Madda Walabu University

Computing College
Information Technology Department
Project management system for MWU
Final Year Project Proposal
Submitted for partial fulfilments of Bachler of
Science (BSc) in Information Technology
Submitted by: Name
ID. NO.
1. EYERUSALEM ELIYAS …….....UGR/24319/13
2. NEBIYU MATHEWOS………..UGR/22344/13
3. ESAYAS ISRAEAL……………UGR/24304/13
4. RAHEL TESFAY ........................UGR/22411/13
5. ABRHAM MITKU……………..UGR/21053/13
6. NATINAEL BENTI…................UGR/22328/13
7. EBSA LIJALEM.........................UGR/21536/13

ADVISOR: - MR.HASEN
October 24, 2016 E.C

Bale Robe, Ethiopia

Abstract:

This research proposal aims to develop and implement a Project Management System (PMS) for
Madda Welabu University (MWU). The PMS will streamline project management processes,
enhance collaboration, and improve project performance. The research will analyze existing
practices, design a customized PMS, pilot-test it, and evaluate its effectiveness. The outcomes
include an improved understanding of project management practices, a tailored PMS, successful
implementation, and enhanced project management efficiency. The research is significant for
higher education institutions and will provide valuable insights for similar projects. The timeline
is estimated at 12 months, with adherence to ethical considerations and a detailed budget

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Contents
Abstract: .............................................................................................................................................
Abbreviations ....................................................................................................................................iv
List of figure ......................................................................................................................................v
List of table ........................................................................................................................................v
Introduction .......................................................................................................................................1
Background of the Project: ..................................................................................................................3
Statement of the Problem: ...................................................................................................................5
Objectives ..........................................................................................................................................5
General Objective ...........................................................................................................................5
Specific Objectives .........................................................................................................................6
Scope and Limitation of the Project .....................................................................................................7
Scope of the Project ........................................................................................................................7
Limitation of the Project ..................................................................................................................7
Significance of the Project...................................................................................................................8
Methodology and Tools ......................................................................................................................9
Requirements Gathering Techniques ................................................................................................9
System Analysis and Design Methodology ..................................................................................... 10
System Development Methodology ................................................................................................ 10
Software Testing Methodologies .................................................................................................... 11
System Development Tools ........................................................................................................... 12
Hardware and Software Requirements ............................................................................................... 13
Hardware requirement ................................................................................................................... 13
Software requirements ................................................................................................................... 14
Other material that used to development process ............................................................................. 14
Project Management Tools & Techniques .......................................................................................... 15
Project Schedule (Gantt chart) ....................................................................................................... 15
Project Budget .................................................................................................................................. 15
Project Work Break down Structures (WBS), Responsibility and Deliverables ..................................... 17
The Project Work Breakdown Structure ......................................................................................... 17
Feasibility of the Project ................................................................................................................... 17
Technical Feasibility: .................................................................................................................... 17
Schedule Feasibility ...................................................................................................................... 18

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 Operational Feasibility: ................................................................................................................. 18
Expected Output and Outcomes of the Proposed Project...................................................................... 19

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Abbreviations

PMS - Project Management System

MWU - Madda Welabu University

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List of figure

Figure 1 Gantt chart.......................................................................................................................... 15

List of table

Table 1 hardware requirements ........................................................................................................ 13

Table 2 software requirements.......................................................................................................... 14
Table 3 other requirements ............................................................................................................... 14
Table 4 hardware coust..................................................................................................................... 15
Table 5 software cost........................................................................................................................ 16
Table 6 other cost............................................................................................................................. 16
Table 7 The Project Work Breakdown Structure ................................................................................. 17

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Introduction

The Madda Walabu University Project Management System is a software solution designed to
streamline and enhance the management of projects within the university's academic and
administrative domains. It serves as a centralized platform to facilitate efficient planning,
execution, and monitoring of projects, enabling improved collaboration, resource allocation, and
decision-making.

Effective project management plays a crucial role in the success of any organization, and Madda
Walabu University recognizes the need for a robust system to support its diverse range of projects.
Whether it's academic research initiatives, infrastructure development, or administrative tasks, the
project management system aims to provide a comprehensive toolset to optimize project
workflows and outcomes.

The core objectives of the Madda Walabu University Project Management System are to enhance
project planning and scheduling, improve collaboration and communication, optimize resource
management and allocation, enable progress tracking and reporting, and integrate with existing
university systems.

The system enables project managers and team members to create detailed project plans, define
tasks, allocate resources, and establish realistic timelines. It supports features such as Gantt charts,
task dependencies, and milestones, providing a visual representation of project schedules and
facilitating efficient project planning.

Effective collaboration is vital for project success, and the system fosters seamless communication
and collaboration among project teams. It offers features like document sharing, real-time
messaging, and notifications, enabling team members to stay connected, exchange information,
and address project-related queries and updates efficiently.

To optimize resource allocation, the project management system provides visibility into resource
availability, workload distribution, and skill sets. This empowers project managers to assign tasks
effectively, balance workloads, and ensure that the right resources are allocated to the right projects
at the right time.

Monitoring project progress is essential for timely decision-making and identifying potential
bottlenecks. The system enables project managers to track task completion, monitor milestones,
and generate comprehensive reports on project status, resource utilization, and key performance
indicators. These reports provide valuable insights for project evaluation and enable data-driven
decision-making.

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To ensure seamless workflow and data consistency, the project management system integrates
with existing university systems, such as student management, financial, and human resources
systems. This integration eliminates the need for duplicate data entry and ensures that project-
related information is synchronized across various systems.

By implementing the Madda Walabu University Project Management System, the university aims
to enhance project management efficiency, improve collaboration, and drive successful project
outcomes. The system will optimize resource utilization, meet project timelines, and contribute to
the achievement of the university's strategic objectives.

Continuous improvement and user feedback will remain central to the system's ongoing
development and enhancement. Madda Walabu University is committed to providing a user-
friendly and effective project management system that aligns with the specific needs of the
university, empowering project teams to deliver high-quality projects that contribute to the
university's growth and development.

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Background of the Project:
Madda Welabu University (MWU) is a renowned higher education institution that offers a wide
range of academic programs and research opportunities. As the university continues to grow and
undertake various projects, effective project management becomes crucial for ensuring successful
outcomes and efficient resource utilization.

However, MWU currently lacks a centralized and standardized project management system.
Project teams often face challenges in coordinating tasks, tracking progress, allocating resources,
and facilitating effective communication. This fragmented approach to project management
hampers collaboration, increases the risk of project delays, and hinders overall project
performance.

To address these challenges, it is essential to develop and implement a comprehensive Project

Management System (PMS) specifically tailored to the needs of MWU. The proposed PMS will
provide a centralized platform that integrates various project management functions, enabling
project teams to collaborate efficiently and effectively.

By implementing a PMS, MWU aims to achieve the following benefits:

 Streamlined Processes: The PMS will establish standardized project management

processes, ensuring consistency across departments and projects. This will lead to
improved efficiency, reduced duplication of efforts, and enhanced project delivery
timelines.
 Enhanced Collaboration: The PMS will provide project teams with a centralized platform
for communication, task assignment, and document sharing. This will facilitate seamless
collaboration, promote knowledge sharing, and foster a culture of teamwork among project
stakeholders.
 Resource Optimization: With the ability to track and manage resource allocation, the PMS
will enable MWU to optimize the utilization of human resources, budget allocation, and
project materials. This will result in improved resource planning, reduced wastage, and
better cost control.
 Real-time Monitoring and Reporting: The PMS will offer real-time monitoring of project
progress, enabling project managers and university administrators to track milestones,
identify bottlenecks, and make informed decisions. It will also generate comprehensive
reports, providing valuable insights into project performance and enabling proactive
management.
 Standardized Documentation: The PMS will establish a centralized repository for project-
related documents, ensuring easy access, version control, and document sharing. This will
improve data integrity, reduce information silos, and enhance knowledge management
within MWU.

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Overall, the implementation of a robust Project Management System at MWU will significantly
improve the efficiency, collaboration, and outcomes of projects undertaken by the university. It
will equip project teams with the necessary tools and resources to effectively plan, execute, and
monitor projects, contributing to the overall success and growth of MWU as a leading educational
institution.

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Statement of the Problem:
Madda Welabu University (MWU) currently faces several challenges in project management,
which hinder the successful execution of projects and optimal utilization of resources. These
challenges include:

 Lack of Centralized System: MWU lacks a centralized Project Management System

(PMS), resulting in fragmented project management processes. Project teams rely on
disparate tools and manual methods for planning, tracking, and communicating project
tasks, leading to inefficiencies and miscommunication.
 Inefficient Collaboration: The absence of a unified platform for collaboration and
communication among project teams hampers effective coordination and knowledge
sharing. This leads to delays, errors, and a lack of synergy among team members, impacting
project timelines and outcomes.
 Inadequate Resource Allocation: Without a systematic approach to resource allocation,
MWU struggles to optimize the allocation of human resources, budgets, and materials
across projects. This results in underutilization or overutilization of resources, leading to
inefficiencies and increased costs.
 Limited Monitoring and Reporting: MWU lacks real-time project monitoring and reporting
mechanisms, making it difficult for project managers and university administrators to track
progress, identify bottlenecks, and make data-driven decisions. This lack of visibility
hinders effective project oversight and may result in missed deadlines and budget overruns.
 Inconsistent Documentation: The absence of a standardized system for document
management and version control leads to scattered project documentation and difficulty in
accessing critical project information. This inconsistency in documentation management
poses challenges in knowledge transfer, quality control, and compliance.

These problems collectively impede the efficient execution of projects at MWU, resulting in
delayed timelines, increased costs, and suboptimal outcomes. Therefore, there is a pressing need
for the development and implementation of a comprehensive Project Management System (PMS)
tailored to the specific requirements of MWU. The PMS should address these challenges by
providing a centralized platform for project planning, collaboration, resource allocation,
monitoring, and reporting, ultimately improving project management practices and driving
successful project outcomes.

Objectives
General Objective
The general objective of this project is to develop and implement a comprehensive Project
Management System (PMS) for Madda Welabu University (MWU) that improves project
management practices, enhances collaboration, optimizes resource allocation, and facilitates real-

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time monitoring and reporting. The PMS aims to streamline project execution, increase efficiency,
and ensure the successful delivery of projects within MWU.

Specific Objectives
 Analyze existing project management practices at Madda Welabu University (MWU): This
objective involves conducting a thorough assessment of the current project management
processes, tools, and challenges within MWU. It aims to identify the specific areas that
need improvement and gather insights to inform the design and development of the Project
Management System (PMS).
 Design and develop a customized Project Management System (PMS): This objective
focuses on designing a PMS that aligns with the unique requirements and workflows of
MWU. It involves creating a user-friendly interface, incorporating essential features such
as project planning, task management, resource allocation, document management, and
communication tools. The PMS will be developed using appropriate technologies and
programming languages.
 Implement the Project Management System (PMS) across various departments at MWU:
This objective involves deploying the developed PMS within MWU, configuring it to meet
the specific needs of different departments and project teams. It includes data migration,
user training, and ensuring smooth integration with existing systems and processes. The
implementation process will be carefully planned and executed to minimize disruptions
and maximize user adoption.
 Evaluate the effectiveness of the Project Management System (PMS): This objective aims
to assess the impact of the implemented PMS on project management practices,
collaboration, resource utilization, and overall project outcomes. It involves collecting
feedback from project teams, conducting surveys and interviews, and analyzing project
performance data. The evaluation will help identify strengths, weaknesses, and areas for
further improvement in the PMS.
 Provide recommendations for further enhancement and scalability of the Project
Management System (PMS): Based on the evaluation findings, this objective focuses on
identifying areas where the PMS can be further enhanced to address emerging needs and
challenges. It also aims to provide recommendations for scaling up the PMS to
accommodate future growth and evolving project management requirements at MWU.

By accomplishing these specific objectives, the project aims to enhance project management
practices, improve collaboration, optimize resource allocation, and enable real-time monitoring
and reporting within Madda Welabu University. The successful implementation and evaluation of
the Project Management System will contribute to the efficient execution and successful delivery
of projects across various departments at MWU.

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Scope and Limitation of the Project
Scope of the Project
The scope of this project encompasses the development and implementation of a Project
Management System (PMS) specifically designed for Madda Welabu University (MWU). The
project will begin with an analysis of the existing project management practices at MWU,
including identifying challenges and areas for improvement. Based on this analysis, a customized
PMS will be designed and developed to meet the unique requirements and workflows of MWU.

The implementation phase will involve configuring the PMS, migrating data, providing user
training, and ensuring seamless integration with existing systems and processes. The PMS will be
implemented across various departments at MWU in a phased approach to minimize disrupt ions
and ensure user adoption.

Once implemented, the project will evaluate the effectiveness of the PMS by assessing its impact
on project management practices, collaboration, resource utilization, and project outcomes.
Feedback will be collected from users, surveys and interviews will be conducted, and project
performance data will be analyzed to determine the system's success.

Based on the evaluation findings, recommendations will be provided for further enhancement and
scalability of the PMS. This may involve suggesting additional features or functionalities,
identifying areas for improvement, and outlining strategies for scaling up the system to
accommodate future growth and evolving project management requirements.

It is important to note that this project's scope does not include the development or management
of specific projects within MWU. Instead, it focuses on developing and implementing a
comprehensive PMS that will support and enhance project management practices across the
university. The project's timeline, deliverables, and resources will be aligned with the outlined
scope to ensure a successful development and implementation of the Project Management System
for Madda Welabu University.

Limitation of the Project

While the project aims to develop and implement a comprehensive Project Management System
(PMS) for Madda Welabu University (MWU), there are certain limitations to consider:

 Technological Constraints: The successful implementation of the PMS relies on the

availability of appropriate technologies and infrastructure. Limitations in terms of
hardware, software, or network capabilities may pose challenges during the
implementation process. It is essential to ensure that the PMS is compatible with the
existing technology infrastructure at MWU and can be effectively deployed within these
constraints.
 User Adoption: The effectiveness of the PMS depends on the willingness of project teams
and stakeholders to adopt and utilize the system. Resistance to change or lack of training

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 and awareness may impede user adoption and hinder the system's overall effectiveness.
Efforts should be made to provide comprehensive user training, address concerns, and
communicate the benefits of the PMS to encourage widespread adoption.
 Limited Resources: Developing and implementing a robust PMS requires adequate
resources, including human resources, budgetary allocations, and time. Constraints in
resource availability may impact the project's timeline and scope. It is crucial to carefully
plan and allocate resources to ensure the successful completion of the project within the
defined constraints.
 Organizational Culture and Processes: The existing organizational culture and processes at
MWU may present challenges during the implementation of the PMS. Resistance to
change, hierarchical decision-making structures, or bureaucratic processes may require
additional efforts to align the PMS with the organizational context and ensure its seamless
integration into existing workflows.
 Scalability and Future Expansion: While the project focuses on addressing the current
project management needs of MWU, it is essential to consider the system's scalability and
future expansion. As MWU grows and undertakes more complex projects, the PMS should
be able to accommodate increased project demands and evolving requirements. It is
necessary to plan for scalability, flexibility, and future enhancements of the PMS to support
MWU's long-term project management needs.

Significance of the Project

The project to develop and implement a Project Management System (PMS) for Madda Welabu
University (MWU) holds significant importance for the institution and its stakeholders. The
following are the key areas of significance:

 Enhanced Project Efficiency: The implementation of a comprehensive PMS will streamline

project management processes at MWU. By providing standardized tools and workflows,
the system will enable efficient project planning, task management, resource allocation,
and collaboration. This will result in improved project efficiency, reduced administrative
overheads, and increased productivity among project teams.
 Improved Collaboration and Communication: The PMS will facilitate seamless
collaboration and communication among project teams, stakeholders, and university
administrators. By providing a centralized platform for sharing information, exchanging
ideas, and tracking project progress, the system will enhance coordination, knowledge
sharing, and decision-making. This will foster a culture of collaboration and improve
overall project outcomes.
 Optimal Resource Allocation: The PMS will enable MWU to optimize the allocation of
resources, including human resources, budgets, and materials, across various projects. The
system will provide visibility into resource availability, utilization, and conflicts, enabling
better resource planning and allocation. This will result in cost savings, improved resource
utilization, and effective allocation of resources to priority projects.

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  Real-Time Monitoring and Reporting: The PMS will offer real-time monitoring and
reporting capabilities, providing project managers and university administrators with
accurate and up-to-date information on project progress, milestones, and key performance
indicators. This will enable timely identification of project bottlenecks, risks, and
deviations, allowing for proactive decision-making and corrective actions to ensure
projects stay on track.
 Standardized Documentation and Knowledge Management: The PMS will establish a
standardized system for document management, version control, and knowledge sharing.
This will ensure that critical project documents, such as project plans, reports, and
communication logs, are easily accessible, organized, and maintained. Standardized
documentation practices will enhance knowledge transfer, quality control, and compliance
with institutional and regulatory requirements.
 Institutional Learning and Continuous Improvement: The implementation of the PMS will
not only improve project management practices but also contribute to institutional learning
and continuous improvement. The system will capture project data and performance
metrics, enabling post-project analysis, identification of best practices, and lessons learned.
This knowledge can be leveraged to refine project management methodologies, enhance
future projects, and drive institutional growth and excellence.

Methodology and Tools

Requirements Gathering Techniques
Requirements gathering techniques are essential for understanding and documenting the needs,
expectations, and constraints of stakeholders. Here are some commonly used techniques:

 Interviews: Conducting one-on-one interviews with stakeholders allows for direct

interaction and focused discussions. It helps gather detailed information about their
requirements, preferences, and concerns. Structured interviews with predefined questions
or unstructured interviews with open-ended conversations can be used to extract valuable
insights.
 Surveys and Questionnaires: Surveys and questionnaires are useful for collecting
information from a large number of stakeholders. They can be distributed electronically or
in print form and can cover a wide range of topics. Closed-ended questions provide
quantitative data, while open-ended questions offer qualitative insights. Surveys help
gather feedback on preferences, opinions, and specific requirements.
 Document Analysis: Analyzing existing documentation, such as business process
documents, user manuals, or reports, helps uncover implicit requirements and understand
the context of the project. It provides insights into current practices, constraints, and
potential areas for improvement. Document analysis helps ensure that new requirements
align with existing processes and systems.

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  Observation: Observing stakeholders in their work environment provides firsthand insights
into their tasks, challenges, and requirements. By observing how users interact with
existing systems or processes, analysts can identify pain points, bottlenecks, and
opportunities for improvement. This technique is particularly valuable for understanding
user workflows and usability requirements.

System Analysis and Design Methodology

System analysis and design (SAD) methodology is a structured approach used to analyze, design,
and develop information systems. It follows a series of steps to ensure that the system meets user
requirements and is efficient and effective. The process begins with requirements gathering, where
user needs and constraints are identified through interviews, workshops, and surveys. This is
followed by system analysis, where the components, processes, and interactions of the system are
modeled. System design then takes place, creating a blueprint for the system's architecture,
interfaces, and modules. The implementation phase involves translating the design into actual
software or code. Testing and quality assurance activities ensure that the system functions correctly
and meets the specified requirements. Once the system is deployed, ongoing maintenance is
performed to address issues and make necessary updates. System evaluation is carried out to assess
the system's performance and effectiveness. Different SAD methodologies exist, such as the
Waterfall model, Agile methodologies, and the Unified Process, each with its own variations and
techniques. The selection of a methodology depends on project characteristics and organizational
needs. By following a systematic SAD methodology, organizations can develop robust information
systems that align with user requirements and contribute to operational efficiency.

System Development Methodology

For the development of the Madda Walabu University Project Management System, a suitable
system development methodology can be the Agile methodology, specifically Scrum. Here's an
outline of the methodology:

 Project Initiation: The project team, including stakeholders and developers, is formed. The
vision, goals, and scope of the system are defined. The product backlog, which contains a
prioritized list of requirements, is created.
 Sprint Planning: The project team collaboratively selects a set of requirements from the
product backlog to be developed in the upcoming sprint. These requirements are broken
down into smaller tasks and estimated for effort and complexity.
 Sprint Execution: The development team works on implementing the selected requirements
during the sprint, which typically lasts for two to four weeks. Daily stand-up meetings are
held to discuss progress, challenges, and plans. The development team self-organizes to
complete the tasks.
 Sprint Review: At the end of each sprint, a review is conducted to demonstrate the
completed functionality to stakeholders. Feedback is gathered, and any necessary

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 adjustments are made to the product backlog. Lessons learned from the sprint are
documented.
 Sprint Retrospective: The team reflects on the sprint and identifies areas for improvement.
This includes discussing what went well, what could have been done better, and any
process adjustments needed. Actions are defined to address identified improvements.
 Repeat Sprint Execution: The process of sprint planning, execution, review, and
retrospective is repeated for subsequent sprints until all the desired functionality is
implemented.
 Continuous Testing: Testing is an integral part of each sprint, ensuring that the
functionality developed meets the defined requirements. Test cases are created, and both
manual and automated testing techniques are employed.
 Product Release: Once the desired functionality is implemented, tested, and approved by
stakeholders, a product release is prepared. This involves final testing, documentation
updates, and deployment planning.
 Deployment and Maintenance: The system is deployed into the production environment,
and user training is conducted as needed. Ongoing maintenance and support are provided
to address any issues or enhancements that arise.

Throughout the entire process, effective communication and collaboration between the project
team, stakeholders, and end-users are crucial. Scrum provides flexibility, adaptability, and a focus
on delivering incremental value, making it well-suited for projects with evolving requirements. It
allows for regular feedback and course correction, ensuring that the Madda Walabu University
Project Management System meets the needs of its users effectively.

Software Testing Methodologies

For the software testing of the Madda Walabu University Project Management System, you can
consider using a combination of the following software testing methodologies:

 Functional Testing: This methodology focuses on verifying that the system functions
according to the specified requirements. It involves testing individual functions, features,
and components of the software to ensure they work correctly. Functional testing
techniques include unit testing, integration testing, system testing, and acceptance testing.
 Usability Testing: Usability testing evaluates the system's user-friendliness and its ability
to meet user expectations. It involves observing users as they interact with the software and
collecting feedback on its ease of use, intuitiveness, and navigation. Usability testing helps
identify any usability issues and suggests improvements to enhance the user experience.
 Performance Testing: Performance testing assesses the system's performance and
scalability under various workload conditions. It includes load testing, stress testing, and
scalability testing to measure the system's response times, throughput, resource utilization,

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 and stability. Performance testing ensures that the system can handle expected user loads
without performance degradation.
 Security Testing: Security testing aims to identify vulnerabilities and weaknesses in the
system's security mechanisms. It involves assessing the system's resistance to unauthorized
access, data breaches, and vulnerabilities such as injection attacks, cross-site scripting
(XSS), and cross-site request forgery (CSRF). Security testing helps ensure the system's
data confidentiality, integrity, and availability.
 Compatibility Testing: Compatibility testing ensures that the software functions correctly
across different platforms, browsers, operating systems, and devices. It involves testing the
system's compatibility with various configurations to identify any compatibility issues and
ensure a consistent user experience across different environments.
 Regression Testing: Regression testing is performed to verify that recent changes or fixes
in the software do not introduce new defects or cause existing functionality to break. It
involves retesting previously tested functionality to ensure that it remains unaffected by
recent changes. Regression testing helps maintain the overall quality and stability of the
system.
 Exploratory Testing: Exploratory testing is an ad hoc testing approach where testers
explore the system to discover any unexpected defects or issues. It involves the tester's
creativity, intuition, and domain knowledge to uncover potential risks and vulnerabilities
that may not be covered by scripted test cases. Exploratory testing complements other
testing methodologies by providing a fresh perspective and uncovering unforeseen issues.

It is important to customize the selection and application of testing methodologies based on the
specific requirements, risks, and constraints of the Madda Walabu University Project Management
System. A well-planned and comprehensive testing strategy helps ensure the reliability,
functionality, security, and usability of the software.

System Development Tools

For the development of the Madda Walabu University Project Management System, you can
utilize a range of system development tools to enhance productivity, collaboration, and efficiency.
Here are some commonly used tools:

 Integrated Development Environment (IDE): An IDE provides a comprehensive

development environment for writing, testing, and debugging code. Popular IDEs include
Visual Studio Code, Eclipse, and IntelliJ IDEA. These tools offer features such as code
editing, syntax highlighting, code completion, debugging, and version control integration.
 Version Control System (VCS): A VCS is essential for managing source code and
collaborating with a development team. Git is one of the most widely used VCSs, offering
features like branching, merging, and tracking changes. Platforms like GitHub, GitLab, and
Bitbucket provide hosting services for Git repositories, allowing for easy collaboration,
code review, and issue tracking.

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  Project Management Tools: Project management tools help in planning, organizing, and
tracking project tasks and milestones. Tools like Jira, Trello, and Asana provide features
for creating tasks, assigning them to team members, setting priorities, tracking progress,
and managing project backlogs. These tools also facilitate communication and
collaboration among team members.
 Wireframing and Mockup Tools: Wireframing and mockup tools assist in creating visual
representations of the system's user interface. Tools like Balsamiq, Sketch, and Adobe XD
enable you to design and prototype user interfaces, allowing stakeholders to visualize and
provide feedback on the system's look and feel before development.
 Testing and Quality Assurance Tools: Testing tools help automate the testing process and
ensure software quality. Frameworks such as Selenium and Appium facilitate automated
testing for web and mobile applications, respectively. Additionally, tools like JUnit and
NUnit assist in unit testing, while tools like JMeter can be used for performance testing.
 Collaboration and Communication Tools: Collaboration tools enhance communication and
coordination among team members. Tools like Slack, Microsoft Teams, and Google
Workspace provide chat functionality, file sharing, video conferencing, and collaborative
document editing. These tools facilitate real-time collaboration, making it easier to work
together, share updates, and resolve issues.
 Documentation Tools: Documentation tools help in creating and managing project
documentation, such as requirements, design documents, and user manuals. Tools like
Confluence, Google Docs, and Microsoft Office Suite offer features for collaborative
document creation, version control, and sharing.
 Continuous Integration/Continuous Deployment (CI/CD) Tools: CI/CD tools automate the
build, testing, and deployment processes, enabling faster and more reliable software
releases. Popular CI/CD tools include Jenkins, Travis CI, and GitLab CI/CD. These tools
integrate with version control systems and provide automated build, testing, and
deployment pipelines.

The selection of system development tools should consider project requirements, team preferences,
and budget constraints. Utilizing appropriate tools can streamline development processes, improve
collaboration, and enhance the overall efficiency of the Madda Walabu University Project
Management System development.

Hardware and Software Requirements

Hardware requirement
We used the following hard ware tools to develop the system.
Table 1 hardware requirements

No Hardware tools The function of the tool

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 1 Computer To develop the project
2 2GB and above RAM To provide temporary storage space required for executing
programs
3 512GB and above To store file
Hard disc
4 16GB Flash To store file and use fore share file
5 Mouth Used to manage easily the cursor
6 Speaker (headphone) Used for listening sound

Software requirements
We used the following software tools to develop the system
Table 2 software requirements

No Software tools and programs The function of the tool

1 Operating system: window 10 Use to browse
2 Mozilla Firefox, IE, Google Chrome, To install different software’s such as notepad++,
Opera Xammp server, browser, etc.
3 Visual studio To write HTML and PHP code
4 Style and layout: CSS To format the HTML
5 Clint side scripting language: To animate Webpages, To validate forms
JavaScript
6 Database server: To store data’s entered by the system
phpMyadmin(MySQL database)
7 Server side scripting language: PHP To develop the interface and connect with the
database
8 Adobe Photoshop To design image
9 Adobe illustrator To design vector image
10 Edraws Max To draw UML diagram and for design
11 Microsoft word 2016 For documentation
12 Microsoft PowerPoint 2016 For presentation

Other material that used to development process

Table 3 other requirements

No Materials Function
1 Paper Used to documentation printing
2 Notebook Used to write idea
3 Pen Used to writing propose

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Project Management Tools & Techniques
Project Schedule (Gantt chart)

Figure 1 Gantt chart

In estimating the cost of the project management of mwu, we have classified it into three types:
hardware component cost, software component cost, and other materials required for the
development of the project. This cost estimation takes into account the specific requirements and
functionalities of the job portal system tailored for the university's needs. By considering the
hardware components, software components, and additional materials necessary for the
development, we aim to provide an accurate assessment of the overall project cost.

Project Budget
Hard ware that used to develop the project cost
Table 4 hardware coust

No Hardware tools price

1 Computer (Hp elite 25,000 birr
book cor i5)

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 2 2GB and above 4000 birr
RAM(incase we use
8GB RAM)
3 512GB and above 8,000 birr
Hard disc(we used
1TB HD and 512 SSD
hard dick )
4 16GB Flash 400 birr
5 Mouth (Lenovo ) 300 birr
6 Speaker (headphone) 500 birr
Total price 38,200 birr

Software that used develop the project cost

Table 5 software cost

No Software tools and programs Price

1 Operating system: window 10 Free download
2 Mozilla Firefox, IE, Google Chrome, Free download
Opera
3 Visual studio Free download
4 Style and layout: CSS Free download
5 Clint side scripting language: Free download
JavaScript
6 Database server: Free download
phpMyadmin(MySQL database)
7 Server side scripting language: PHP Free download
8 Adobe Photoshop Free download
9 Adobe illustrator Free download
10 Edraws Max Free download
11 Microsoft word 2016 Free download
12 Microsoft PowerPoint 2016 Free download
Total price 0.00 Birr

Other material to develop the project cost

Table 6 other cost

No Materials price
1 Paper 450 birr
2 Notebook 200 birr
3 Pen 50 birr
Total price 700 birr

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Project Work Break down Structures (WBS), Responsibility and
Deliverables
The Project Work Breakdown Structure
Table 7 The Project Work Breakdown Structure

No Major tasks Responsible person

1 Requirement gathering and analysis All group members
2 System design All group members
3 Front end development All group members
4 Back end development All group members
5 Testing and quality assurance All group members
6 Deployment and maintenance All group members

Feasibility of the Project

Economic Feasibility:
Economic feasibility assesses whether the Madda Walabu University Project Management System
is financially viable and beneficial. Consider the following factors:

 Cost-Benefit Analysis: Evaluate the estimated costs involved in developing,

implementing, and maintaining the system against the expected benefits and returns.
This includes factors such as hardware and software costs, development resources,
licensing fees, and ongoing operational expenses.
 Return on Investment (ROI): Determine the potential financial gains and benefits the
system can provide to the university, such as improved project management efficiency,
reduced administrative costs, and increased productivity. Assess whether the projected
benefits outweigh the investment made in developing and maintaining the system.
 Cost Savings: Identify potential cost savings that the system can bring, such as reduced
paperwork, streamlined processes, and optimized resource utilization. Determine
whether the anticipated cost savings justify the investment in the system.

Technical Feasibility:
Technical feasibility evaluates whether the necessary technology and infrastructure are available
or can be developed to support the Madda Walabu University Project Management System.
Consider the following aspects:

 Technology Assessment: Assess the availability and suitability of required technologies,

such as programming languages, frameworks, databases, and integration capabilities.
Determine if the technology stack can effectively support the desired system
functionalities.

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  Scalability and Performance: Evaluate whether the system can handle the expected user
load, data volume, and concurrent usage without compromising performance. Consider
factors such as database optimization, server capacity, and network bandwidth.
 Integration and Compatibility: Determine whether the system can integrate with existing
university systems, such as student management systems, financial systems, or other
relevant applications. Assess compatibility with different operating systems, browsers, and
devices to ensure seamless user experience.

Schedule Feasibility
Schedule feasibility assesses whether the development and implementation of the system can be
completed within the desired timeframe. Consider the following factors:

 Project Scope and Complexity: Evaluate the complexity of the project and the required
functionalities. Break down the development tasks, estimate their effort and dependencies,
and determine if the proposed timeline is realistic.
 Resource Availability: Assess the availability of skilled developers, project managers, and
other necessary resources. Determine if the team has the capacity to meet the project
milestones within the specified timeframe.
 Risks and Dependencies: Identify potential risks, such as technical challenges, changing
requirements, or external dependencies, that may impact the project schedule. Mitigate
risks and plan accordingly to ensure timely delivery.

Operational Feasibility:
Operational feasibility evaluates whether the Madda Walabu University Project Management
System can be seamlessly integrated into the university's operations and processes. Consider the
following factors:

 User Acceptance: Assess the willingness and readiness of the university's staff and
stakeholders to adopt and utilize the system. Conduct user surveys, interviews, and
demonstrations to gather feedback and ensure the system meets their needs and
expectations.
 Training and Support: Determine the training requirements for users to effectively operate
and utilize the system. Plan for training sessions, user documentation, and ongoing
technical support to ensure a smooth transition and system adoption.
 Change Management: Evaluate the impact of the system on existing processes and
workflows. Identify potential resistance to change and develop strategies to address it.
Communicate the benefits and advantages of the system to gain support and promote user
acceptance.

By evaluating economic feasibility, technical feasibility, schedule feasibility, and operational

feasibility, you can assess the viability and success factors of the Madda Walabu University Project

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Management System. This analysis provides a foundation for informed decision-making and helps
ensure the project's success.

Expected Output and Outcomes of the Proposed Project

The Madda Walabu University Project Management System aims to provide several expected
outputs and outcomes that will benefit the university and its stakeholders. Here are some potential
outputs and outcomes:

Expected Outputs:

 User Interface and Functionality: A well-designed and user-friendly interface that allows
users to efficiently manage projects, tasks, resources, and timelines. The system should
support features like project planning, task assignment, progress tracking, document
management, and reporting.
 Database and Data Management: A secure and scalable database structure to store project-
related data, including project details, user information, task statuses, and document
repositories. The system should ensure data integrity, confidentiality, and availability.
 Reporting and Analytics: The ability to generate comprehensive reports and analytics on
project progress, resource allocation, task completion, and other key performance
indicators. This will assist in decision-making, identifying bottlenecks, and gauging project
success.
 Integration Capabilities: Seamless integration with existing university systems, such as
student management, financial, and human resources systems, to ensure data consistency
and eliminate duplicate data entry.

Expected Outcomes:

 Improved Project Management Efficiency: The system should streamline project

management processes, automate repetitive tasks, and enhance collaboration among
project team members. This will result in increased productivity, reduced administrative
overhead, and enhanced project delivery timelines.
 Enhanced Resource Allocation: The system should provide insights into resource
availability and utilization, enabling better resource allocation and optimization. This will
result in improved resource management and allocation decisions, leading to efficient use
of university resources.
 Increased Transparency and Accountability: The system should promote transparency by
providing real-time visibility into project progress, task assignments, and responsibilities.
This will enhance accountability among project team members and stakeholders.
 Effective Communication and Collaboration: The system should facilitate communication
and collaboration among project team members through features like messaging,
notifications, and document sharing. This will foster better teamwork, coordination, and
knowledge sharing.

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  Data-Driven Decision Making: The availability of comprehensive project data and
analytics will enable data-driven decision making. Project managers and university
administrators can use this information to identify trends, make informed decisions, and
improve project outcomes.
 Improved Project Success Rates: With enhanced project management capabilities,
streamlined processes, and better resource allocation, the Madda Walabu University
Project Management System aims to improve the success rates of university projects. This
includes delivering projects within budget, meeting deadlines, and achieving project
objectives.

It is important to regularly evaluate and measure the actual outcomes against the expected outputs
to ensure that the system is effectively meeting the needs of the university and its stakeholders.

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Reference

https://en.wikipedia.org/wiki/Madda_Walabu_University

https://www.altexsoft.com/blog/technical-feasibility/

https://www.jessdmwu.edu.et/?page_id=742

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