+26 Weeks

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3.3. Payment Milestone

The payment milestone shall be as summarized below based on the contract agreement
signed on 20-Magh-2077.

Deliverables Payment Terms

Inception reports (Project Charter) 1st Deliverable 10%

PMP/FRS/SRS/SADD 2nd Deliverable 20%

Development/ Implementation Plan
Code Review Checklist
Software/ Application Implementation
Software Quality Assurance Plan
Test Plans/ Test Cases 3rd Deliverable 40%
Test Report
Security Testing Report
Performance Test Summary Report (Optional)
Support & Maintenance Strategy Document
Training/ Capacity Building Plan
User Manual
4th Deliverable 30%
Administrative / Installation Manual
Training/ Knowledge Transfer

3.4. Assumptions/ Dependencies

Below are assumptions that we are formulating as per our project planning:

1. The dedicated team from the DOIT will help us by delivering the requirement as
crystal clear and will help in assisting us by providing feedbacks on the developed
Artifacts and Methodology.
2. DOIT will help us by providing the necessary entrance card and other required
accessories to enter the premises of Government Agency.
3. DOIT will be providing list of all biometric devices along with model number,
technical documentation and SDK to process integration.
4. The feedback or clearance on each deliverables or phases will be acknowledged to
allow us move forward.
5. The payment for the assignment will be provided upon submission of each
deliverables in timely fashion.

Some of the dependencies for this assignment are listed below:

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1. Time is a constraint and thus any causes like strike, holiday might hamper the
auditing process and will misbalance the whole project timeline.
2. Communication and Response as per timeline is a key to deliver the project on
the deadline.
3. The Artifacts Document finalization and roll out will be dependent on the timely
production and timely approval by the DOIT

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4. Project Governance, Role &

Responsibilities
4.1. Project Organization Structure

ED of DOIT

Oversight Committee
DOIT

XYZ Co

PROJECT MANAGER

Training
Expert
Enterprise Data Architect Senior IT Auditor Network/ Quality Documentation
Architect Database System Assurance Expert
Designer Administrator
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4.2. Project Steering Committee

Below are the details of the Project Steering Committee for this Assignment:

S.N Member Name Designation Contact

Mr. Prem Sharan

1. Director General [email protected]
Shrestha

2. Mr. Lokraj Sharma Director [email protected]

Er. Sudarshan
3. Computer Engineer [email protected]
Guragain
Computer
4. Mr. Dipak Kumar Jha [email protected]
Technician
Ms. Parbati Thapa Computer
5. [email protected]
Magar Technician
Computer
6. Mr. Dubesh Shrestha [email protected]
Technician

7. John Doe Project Manager 98511517xx, [email protected]

8. Shawn Doe Enterprise Architect 98511517xx, shawn@@xyzco.com

The above steering committee will be responsible for:

1. Checking and Approving the Project Charter for Accuracy and Compliance with
Business Case
2. Monitoring progress against the Project Management Plan
3. Reviewing and Verifying changes made
4. Reviewing and Approving changes made to project resource plan, schedules,
scope, goals
5. Making strategic decisions regarding the prioritization of project deliverables and
approving deliverables
6. Reviewing and approving the project development strategy
7. Reviewing and suggesting solutions for the issues critical to project success
8. Resolving conflicts between stakeholder groups.
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4.3. Central Support Team

S.N Member Name Designation Contact

1. Mr. Lokraj Sharma Director [email protected]

2. Er. Sudarshan Computer Engineer [email protected]

Guragain

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4.4. Project Team (Vendor) – Key Personals

TIMEFRAME IN WEEKS

KEY EXPERTS
1 1 1 1 1 1 2
1 2 3 4 5 6 7 8 9 10 11 15 18 20 22 23 24 25 26
2 3 4 6 7 9 1

John Doe
Project
Manager/Team
Leader

Shawn Doe
System Analyst

Ms. Jane Doe

Database
Expert/DBA

Er. Jenny Doe

Web Designer
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Mr. Shanaya
Doe
Web Developer

Mr. Pattrick Doe

Web Developer

Mr. Peter Doe

Web Developer

Ms. Kylie Doe

Network/Syste
m Admin

Er. Annie Doe

QA Expert

Er. Paris Doe

Documentation
Expert

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4.5 Project Team (Department) – Key Personals

DEPARTMENT E-Attendance System Planning, E-Attendance System Training

Design and Development

Experts -Project Manager/Team Leader -Project Manager/Team Leader

-System Analyst -System Analyst
-Database Expert/DBA -Web Developer
-Web Designer
-Web Developer
-Quality Assurance Expert
-Network/System Administrator
- Documentation Expert

Experts List Dr. John Doe

Dr. Shawn Doe Dr. John Doe
Ms. Jane Doe Dr. Shawn Doe
Er. Jenny Doe Ms. Jane Doe
Mr. Shanaya Doe
Mr. Pattrick Doe
Mr. Peter Doe
Ms. Kylie Doe
Er. Annie Doe
Er. Paris Doe
4.6. Technical Committee (Department)
The Technical Committee Formed for this assignment are as below:

S.N Member Name Designation

1 Mr. Lokraj Sharma Director

2 Er. Sudarshan Guragain Computer Engineer

3 Mr. Dipak Kumar Jha Computer Technician

4 Ms. Parbati Thapa Magar Computer Technician

5 Mr. Dubesh Shrestha Computer Technician

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5. Stakeholder &
Communication Management
5.1. Communication Reports/Documents
For communication, we shall be using skype as our primary means of communication to
conduct meetings and discuss about the development. Please add doit.design to your
skype. For document exchange, we shall be using email authorized to/ from
@xyzco.com domain only. For project management, task management, version tracking,
we shall be using Trello for all team members to keep track of task under development.

5.2. Issue Escalation Mechanism

Since this is a development project, the interaction will be more frequent and thus any
issues captured will be immediately reported to Project Manager/ Team Leader and it
will, henceforth, set forward as needed. We will follow standard issue escalation
mechanism

1. Identify the scope of the issue

2. Follow protocol for any formal notification requirements
3. Avoid Speculation for proper identification
4. If any confusion arise, it will be reported to Project Manager and if needed, it will
be brought forward to Technical Committee.
5. Document everything since the scope requires evidence based GEA Audit.

5.3. Escalation Matrix (to be tailored as per needs

& Department org/operations structure)
Responsible Role Triggers When
- Project Management
Project Manager/ Team - GEA Compliance
John Doe
Leader - Meetings & Presentations
- Training
- Planning
Shawn Doe System Analyst
- System Architecture Design

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- GEA Compliance

5.4. Stakeholder Identification

The stakeholder shall be identified using following format.

# Stakeh General Stakeholder Involvement and Risk Analysis

older Overview Commitment

1 Full name Tit D Rep Role Leve Level Stakehold Curren Stakeho Key Recommend Comm
le pt ort withi l of of er t Level lder Challenges/ ations for ents
to n Impa Influe Engagem of Concern Risks Engaging
Progr ct on nce on ent Advoc s Associated Stakeholder
am the the Needed acy with
Chan Chang (Necessar (Positi Stakeholder
ge e y, ve,
(Hig (High, Desired, Neutra
h, Med., Unnecess l,
Med. Low) ary) Negati
, ve)
Low)

1. The name of individual stakeholders shall be identified such as

a. Title
b. Department
c. Name and title of the reporting line Manager
2. The stakeholders involvement and commitment must be identified by
a. Identifying the role within program (if applicable) (e.g., sponsor, TPT
member, process design team member, etc.)
b. Identifying level of impact on the change such as high, medium or low to
indicate the level of impact the program has on stakeholder.
c. Identifying the level of influence on the change such as high, medium or
low to indicate level of influence the stakeholder has on the program.
d. Identifying stakeholder engagement needed such as necessary, desired,
unnecessary to indicate the stakeholder engagement needed for the
program.
e. Identifying current level of advocacy such as positive, neutral, negative to
indicate their current level of advocacy for the program.
f. Identifying stakeholders concern such as likely or known concerns, pain
points or enablers.
3. The stake holders risk and action must be identified by
a. Identifying key challenges and risks associated with stakeholders to
overcome with the stakeholder if known and available.

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b. Identifying recommendations for engaging stakeholders and managing

risks and challenges.

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6. Risk Analysis
6.1. Risk Analysis
Risk analysis and mitigation is the key-success against project failure. We will mitigate
risks by following simple risk mitigation protocols

1. Identify Risk,
2. Identify possible impact or hazard,
3. Identify possible frequency of risk,
4. Implement risk mitigation protocol,
5. Check possibilities of recurrence of the risk and make future mitigation plans.

We have identified following major risks but not limited to them and

6.1.1. Political Disturbances

Due to changing and unstable political situation of government, strikes and other
disturbances might delay the production.
Mitigation: The project is being carried by experienced professionals and they already
have an experience to work remotely and meet the deadline. However, to avoid this, we
shall rapidly conduct all field related analysis and tasks with additional resources to
avoid any such risks.

6.1.2. Election
Due to election, the environment of government offices might be disturbed.
Mitigation: To avoid this, we shall conduct all field related works such as requirement
analysisat DoIT. DoIT shall provide all information to us.

6.1.3. Remote working

We shall also be working additional hours remotely to make sure that deadline and
quality both are met. During this, communication gap, version gap, timely update
lagging can be issue if any of the performer lags behind.
Mitigation: To avoid this, a project secretary shall be working on our side full time to
make sure that everyone has been committing their task as per the schedule and

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expected. Daily check on updates and on trello will be assured, thus, keeping the entire
team about the progress, updated.

6.1.4. COVID Pandemic

COVID pandemic has already caused huge impact and death all over the world. It could
be potential risk for team members to work in team and they might get infected or
spread infection.
Mitigation: To avoid this, we shall take all precautionary measures as prescribed by
WHO. Proper sanitization of room, hand and individual belongings shall be taken care
of. Physical distancing between team members shall be maintained and all team
members shall be wearing masks at all times.

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7. Quality Management
7.1. Quality Assurance Responsibilities
The Quality Assurance Analyst will be fully responsible to Verify, Investigate Audit
Production Process and its conformance to QA Standards and Procedures. The Quality
Assurance Analyst for this Assignment will:
1. Design, Create and Establish a QA Control Checklist
2. Study, Evaluate and Assess standards of production process and other related
issues to ensure QA Standards
3. Check the Artifacts Documentation QA Control in reference to the QA Standard
Checklist
4. Evaluate and Advice on all QA Controls and procedures for further improvement
in audit
5. Ensure compliance of QA controls with the company's best practices and
standards
6. Assist and support teams in the entire production process.
7.

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8. Change Control
8.1. Change Control Board (CCB)
S.N Member Name Designation Contact

1. Mr. Lokraj Sharma Director [email protected]

2. Er. Sudarshan [email protected]

Computer Engineer
Guragain

3. John Doe Project Manager 98511517xx, [email protected]

4. Shawn Doe System Analyst 98511517xx, [email protected]

8.2. Change Control Process

Below are the change control process for e-attendance system development:

Steps In Change Control Action Taken In Change Control

Process

Change request initiation and  Request for changes will be standardized and
control subject to management review
 Change requestor will be kept informed

Impact assessment  We will make sure that all requests for change
are assessed in a structured way for analyzing
possible impacts

Control and Documentation of  A change log will be maintained that tells the

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Changes date, person details who made changes and

changes implemented
 only authorized individual will be able to make
changes
 A process for rolling back to the previous
version will be identified.

Documentation and Procedures  Whenever system changes are implemented the

procedures and associated document will be
update accordingly

Authorized Maintenance  System access right will be controlled to avert

unauthorized changes

Testing and User Signoff  Software will be thoroughly tested

Version Control  Control will be placed on production source

code to make sure that only the latest version is
updated

Emergency Changes  A verbal authorization will be obtained, and the

change will be documented as soon as possible.

8.

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9. Project Controls
This section provides an overview of the control mechanisms and criteria that will be
applied to this programme/ project.

9.1 Project Management

The project will be monitored and controlled using Waterfall model since the
requirements on creating sample artifacts are clear. Similarly, preparing Audit also shall
be carried using waterfall model since GEA standards, guidelines and checklists are to
be strictly followed. Conducting audit is mostly done using waterfall model to avoid
manipulations.

9.2 Quality Management

1. All Deliverables will be reviewed and approved by the Project Manager before
sharing it to the Client. If the deliverable is created by the XYZ Co Project
Manager, the Project Director from client side will review and approve the
deliverable.
2. All Project Deliverables once presented to the client, will be reviewed and
ultimately approved by the client Project Director (PD) in a timely manner.
3. All Artifacts, any deliverables will be checked by XYZ Co before sharing with the
client.
4. Client will perform User Acceptance Testing (UAT) on artifacts that have passed
by XYZ Co. DoIT will be responsible for coming up with the UAT test cases in a
timely manner prior to the start of execution of the test.
5. All Deliverable formats must conform to the standard artifacts shared by
department.

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