University of Gondar

Faculty of Informatics
Department of Information Technology

Project plan:

Student information system for Fasiledes preparatory school

July, 2018

By:
Mastewal Mamo
Endalamaw Gashaw

Submitted to Abay T. (Asst. Prof)

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Contents
1. Introduction.................................................................................................................................................................................................................. 3
1.1 Purpose of the plan..................................................................................................................................................................................................... 3
1.2 Objectives of the system............................................................................................................................................................................................ 3
1.3 Product Description................................................................................................................................................................................................... 3
1.4 Project deliverables.................................................................................................................................................................................................... 4
1.5 Evolution of this document........................................................................................................................................................................................ 5
1.6 References.................................................................................................................................................................................................................. 5
1.7 Definitions, Acronyms and Abbreviations.................................................................................................................................................................5
2. Project organization..................................................................................................................................................................................................... 5
2.1 External interfaces..................................................................................................................................................................................................... 5
2.2 Internal structure........................................................................................................................................................................................................ 6
2.3 Roles and Responsibilities......................................................................................................................................................................................... 6
2.4 Process model............................................................................................................................................................................................................ 7
3. Managerial process...................................................................................................................................................................................................... 7
3.1 Management Objectives and Priorities.......................................................................................................................................................................7
3.2 Assumptions, Dependencies and Constraints.............................................................................................................................................................8
3.3 Risk Management plan............................................................................................................................................................................................... 8
3.4 Communication management plan.............................................................................................................................................................................9
4. Technical Processes......................................................................................................................................................................................................... 9
4.1 Tools........................................................................................................................................................................................................................ 10
4.2 Test plan.................................................................................................................................................................................................................. 10
4.3 Documentation Plan................................................................................................................................................................................................. 11
4.3.1 Software documentation.................................................................................................................................................................................... 11

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5. Work Elements, Schedule, and Budget.......................................................................................................................................................................... 11
5.1 Budget...................................................................................................................................................................................................................... 12
5.2 Time Schedule......................................................................................................................................................................................................... 12
5.3 Major milestones...................................................................................................................................................................................................... 13
5.4 Sample Task description.......................................................................................................................................................................................... 13

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 1. Introduction

1.1 Purpose of the plan

The FPPS student information system project plan will provide definition of the project, goals and objectives of the project. The
plan will also serve as an agreement between project sponsors, project manager, project team and other individuals associated with the
project. The FPPS student information system will be used by students, teachers, and department heads and registrar officers.

1.2 Objectives of the system

The general objective of our project is to develop student information system for FPPS with the following specific objectives.
 To analyze the existing manual system
 To identify the problem of the current system
 To gather and analyze requirements for the new system
 To design the new system
 To test the performance of the system

1.3 Product Description

Student information system for FPPS is a web based application which can run on any laptop, desktop computers or mobile phones
at any place where internet access exists. This system will have different modules and functionalities. The system will be designed with
simple graphical user interface in which users can easily interact and use it.

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 Student information system for FPPS allows teachers to submit student marks online, to see their class and exam schedules, to
transmit information to the students online. The system has also a number of functionalities for the students; Students can view their marks
online using this system, they can also send their comments or complains to the teacher, they can access materials through the system, etc.

Although FPPS student information system will be designed with simple and interactive user interface, users of the system
(teachers, students, department heads, registrar officers...) need to get some introduction and training to use the system without any
difficulties.

The system can run on the existing or available resources of Fasiledes preparatory school. It can work on desktop computers and
laptops; the only need to run the system is internet access. Since the system will be designed to be used by FPPS community, there is no
need of experts or computer programmers to operate the system. Users having some basic computer skill can easily use the system.

1.4 Project deliverables

FPPS student information system project may have three phases, in each phase there are deliverables produced by the project team.
Some major deliverables of the system are listed below

Phase Deliverable Date

Initial Project plan and project proposal July 16, 2018
Phase 1 System and user requirement document August 21, 2018
Phase 2 Student and teacher module November 14, 2018
Phase 3 Department head and registrar officer module February 01, 2019
Phase 4 Integrated student information system for FPPS May 28, 2019
Phase 5 Help document, installation and using trainings June 10, 2019
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.

1.5 Evolution of this document

This project plan document is used by project team and other persons associated with the project throughout the project life cycle.
We will review the plan every time the product requirements specification and certain other major project artifacts are updated.
Additionally, we could schedule periodic project plan review at specified milestones and when there is project resources and constraint
change.

1.6 References

Why we need a project plan. Filed by team twago on June 17, 2010

1.7 Definitions, Acronyms and Abbreviations

FPPS: Fasiledes preparatory school

SQL: Standard query language
PHP: Hyper text preprocessor
UML: Unified modeling language

2. Project organization

2.1 External interfaces

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 Communications with senior management can be through phone to accept and transfer project information. But to present
deliverables in each phase the project team has to meet the management group physically. The project team will purchase different
software and hardware devices for the project through legal procurement.

2.2 Internal structure

The internal structure of the project organization will be divided for each phase, members of the project team share responsibilities
in producing deliverables.

2.3 Roles and Responsibilities

Tasks are spread throughout the project team members as equally as possible. Each team member should involve in producing
project deliverables in each phases of the project.

Phase Role Mastewal Endalamaw

Project leader X
Initial Requirement gathering X X
Proposal Writer X
Project plan developer X X
System requirement identifying X X
Phase 1 End user requirement X
Existing system problem identification X
Designing new system X X
Data base developer X
Phase 2,3,4 Individual module interface design X X
Integrating each modules and system design X

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 Testing functionalities X
Phase 5 Installation and help document X
Providing trainings and user guidelines X

Project leader have a responsibility of leading and managing the project team. In developing this student information system for
FPPS, the team members will lead the project interchangeably in each phase. In the requirement gathering activity the responsible team
member will collect information from end user of the system, will analyze existing system.

In the interface designing phase all team members will participate in order to design simple and interactive user interfaces. User
interfaces are serving as intermediate to access the database and to insert their queries to the database, so they should be designed as simple
as possible.

The quality of the system will be assessed assured by the quality assurance group of the project team as well as external parties will
check the system’s ability in addressing all user and system requirements.

2.4 Process model

Student information system for FPPS will be developed by using spiral model. Different changes like requirement changes, scope
changes may occur throughout the project, and this changes need to be accepted and maintained in the project. That is why the project team
prefers to use spiral model for developing the system, so that iteration are possible between each phases.

3. Managerial process
3.1 Management Objectives and Priorities

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 During the development of student information system for FFPS the top management staffs have responsibilities in controlling
schedules, make sure that tasks are performed and deliverables are produced within the schedule. The project manager should also manage
and maintain the team through regular meetings.

3.2 Assumptions, Dependencies and Constraints

Assumptions:
 Team members are assumed to have enough time for developing the system
 The project manager is assumed to have managing, leading and communicating skills
 The team members are assumed to use different software and hardware tools for the system

Constraint:
 If the project cannot be finished on the predefined schedule or deadline, the team must inform this before the deadline.
 If the project team member is unable to accomplish his/her task, he/she have to inform to the project manager.
 When there is budget or resource requirement for the project, the project team members should inform to project sponsors and other
responsible stakeholders.

Dependencies:
 There must be effective and timely communication between team members, project leader and other stakeholders which need to be
communicated.
 Each team member and the project manager should perform their tasks on the predefined schedule.

3.3 Risk Management plan

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 Our project, student information system for FPPS may come across different risks. In order to keep the project proceed against
these risks the team have risk management plans for different types risks.

There are different risks which will probably happen in the project. There may be requirement changes in between the project work,
lack of knowledge to perform certain task, unavailability of software and hardware resource that are needed to the project, management
problem, communication failures and inability to follow project schedule due to personal reasons.

The project team have risk management plans in order prevent those risks from happening. For example, if the team identifies risks
that may occur due to inability to finish the project within the deadline, the team must inform to the top management and project sponsors
before the deadline; so that there may be some additional time given.

3.4 Communication management plan

Project information should communicate in appropriate time and to the right person. As many experts said poor communication is a
major cause of most projects failure. When developing this student information system for FFPS the project team have plans for effective
information gathering and disseminating. The project team members will have regular meetings to perform project tasks and to exchange
project information. The project manager will have also formal and informal communication with the school community in order to get
information.

4. Technical Processes

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4.1 Tools

 My SQL
 To create database and tables, the system will have one database and 5 tables to keep students, teachers, Administrators,
registrar officers and department heads data.
 Wamp server
 PHP
 To create graphical user interfaces with which the user can access the database and can insert data in to the database.
 Notepad++
 To edit codes
 UML
 To visualize the system using diagrams; it is diagrammatical representation of the system.
 Ms-Word 2007
 For documenting project information and deliverables.
 Internet browser
 Since our system is web based system, we the project team and end users of the system need an internet browser to display the
system.

4.2 Test plan

Today, quality of the system becomes a necessity rather than a luxury. To develop quality and good system, the project team has
plans to conduct testing in each deliverable producing phases. The project team will conduct unit test to check the functionality and
excellence of each individual modules of the system. We have also a plan to test the system by integrating the individual modules together.
There may be peer reviews of project deliverables by some other professionals out of the project team.

The results of the test process will lead us rework, if some problems found on the deliverables.

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4.3 Documentation Plan

4.3.1 Software documentation

After designing the system using UML, different diagrams will be produced. Use case diagram that shows the interaction of entities
and system functionalities, sequence diagram to show the order of activities of an entity and other diagrams will be designed to represent
the dynamic and static behavior of the system.

These UML diagrams and descriptions will be documented and delivered to the school community. Other documentations like user
guide, installation document, reference manuals and help documents will also created, reviewed and provided.

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 5. Work Elements, Schedule, and Budget

5.1 Budget

The cost that will be required developing this student information system for FFPS is described in the following table.

No Item Number of items Unit price in birr Total price in birr

1 Paper for questionnaire 1 pack of 4A 250 250
2 Transportation; to go to 300 300
FPPS
3 Printing, copying and 500 500
binding documents
4 Telephone 1000 1000
5 Flash memory 2 180 360
Total 2410

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 5.2 Time Schedule

N Activit July August September Oct August Oct Nov Dec

o y
1 2 3 4 1 2 3 4 5 6 7 8 1 2 3 4 1 2 3 9 1 1 1 1 5 1 1 1 1 1 1 2 3 4 1 2
6 7 8 9
0 1 2 3 0 1 2 3 4
1 Identification of
the problem
2 Requirement
gathering
3 Requirement
analysis

5 Designing the
database
6 Designing user
interfaces
7 Designing the
system
8 Testing, product
submission

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5.3 Major milestones

Here is a list of major milestones of the system.

Milestone Date
Project plan August 7th
Requirements document September 10th
UML design of the new system November 8th
User interfaces of each module November 2nd
Final project presentation November 4th

5.4 Sample Task description

Task A: preparing Project plan

Responsible person: Both the project team members
Duration: 4 weeks
Aim of this task: preparing a document that can be used as a guide and a plan throughout the project work

Task B: Questioner design and preparation to get required information from FPPS students, teachers and other school community.
Responsible person: Both the team members
Duration: 2 weeks
Aim of this task: To obtain required data for the system

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