INSTITUTE OF ACCOUNTANCY ARUSHA

FACULTY OF INFORMATICS

INDIVIDUAL ASSIGNMENT

NAME: THOMAS ROBERT MIHAYO

REGISTRATION NO: BCSe-01-0224-2022
MODULE NAME: IT PROJECT MANAGEMENT
MODULE CODE: CYU 08101
FACILITATOR: MR NELSON
SEMESTER: ONE
ACADEMIC YEAR: 2024/2025
DATE OF SUBMISSION: 9 feb, 2024
QUESTION: Based on your final year project and the skills gained from project management,
prepare a comprehensive document that covers the following areas:

 Project Scope: Outline the overall scope of the project, defining the boundaries and
objectives.
 Project Objectives: Clearly state the goals and expected outcomes of the project.
 Problem Statement: Identify the problem the project is intended to solve and its
significance.
 Strategic Alignment: Discuss how the project aligns with organizational goals or broader
strategies.
 Project Success Factors/Criteria: Define the criteria for determining the success of the
project.
 Project Constraints: List any limitations or restrictions impacting the project’s execution.
 Project Assumptions: Highlight the assumptions made during project planning.
 Project Charter: Include the project charter that outlines the project’s mission, goals, and
stakeholders
 Implementation Mode: Describe the approach or methodology for implementing the
project.
 Financial Details: Provide a breakdown of costs, including development, operations, and
maintenance expenses.
 Deliverables: List the key deliverables expected at various stages of the project.
 Requirement Specifications: Define the specific technical and functional requirements.
 System Architecture and Technical Design: Provide an overview of the system’s architecture
and the technical design.
 Project Charter: Include the project charter that outlines the project’s mission, goals, and
stakeholders.
 System Testing Plan: Outline the strategy for testing the system to ensure quality and
functionality.
 Deployment Plan: Provide a step-by-step plan for deploying the solution to the end-users.
 Project Risks: Mention potential risks and categorize them as high, medium, or low in terms
of impact.
 Comprehensive Project Documentation:
Development of a Student Result Management and Joining Instructions System for IAA

1. Project Scope
The project aims to develop a Student Result Management and Joining Instructions System for the
Institute of Accountancy Arusha (IAA). The system will allow students to access their academic
results securely and enable the institution to generate and distribute joining instructions digitally.
The project scope includes system design, development, testing, deployment, and maintenance.
The platform will have role-based access control, ensuring that only authorized personnel can
manage student records while students can only access their results.

2. Project Objectives
The objectives of this project include the following belows:
1. Developing an automated system to manage student academic results.
2. Creating a digital solution for issuing joining instructions, replacing manual processes.
3. Improving data accuracy and security by implementing access control measures.
4. Reducing paperwork and administrative workload at IAA.
5. Enhancing student experience by providing an efficient and user-friendly interface.

3. Problem Statement
The current system at IAA relies on manual and semi-automated processes, leading to delays,
errors, and inefficiencies in managing student results and issuing joining instructions. Errors in
result computation and unauthorized access to academic data have raised concerns about data
integrity and security. Additionally, issuing joining instructions manually leads to delays in student
onboarding, affecting their academic preparedness. This project aims to digitize and automate
these processes, ensuring improved efficiency, accuracy, and security.
4. Strategic Alignment
This project aligns with IAA’s broader digital transformation strategy, which aims to improve
operational efficiency through automation. The initiative also supports Tanzania’s National ICT
Policy, which encourages higher learning institutions to adopt technology-driven solutions to
enhance service delivery. By digitizing student records, the project also aligns with the institution’s
goal of ensuring data security and compliance with academic policies.

6. Project Success Factors/Criteria

The success of the project will be determined based on the following criteria:
• System Usability:
The platform should be easy to navigate for both students and administrators.
• Accuracy:
The system should ensure accurate data input, storage, and retrieval.
• Security:
The system should implement secure login mechanisms and access control measures.
• Operational Efficiency:
The system should reduce processing time for results management and joining
instructions.
• Scalability:
The system should be scalable to accommodate future needs, such as integration with
other academic systems.

6. Project Constraints
• Budget Constraints:
The project must be completed within the allocated budget.
• Time Constraints:
The system must be developed, tested, and deployed before the next academic session.
• Technical Limitations:
 The institution’s existing infrastructure may require upgrades for smooth system
integration.
• User Adoption:
Faculty and students must be trained to ensure effective use of the system.

7. Project Assumptions
• The institution will provide access to existing student records for migration into the new
system.
• The project team will have full support from IAA’s IT department.
• The system will be hosted on IAA’s server infrastructure.
• Students and administrators will have access to internet-enabled devices to use the system.

8. Project Charter
 Mission:
To develop a secure and efficient student result management and joining instructions system.
 Goals:

1. Implement a fully automated result management system.

2. Enable digital issuance of joining instructions.
3. Ensure data integrity and access control for academic records.
4. Improve the efficiency of administrative tasks at IAA.

 Stakeholders:
1. Project Sponsor: IAA Management
2. Project Team: Developers, IT staff, and security analysts
3. End Users: Students, lecturers, and administrators

9. Implementation Mode
The project will be implemented using the Agile methodology, allowing for iterative development,
testing, and continuous improvements based on user feedback. Key phases include:
• Requirements Gathering & System Design
 • Development of Core Functionalities
• Testing & Quality Assurance
• Deployment & User Training
• Maintenance & Continuous Support

10. Financial Details

The estimated budget breakdown:
• Development Costs: $5,000 (Software Development, Hosting, Domain)
• Operational Costs: $2,000 (Server Maintenance, Support)
• Training Costs: $1,500 (Workshops for Users)
• Security and Compliance: $1,500 (Encryption, Authentication Tools)
Total Estimated Cost: $10,000

11. Deliverables
• User-friendly Web and Mobile Interface
• Secure Student Authentication Mechanism
• Admin Dashboard for Managing Student Records
• Automated Result Computation and Grading System
• Digital Platform for Joining Instructions

12. Requirement Specifications

1. Functional Requirements:
 User registration, authentication, and role-based access.
 Secure storage and retrieval of student results.
 Generation of automated joining instructions.

2. Non-Functional Requirements:
 • System should support at least 5,000 concurrent users.
• Security measures (data encryption, access logging).
• Scalable architecture for future expansions.

13. System Architecture and Technical Design

The system will follow a three-tier architecture:
 Presentation Layer
This presentation layer also known as web-based UI and it made of HTML, CSS and JavaScript.
It provides friendly user interface to the client to interact with our system.

 Application Layer
This is the backend made with Java using framework such as Spring Boot and MySQL driver
and server such as tomcat server.

• Database Layer
This consists of MySQL for structured data storage and it has Security features include SSL
encryption, multi-factor authentication, and role-based access control (RBAC).

14. System Testing Plan

The system will undergo Unit Testing, Integration Testing, User Acceptance Testing (UAT), and
Performance Testing to ensure it meets functional and security requirements. Testing will be
conducted in phases before final deployment.

15. Deployment Plan

1. Pilot Testing: Deploy the system to a small group of users.
 2. Feedback Collection & Adjustments.
3. Full Deployment: Roll out the system to all students and staff.
4. Monitoring & Maintenance: Regular updates and bug fixes.

16. Project Risks

The below table show the risks with it mitigation strategy and impact level on my project
Risk Mitigation Strategy Impact Level

Data Security Breach Implement encryption and access control High

System Downtime Use backup servers and cloud solutions Medium

Budget Overruns Maintain a strict financial plan

Low

Generally this project aims to transform IAA’s student result management and joining instruction
process through a secure, efficient, and user-friendly system. By implementing the technologies
latest, the institution will enhance academic operations, improve data security, and provide a
seamless experience for students and staff. The system aligns with IAA’s strategic goals, ensuring
long-term sustainability and adaptability in Tanzania’s higher education sector.