Project Charter

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					  Project Notebook:
   Time & Expense
Automation Application

           INFS 724
           Team #3

 http://www.ama3d.com/infs724/

               Members:
             Jason Harback
            Peter Hatlestad
            Dewayne Higgs
            Trevor Jackman
              Eric Johnson




           December 04, 2008
Table of Contents
Introduction ..................................................................................................................................... 4

Team Contract ................................................................................................................................. 5

Project Charter ................................................................................................................................. 7

   Project Objectives: ...................................................................................................................... 7

   Approach: .................................................................................................................................... 7

   Roles and Responsibilities........................................................................................................... 8

Preliminary Scope ......................................................................................................................... 10

Group 3 - Initial Schedule ............................................................................................................. 11

Feasibility Study ............................................................................................................................ 13

   Technical Feasibility ................................................................................................................. 13

   Organization Feasibility ............................................................................................................ 13

   Financial Feasibility .................................................................................................................. 14

Break Even Analysis ..................................................................................................................... 15

Change Request #01 ...................................................................................................................... 17

Detailed Scope Document (Functional Specifications) ................................................................. 18

   Purpose: ..................................................................................................................................... 18

   Proposed Solution: .................................................................................................................... 18

Work Breakdown Structure ........................................................................................................... 20

Gantt Chart .................................................................................................................................... 21

First Status Report ......................................................................................................................... 22

Technical Requirements ................................................................................................................ 24

   Introduction ............................................................................................................................... 24

   Application Design: Database .................................................................................................. 24

   Application Design: Domain Model Diagram........................................................................... 24


                                                                                                                                  Page 2 of 44
   Infrastructure Design: Hosted System ....................................................................................... 25

   Infrastructure Design: In House Alternative ............................................................................. 25

Team 3 Project Report ................................................................................................................... 27

       Briefly describe the project ................................................................................................... 27

       What did your team produce?................................................................................................ 28

       Was the project a success or not? .......................................................................................... 29

       Evaluation from the project sponsor...................................................................................... 29

       What project management tools/documents did you use, and did they help? ....................... 29

       What went right on the project? ............................................................................................ 30

       What went wrong?................................................................................................................. 30

       What did your team learn by working on this project? ......................................................... 30

       How did you select the project manager?.............................................................................. 31

       Did he/she do a good job at leading your team? .................................................................... 31

       Did you work well as a team? ............................................................................................... 32

       How closely did you follow your plan?................................................................................. 32

       Compare your planned and actual performance .................................................................... 32

       Summary - Hours Worked per Person................................................................................... 33

       Detail - Hours by Worked per Person ................................................................................... 33

Presentation Slides ........................................................................................................................ 35

Appendix A – Project Website ...................................................................................................... 41

       Project Website URL: http://www.ama3d.com/infs724/ ....................................................... 41

Appendix B – Discussion: Open Source vs. Microsoft ................................................................. 42

Appendix C – Issue / Risk Management Log ................................................................................ 44




                                                                                                                             Page 3 of 44
Introduction

Our team researched the activities needed to mange an application development project
for MRC Consulting.

The system under discussion would allow MRC’s consultant-employees to enter the
billable hours they have worked on client projects, as well as material/travel expenses.

The documents we produced can be found at the following URL:
http://www.ama3d.com/infs724/ .

The team members would like to thank David Barnes of MRC for his cooperation with
this assignment.




                                                                                Page 4 of 44
Team Contract

Consulting Company Billing System
Project Team Members Names and Sign-off:
Name                                         Sign-off on Team Contract
Peter Hatlestad                              11/24/2008
Jason Harback                                11/24/2008
Dewayne Higgs                                11/24/2008
Trevor Jackman                               11/24/2008
Eric Johnson                                 11/24/2008

Code of Conduct: As a project team, we will:
   Be honest and realistic in planning and reporting project scope, schedule, staffing
      and cost.
   Only agree to do work that we are qualified and capable of doing.
   Operate in a proactive manner, anticipating potential problems and working to
      prevent them before they happen.
   Promptly notify all stakeholder(s) and sponsor of any change that could affect
      them.
   Keep other team members informed
   Focus on what is best for the project as a whole.
   All team members will see the project through to completion in all phases where
      it is practical.

Participation: We will:
    Encourage a diversity of opinions on all topics.
    Give everyone the opportunity for equal participation.
    Be open to new approaches and listen to new ideas.
    Avoid placing blame when things go wrong. Instead, we will discuss the process
       and explore how it can be improved.

Communication: We will:
   Will provide a Phone Number that they can be reached at and share it with the
    team
   Will check their emails and discussion board at least once a day.
   Meetings will begin and end on time
   Team members will come to the meetings prepared.
   Seek first to understand, and then to be understood.
   Be clear and to the point.


                                                                             Page 5 of 44
      Be honest and open …if we can’t get something done by the time we have been
       asked we tell/ask our teammates for help
      Practice active, effective listening skills where possible.
      Keep issues that arise in meetings in confidence within the team unless otherwise
       indicated
      Encourage a diversity of opinions on all topics.
      Keep discussions on track.
      Use visual means such as drawings, charts, and tables to facilitate discussion
       where practical.

Problem Solving: We will:
    Encourage everyone to participate
    Build on each other's ideas.
    Use team tools when appropriate to facilitate problem solving
    Whenever possible, use data to assist in problem solving.
    Remember that solving problems is a creative process—new ideas and new
      understandings often result.

Meeting Guidelines: We will:
   Seek first to understand, and then to be understood.
   Be clear and to the point
   Practice active, effective listening skills.
   Keep discussions on track
   Use visual means such as drawings, charts, and tables to facilitate discussion
   Agenda items for the next meeting will be discussed at the end of each meeting.
   Make decisions based on data whenever feasible
   Seek to find the needed information or data
   Discuss criteria (cost, time, impact, etc.) for making a decision before choosing
      an option
   Encourage and explore different interpretations of data.
   Get input from the entire team before a decision is made.
   Discuss concerns with other team members during the team meetings or privately
      rather than with non-team members in inappropriate ways.
   Ask all team members if they can support a decision before the decision is made.




                                                                              Page 6 of 44
Project Charter

Project Title:   Consulting Company Billing System

Project Start Date:    11/22/2008                      Projected Finish Date: 12/15/2008

Budget Information: (Refer to Estimating Worksheet)



Project Manager:       Trevor Jackman

                       jackmtre@gmail.com

                       (712) 389-2211

Project Objectives:
This is a software project that would allow MRC Consulting to automate their consultant
billing process. It would allow MRC’s consultants to submit their weekly time sheets and
expense reports electronically for management review and approval before consolidating
them into invoices to clients.


Approach:
MRC’s Managing Partner, David Barnes, will be the primary client stakeholder for this
project and will act as subject matter expert on the existing manual process.

The project will be divided into 3 phases: Planning, Building and Implementation. Project
Management will occur throughout.

During the planning phase, the work involved to deliver the proposed system will be
studied. At the end of this phase, the scope of activity as well the financial costs and a
schedule of activities will be presented.

During the Build phase, the programming code and data structures necessary for the
application solution will be developed and tested.

During the Implementation Phase, the application will be launched for business use, and
unforeseen defects and issues will be resolved assuming they are within scope.

The Project Manager will regularly communicate the status of completed activities vs.
project plan to the Project Sponsor.




                                                                                  Page 7 of 44
Any issue which threatens to inhibit the success of the project will be identified in the
Issues Log by the Project Manager. The Issues Log will be discussed with the Project
Sponsor on a weekly basis. If the resolution to the issue requires change to the scope,
schedule or cost of the project, the Change Management process will be invoked.

In the Change Management process, the Project Manager will complete a Change Request
form which identifies the scope, cost or schedule change and present this to the Project
Sponsor (refer to Change Request template). The Project Sponsor will either approve or
reject the Change Request within a 3 day period. If the Change Request is approved, the
cost and budget will be amended in the way described by the Change Request. If the
Change Request is not approved, or there is no response, the project will proceed with the
existing scope, budget and schedule.

At the end of the Implementation phase, the Project Manager will submit to the Project
Sponsor a deliverable acceptance form. Signature of this form will be the end of the
project.


Roles and Responsibilities
Role                    Name               Organization/           Contact Information
                                           Position
Project Sponsor         David Barnes       MRC Consulting
                                                                   (605) 232-2000 ext 33022
                                           Managing Partner        david.barnes@earthlink.net

                                           Group 3 Member
System Analyst /        Harback, Jason                             (507) 763-3823
Programmer                                                         jharback@pluto.dsu.edu

                                           Group 3 Member
Programmer              Hatlestad, Peter                           (605) 359-5701
                                                                   hatlestadp@pluto.dsu.edu

                                           Group 3 Member
Web Master /            Higgs, Dewayne                             (806) 676-1128
Testing Analyst                                                    djhiggs1@buffs.wtamu.edu

                                           Group 3 Member
Project Manager         Jackman, Trevor                            (712) 389-2211
                                                                   jackmtre@gmail.com

Database                Johnson, Eric      Group 3 Member
                                                                   712-240-9086
Administrator
                                                                   emjohnson10499@pluto.dsu.edu




                                                                                   Page 8 of 44
Sign-offs:




________________   ________________   ________________
David Barnes       Jason Harback      Peter Hatlestad



________________   ________________   ________________
Dewayne Higgs      Trevor Jackman     Eric Johnson


Comments:




                                                         Page 9 of 44
Preliminary Scope

The objective of this project is the design of a web application that would allow the
employees and management of a consulting firm to enter and track the billable hours
worked on various projects.

The scope of expected features includes the ability for employees to:
    enter and maintain the time they have worked on projects daily
    bill to multiple cases per day
    review and update their billable hours
    submit a weekly time sheet of billable hours to their manager
    be unable to update billings for a particular week if the timesheet is already
       approved by management for that week

The scope of expected features includes the ability for managers to:
    enable and disable each employees ability to bill to a particular project
    set the hourly billing rate for each employee at the project level
    review, approve or reject submitted timesheets
    consolidate the time billed by the entire firm to a particular project, and export to
       the invoicing software (Intuit Quickbooks).

Non-Functional Features
    Maintain historic data of employee billing for audit purposes
    Require authentication of users




                                                                               Page 10 of 44
Group 3 - Initial Schedule

(1) and Initial Kick off Meeting) Sunday    Team members     Estimated           Estimated
11/23/2008                                  assigned         Start Date          Completion
                                                                                 Date
                 Write Team Contract        Pete                    11/22/2008       11/26/2008
                 Draft Schedule             Trevor                  11/22/2008       11/26/2008
                 Write the Project          Trevor                  11/24/2008       11/26/2008
                 Charter
                 Preliminary Scope          Trevor                  11/26/2008      11/26/2008
                 Document
                 Determine the Project      Trevor                  11/22/2008      11/26/2008
                 manager
                 Write the Status Report    Trevor                  11/27/2008      11/28/2008
                 Feasibility Analysis       Trevor/Dewayne          11/29/2008      11/29/2008
                 Break Even Analysis        Trevor/Dewayne          11/29/2008      11/29/2008
                 Issues / Risk Log          Trevor                  11/29/2008      11/29/2008
                 Work Breakdown             Trevor                  11/26/2008      11/29/2008
                 Structure
(2) Second set
of
requirements
                 One Page Status report     Pete                     12/1/2008       12/1/2008
                 A detailed Gantt Chart                             11/26/2008      11/30/2008
                 Detailed Scope             Jason                   11/24/2008      11/30/2008
                 Statement/Functional
                 Specifications
                 Technical                  Pete                    11/26/2008       12/1/2008
                 Requirements: Network
                 Infrastructure, Server
                 Hardware and Software
                 Technical                  Eric                    11/26/2008       12/1/2008
                 Requirements:
                 Design Database
                 Structure
                 Get feedback from          Trevor                   12/1/2008       12/2/2008
                 Project sponsor on
                 Functional
                 Requirements and
                 Technical Specifications
                 Updates to other           Trevor                  11/30/2008       12/2/2008
                 planning documents
                 Post all of this on the    Dewayne                 11/24/2008       12/3/2008
                 D2L Web Site
(3) Second set
of
requirements
                 Create a Web site          Dewayne                 11/24/2008       12/3/2008




                                                                           Page 11 of 44
(4) Project
Notebook
                 Cover Page                  Trevor        12/1/2008      12/10/2008
                 Table of Contents
                 Project Name
                 Team Members
                 URL to the Web site
                 all in a small Binder
                 to be put in the drop box


                 Project Report (4-5         Jason         12/1/2008       12/3/2008
                 pages)

                 Final Presentation -        Jason         12/1/2008       12/3/2008
                 report that briefly
                 describes the whole
                 project.
                 Project management          See Above    See Above       See Above
                 documentation
                 Project Charter
                 Gantt Chart
                 Status Reports
                 Project Report
                 Project Presentation
                 all combined into one
                 report.
                 Documentation of the        See Above    See Above       See Above
                 system that is being
                 built. (Functional
                 Specification, Technical
                 Specifications)
(5) Final review                             Trevor        12/1/2008       12/4/2008
and editing of
all of the documents
being handed in.
(6) Answering the 6 questions on the end of the project
definition form

                 a                           Pete         11/23/2008       12/3/2008
                 b                           Pete         11/23/2008       12/3/2008
                 c                           Dewayne      11/23/2008       12/3/2008
                 d                           Dewayne      11/23/2008       12/3/2008
                 e                           Eric         11/23/2008       12/3/2008
                 f                           Eric         11/23/2008       12/3/2008
                 Assemble parts a-f into     Dewayne       12/3/2008       12/4/2008
                 a word document




                                                                 Page 12 of 44
Feasibility Study
The objective of this section is to evaluate the viability of building a web application to
track billable hours and expenses of MRC consultants. The evaluation will consider the
technical, organizational and financial factors affecting the feasibility of the proposed
solution.


Technical Feasibility

Network Infrastructure
MRC does not have an in house network, or a dedicated IT department. Implementing a
hosted web-based solution not only mitigates these shortcomings, but it would allow
MRC’s employees to report their hours and expenses to management while they are at
client sites or travelling. Alternatively, MRC could develop an in-house infrastructure
including staff, hardware, network capability and security operations, but this would
involve significant startup and recurring expenses.

Server Hardware
By choosing a hosted solution, MRC would eliminate the need to acquire suitable
hardware for the solution. Alternatively, if MRC were to host the application itself, an
entry level server or high end desktop system would be adequate.

Server Software
Commercial vendors such as Microsoft sell server software that is more than adequate for
the proposed solution; specifically, Windows Server 2008 (which includes Internet
Information Services version 7) and SQL Server 2008. Alternatives include Linux-based
operating systems and open source databases such as mySQL. The team discussed this
subject at length and decided upon the Microsoft solution since it provides security
features. For a full discussion of the subject, please refer to Appendix B.


Organization Feasibility

IT Personnel
MRC does not have a dedicated IT department. Analysts and developers working on
contract can be found and vetted via local staffing firms since the organization does not
have internal resources capable of vetting candidates. Experienced web programmers are
not hard to find, and rates for web programmers are lower than for mainframe or DBMS
developers. Alternatively, MRC could build an in-house application development team,
but this would involve significant startup and recurring expenses

Project Sponsor
This project was initiated by the firm's Managing Partner as a way to improve the
efficiency of its billing process. This level of commitment from the highest level of the

                                                                                 Page 13 of 44
firm augers well for participation and acceptance. The Managing Partner should be
designated the project sponsor.

Staff Participation
In the current process, time sheet preparation is the responsibility of each individual
employee. The process is managed by the firm’s Managing Partner, with help from one
of his consultants, Natalie Rattigan. Both would make good candidates for Subject Matter
Experts. The latter brings to the table the employee perspective, and the former brings a
strong understanding of management requirements.


Financial Feasibility

Benefits
Currently, paper timesheets are prepared by each billable employee and invoices are
manually prepared by the Managing Partner, David Barnes, using the paper timesheets in
QuickBooks. Mr. Barnes estimates that he spends every Friday and part of Monday
managing billing and preparing invoices with the help of an employee who is otherwise
billable to clients. This assistance is necessary to get invoices out to clients as soon as
possible.

Reducing the manual effort involved would not only reduce the labor cost of producing
timesheets and invoices, but will also reduce the opportunity cost of pulling away billable
employees to work on administrative matters.

Moving to an electronic time tracking system would also accelerate the production of
Accounts Receivable data and improve the promptness of billing and, by extension, the
promptness of income.

Using computing power to consolidate billings from multiple employees for the same
client would also allow the firm to include a more detailed breakdown of services and
expenses on each invoice. It would also improve the accuracy of billing by reducing
human error.




                                                                               Page 14 of 44
Break Even Analysis

                                                       2009        2010        2011        2012        2013               Total
  Benefits
             Reduced Manual Effort                     9,750.00    9,750.00    9,750.00    9,750.00    9,750.00
             Increased Annual Billing @$50 per hour   26,000.00   26,000.00   26,000.00   26,000.00   26,000.00
             Total Benefits                           35,750.00   35,750.00   35,750.00   35,750.00   35,750.00

  Development Costs
          Programmers (6.8 weeks)                     27,200.00        0.00        0.00        0.00        0.00
          Analyst (8 weeks)                           12,000.00        0.00        0.00        0.00        0.00
          Webmaster / Testing Analyst (8 weeks)       12,000.00        0.00        0.00        0.00        0.00
          Database Administrator (8 weeks)            12,000.00        0.00        0.00        0.00        0.00
          Project Manager (8 weeks)                   12,000.00        0.00        0.00        0.00        0.00
          Server Software
          Windows Server 2008                            718.00       0.00        0.00        0.00        0.00
          SQL Server 2008 (unlimited clients)          5,999.00       0.00        0.00        0.00        0.00
          Hosting Costs                                   15.00      15.00       15.00       15.00       15.00
          Total Development Costs                     81,932.00      15.00       15.00       15.00       15.00

  Operational Costs
            Occasional Bug Fix (40 hrs per year @      2,000.00    2,000.00    2,000.00    2,000.00    2,000.00
            $50)
            Server Maintenance Labor                       0.00        0.00        0.00        0.00        0.00
            Monthly Backups @ $100                     1,200.00    1,200.00    1,200.00    1,200.00    1,200.00
            Total Operational Costs                    3,200.00    3,200.00    3,200.00    3,200.00    3,200.00

  Discount Rate:                                         3.85%

  PV Of All Benefits                                  34,424.65   33,148.44   31,919.53   30,736.19   29,596.72         159,825.5
                                                                                                                                3

  PV Of All Costs                                     81,975.93    2,981.04    2,870.53    2,764.11    2,661.63         93,253.24



                                                                                                                  Page 15 of 44
Yearly NPV                                              (47,551.28)    30,167.39    29,049.01     27,972.08     26,935.08         66,572.29

Cumulative NPV                                          (47,551.28)   (17,383.88)   11,665.13     39,637.21     66,572.29

Break Even Point                                         3.6 Years

Return on Investment                                       71.39%


Notes & Assumptions:
          Life of System:
          5 Years (2009-2013).
          Discount Rate:
          Discount rate of 3.85% is based on the national average for 5 year FDIC insured accounts on Nov 29, 2008 as reported by
          bankrate.com. For more information visit: http://www.bankrate.com/brm/publ/average.asp
          Reduced Manual Effort & Increased Billing:
          Based on the assumption that labor hours would be reduced from 20 to 10 hours per week and that salary is $3000 per month
          Programmer:
          Based on 2 Contract Programmers working 40 hours a week @ $50/hour during development and implementation phases.
          Webmaster/Testing Analyst:
          Based on 1 contracted Analyst working 40 hours a week @ $50/hour for the duration of the project.
          Project Manager:
          Based on 1 contracted Project Manager working 40 hours a week @ $50/hour for the duration of the project.
          Database Administrator:
          Based on 1 contracted DBA working 40 hours a week @ $50/hour for the duration of the project.
          Bug Fixes:
          Programmer working @ $50/hour.
          Hosting Costs:
          Source: www.site5.com retrieved Nov 29, 2008
          Server Software Costs:
          Source: www.cdw.com




                                                                                                                            Page 16 of 44
Change Request #01

Change Request #: 01:                  Client Contact: MRC Consulting - David Barnes
Project: Time Sheet Automation:        Requested By: Trevor Jackman
Submitted To: David Barnes             Requested Date: Nov 25, 2008

Client Signoff required by: Nov 28, 2008

Description of Change:
Widen the scope of effort to Include Expense Report tracking in the Timesheet
Automation project.

Justification for Change
This will improve MRC’s ability to accurately invoice clients, by including expense
report information in the project.

Estimated Change Requirements:
 Change                                        Hours
 Analysis                                      4
 Programming                                   16
 Total                                         20


SIGNATURES

MRC Acceptance:

Signature:                                Title: MRC Managing Partner     Date: ________
             David Barnes



Signature:                                Title: Team 3 Project Manager   Date: _________
             Trevor Jackman




                                                                             Page 17 of 44
Detailed Scope Document (Functional Specifications)


Purpose:
This is a software project that would allow MRC Consulting to automate their consultant
billing. It would allow MRC’s consultants to submit their weekly time sheets
electronically for management review and approval before consolidating them into
invoices to clients.


Proposed Solution:
To develop web enabled worksheets for time and expenses with editable fields that are
tied to a database back end.

Time sheet column features:
    Day of the week. Dates are automatically populated from a calendar.
    Regular hours
    Overtime hours
    Sick leave hours
    Vacation hours
    Holiday hours
    Unpaid leave hours
    Other
    Total hours are automatically calculated for row and column
    Expense report field (Yes/No) linked to expense report.

Time sheet row features:
    Company contact information
    Employee name
    Employee ID. Used to populate pay rate and calculate withholdings.
    Supervisor name
    Week field. Dates are automatically populated from a calendar.
    Total hours field that is automatically calculated from input
    Rate/Hour field populated from employee login minus withholdings
    Total pay calculated from rate and hours
    Total hours reported calculated from hours
    Total pay calculated from hours and rate minus withholdings
    Employee signature and date
    Supervisor signature and date
    Submit button for completed timesheet




                                                                            Page 18 of 44
Expense report column features:
    Day of the week. Dates are automatically populated from a calendar.
    Description of expenses
    Air and transport expenses
    Lodging expenses
    Fuel/Mileage expenses. Totals calculated from the reimbursement rate field.
    Phone expenses
    Meals and tips
    Entertainment expenses
    Other
    Total is automatically calculated by row and column

Expense report row features:
    Company contact information
    Employee name
    Employee ID.
    Supervisor name
    Week field. Dates are automatically populated from a calendar.
    Subtotal
    Advances
    Fuel/Mileage reimbursement rate
    Total Reimbursement
    Employee signature and date
    Supervisor signature and date
    Submit button for completed expense report




                                                                          Page 19 of 44
Work Breakdown Structure

Task                              Team members       Estimated           Estimated
                                  assigned           Start Date          Completion Date

Determine the Project manager     Trevor                    11/22/2008         11/26/2008
Draft Schedule                    Trevor                    11/22/2008         11/26/2008
Maintain Project Notebook         Trevor                    11/22/2008          1/16/2009
Write Team Contract               Pete                      11/22/2008         11/26/2008
Create a Web site                 Dewayne                   11/24/2008          12/1/2008
Detailed Scope Statement          Jason                     11/24/2008         11/30/2008
(Functional Specifications)
Maintain Project Web Site         Dewayne                   11/24/2008          1/16/2008
Write the Project Charter         Trevor                    11/24/2008         11/26/2008
A detailed Gantt Chart            Eric                      11/26/2008         11/30/2008
Create Work Breakdown Structure   Trevor                    11/26/2008         11/26/2008
Preliminary Scope Document        Trevor                    11/26/2008         11/26/2008
Feasibility Study                 Trevor/Dewayne            11/29/2008         11/29/2008
Break Even Analysis               Trevor/Dewayne            11/29/2008         11/29/2008
Create Issues / Risk Log          Trevor                    11/29/2008         11/29/2008
Maintain Risk Log                 Trevor                    11/29/2008          1/16/2009
Week 1 Status Report              Trevor                    11/29/2008         11/29/2008
Technical Requirements:           Pete                      11/30/2008          12/2/2008
Network Infrastructure, Server
Hardware and Software
Technical Requirements:           Eric                      11/30/2008          12/2/2008
Database Structure
Project sponsor acceptance of     Trevor / David             12/1/2008          12/1/2008
Functional Requirements
Project sponsor acceptance of     Trevor / David             12/2/2008          12/2/2008
Technical Requirements
Build: Create Database Objects    Eric                       12/4/2008         12/31/2008
Build: Create Programming Code    Pete / Jason               12/4/2008         12/31/2008
Build: Test Database Objects      Dewayne                    12/4/2008         12/31/2008
Build: Test Programming Code      Dewayne                    12/4/2008         12/31/2008
Week 2 Status Report              Trevor                     12/6/2008          12/6/2008
Week 3 Status Report              Trevor                    12/13/2008         12/13/2008
Week 4 Status Report              Trevor                    12/20/2008         12/20/2008
Week 5 Status Report              Trevor                    12/27/2008         12/27/2008
User Acceptance Testing           David                       1/1/2009           1/8/2009
Week 6 Status Report              Trevor                      1/3/2009           1/3/2009
Implementation                    All Team Members            1/9/2009           1/9/2009
Post Implementation Support       All Team Members            1/9/2009          1/16/2009
Week 7 Status Report              Trevor                     1/10/2009          1/10/2009
Week 8 Status Report              Trevor                     1/17/2009          1/17/2009




                                                                         Page 20 of 44
Gantt Chart




              Page 21 of 44
First Status Report

To: MRC Consulting (David Barnes)            Week Ending: 11/30/2008

From: Trevor Jackman                         Project Name: Time & Expense Automation



Project Status Summary:

 1. The Scope of the project was widened to include expense reports in addition to time
    sheets.
 2. There are no other potential or pending scope changes.
 3. The team discussed the advantages / disadvantages of a Microsoft vs. Open Source
    solution and decided on the former.


Accomplishments This Week:

                                             Hours                          Planned          Actual
                                    Est.      This     Hours    Hours To     Date to           Date
              Task                 Hours     Week     To Date   Complete   Complete       Completed

Completed:
      Determine Project               2.5      2.5       2.5          0
       Manager                                                             11/26/08        11/26/08
      Draft Schedule                   5        5         5           0   11/26/08        11/26/08
      Create Project Notebook          1        1         1           0   11/26/08
                                                                                           11/26/08
      Write Team Contract              5        5         5           0   11/26/08
                                                                                           11/24/08
      Preliminary Scope                1        1         1           0
       Document                                                            11/26/08        11/27/08
      Detailed Scope                   4        4         4           0
       Statement (Functional                                               11/30/08
       Specifications)                                                                     11/28/08
      Write the Project Charter        4        4         4           0   11/26/08
                                                                                           11/26/08
      A detailed Gantt Chart           4        4         4           0   11/30/08
                                                                                           11/26/08
      Create Work Breakdown            4        4         4           0   11/26/08
       Structure                                                                           11/26/08
      Create Issues / Risk Log         1        1         1           0   11/29/08
                                                                                           11/29/08
      Week 1 Status Report             4        4         4           0   11/29/08
                                                                                           11/29/08


                                                                               Page 22 of 44
Started:
      Feasibility Study                4         1      1            3    11/29/08
      Break Even Analysis              2         1      1            1    11/29/08

      Create Project Web site          6         1      1            5     12/1/08

      Maintain Project Web           10          1      1            9     1/16/08
       Site
      Technical Requirements:          5         1      1            4     12/2/08
       Network Infrastructure,
       Server Hardware and
       Software
      Technical Requirements:          5         1      1            4     12/2/08
       Database Structure


Planned Tasks for Next Week:

                                                       Est.       Hours    Hours To     Planned
                                                      Hours      To Date   Complete      Date to
                           Task                                                        Complete

Continue:
      Maintain Risk Log                                     4         0           4      1/16/09
      Maintain Project Notebook                             4         0           4      1/16/09
      Maintain Project Web Site                             4         0           4      1/16/08
Complete:
      Feasibility Study                                     4         1           3      12/1/08
      Break Even Analysis                                   2         1           1      12/1/08
      Create Project Web site                               6         1           6     11/30/08
      Project sponsor acceptance of Functional              1         0           1      12/1/08
       Requirements
      Technical Requirements:                               5         1           4
       Network Infrastructure, Server Hardware and
       Software                                                                           12/2/08
      Technical Requirements:                               5         1           4
       Database Structure                                                                 12/2/08
      Project sponsor acceptance of Technical               1         0           1
       Requirements                                                                       12/2/08
      Week 2 Status Report                                  2         0           2      12/5/08




                                                                              Page 23 of 44
Technical Requirements

Introduction
The objective of this document is to give guidance to the programmers, database administrator
and webmasters developing the Time and Expense Reporting application for MRC Consulting.


Application Design: Database
The Entity Relationship Diagram describes how the structures that will be created by the database
administrator to record the business activities described in the Functional Specifications
document.




Application Design: Domain Model Diagram
The Domain Model describes how the business rules described in the Functional Specifications
document should be mapped to programming structures using a class diagram to illustrate.




                                                                                    Page 24 of 44
Infrastructure Design: Hosted System
Should MRC choose a hosted solution at Site5 Inc, hardware and network infrastructure would be
provided by Site5 for a monthly cost (see Technical Feasibility document), and there would be no
need to build an in house operating infrastructure.


Infrastructure Design: In House Alternative
Should MRC choose to build an in-house infrastructure the following would be required.

The system requires 4 servers these can be stand alone or virtual machines.

Two Database Severs –
    Running Windows Server 2003
    One inside the firewall running SQL2005
    One outside the firewall running SQL2005
    Recommended using a full recovery model a full
    Both servers data needs backed up daily
    Minimum two gigs of RAM
    Minimum 2Ghz Pentium 4 Processor
    Minimum 100 Gb of drive space for data storage


One IIS Web Server -
    Can incorporated with an existing WEB server that is being used
    Running Windows Server 2003
    Outside the firewall running IIS
    Drive Image backed up daily
    Minimum two gigs of RAM
    Minimum 2Ghz Pentium 4 Processor
    Minimum 50 Gb of drive space to be used for content and Internet applications



One Application Server -
    Running Windows Server 2003
    Inside the firewall
    Server Imaged backed up daily
    Minimum two gigs of RAM
    Minimum 2Ghz Pentium 4 Processor
    Minimum 100 Gb of drive space to be used for in house and intranet applications


Printer
     Letter Quality with reasonable speed (the company probably has an existing one
       that can be used)

Switch
        Running inside the firewall (the company probably has an existing one that can be

                                                                                   Page 25 of 44
        used)

Router
    Running outside the firewall (the company probably has an existing one that can
      be used)


Client workstations (the company probably has an existing one that can be used)

       Running Windows 2000, XP or 2000
       Minimum one Gb of RAM
       Minimum 2Ghz Pentium 4 Processor
       Minimum 100 Gb of drive space to be used for in house and intranet applications




                                                                            Page 26 of 44
Team 3 Project Report


Briefly describe the project
Our project was to build a web based Time & Expense reporting system for MRC Consulting.
This system would have both Intranet and Internet portals for the filing of Time & Expense
reports by MRC consultants.

The consultant billing application is going to be Web application running Microsoft software
using IIS, SQL Server as the database engine, and ASP .Net using VB or C# as the application
language. The hardware used can be underutilized existing hardware that the consulting company
is already using, or new hardware need to will be purchased.

The plan is to host the solution at an outside provider.

Time sheet column features:
    Day of the week. Dates are automatically populated from a calendar.
    Regular hours
    Overtime hours
    Sick leave hours
    Vacation hours
    Holiday hours
    Unpaid leave hours
    Other
    Total hours are automatically calculated for row and column
    Expense report field (Yes/No) linked to expense report.


Time sheet row features:
    Company contact information
    Employee name
    Employee ID. Used to populate pay rate and calculate withholdings.
    Supervisor name
    Week field. Dates are automatically populated from a calendar.
    Total hours field that is automatically calculated from input
    Rate/Hour field populated from employee login minus withholdings
    Total pay calculated from rate and hours
    Total hours reported calculated from hours
    Total pay calculated from hours and rate minus withholdings
    Employee signature and date
    Supervisor signature and date
    Submit button for completed timesheet


Expense report column features:
    Day of the week. Dates are automatically populated from a calendar.


                                                                                 Page 27 of 44
      Description of expenses
      Air and transport expenses
      Lodging expenses
      Fuel/Mileage expenses. Totals calculated from the reimbursement rate field.
      Phone expenses
      Meals and tips
      Entertainment expenses
      Other
      Total is automatically calculated by row and column


Expense report row features:
    Company contact information
    Employee name
    Employee ID.
    Supervisor name
    Week field. Dates are automatically populated from a calendar.
    Subtotal
    Advances
    Fuel/Mileage reimbursement rate
    Total Reimbursement
    Employee signature and date
    Supervisor signature and date
    Submit button for completed expense report


What did your team produce?
      Break Even Analysis
      Create a detailed Gantt chart
      Create Issues / Risk Log
      Create Project Notebook
      Create Work Breakdown Structure
      Detailed Scope Statement/Functional Specifications
      Determine the Project manager
      Draft Schedule
      Expense template
      Feasibility Study
      Final Review of Materials
      MS SQL vs. MySQL document
      Network diagram
      Preliminary Scope Document
      Project Presentation
      Project Report
      Project Sponsor Acceptance
      Project Website
      Question 5 A-F
      Sample database schema


                                                                                     Page 28 of 44
       Status Report 1
       Status Report 2
       Team Contract
       Time template
       Write the Project Charter


Was the project a success or not?
We were able to agree on most major aspects of the project and show real progress but we did not
deliver a fully functioning system.



Evaluation from the project sponsor
    1. The project sponsor shared the following thoughts with the Project Manager:
    2. He likes the idea of a hosted application because it can be used from anywhere in the
       world and he does not have a full-time IT staff.
    3. Changing the scope to include expense reports was a good idea
    4. He thinks the scope document is very thorough and complete.
    5. He thinks that 5 full time people is too many for a project of this type and makes it "un-
       necessarily expensive". "That would keep me from signing off on this budget even if all 5
       were working for minimum wage."
    6. He said that he (and sometimes the other partner in the business) spends at least 20 hours
       a week working on billing and this could cut that time in half. He said the financial
       savings of cutting the time in half is definitely realistic.
    7. He is concerned about the hosting company going out of business and leaving him high
       and dry or dramatically raising their prices. He thinks that is definitely a risk of using a
       hosting solution.
    8. He would sign off on the technical part of the presentation but not the staff of 5.



What project management tools/documents did you use, and did they
help?
       Microsoft Instant Messaging
       Google Docs
       DSU D2L webpage
       Phone conversations
       Email communications
       Microsoft Excel
       Microsoft Word
       Microsoft PowerPoint




                                                                                        Page 29 of 44
What went right on the project?
     Conflict was nearly non-existent.
     Meetings were productive
     There was an effective coordination of efforts.
     Agreement on functionality was agreed upon.
     Agreement on technical specifications was agreed upon.
     The digest option of instant messaging was helpful for keeping minutes for our meetings
      and generating meeting reports.
     We got started moving on the project early and we didn’t get rushed in the end.
     We were ahead of our own schedule throughout the whole project.
     We had a diverse group of team member’s talents and we had 5 people that stayed busy
      and worked as a team.
     The sections 1 through 5 are complete. This is because we started work on 11/23 and
      have had the tasks assigned early and all five of the team members have been working on
      the various tasks this past 2 + weeks. We were on schedule or ahead in many cases at
      some points.


What went wrong?
     Not all members were able to attend scheduled meetings due to work commitments and
      family commitments.
     Meetings needed to be held with greater regularity and the team members needed to
      commit to attendance.
     Often the meetings had no real agenda and no formal agenda was provided.
     There was some minor rework needed where our efforts did not match. This was not a
      product of disagreement as much as incomplete information.
     Google Docs didn’t work very well. Members had problems sharing documents due to
      incomplete contact information.
     We were initially thinking that we had until the end of the semester to complete this
      project, but we revised the schedule a bit and it wasn’t a problem to complete it by the
      12/4/2008.
     It took us a while to select a project and project manager, perhaps longer than it should
      have. We were a bit reluctant to get started. From looking at the discussions from the
      other groups, perhaps the other groups had similar issues.


What did your team learn by working on this project?
     It was hard to coordinate without face-to-face meetings.
     The time frame for delivery of a functioning system was too short.
     Protocols for instant messaging communication need to be set; otherwise replies to
      questions don’t make sense if taken out of context.
     Agendas for meetings need to be set
     Everybody needs an existing Google Docs account and those accounts have to be
      coordinated by a communications officer.
     Because we had to type our responses in Instant Messenger, I think it made us organize
      our thoughts and focus on what really needed to be communicated in the meetings.



                                                                                    Page 30 of 44
       The team contract mentioned to ―Seek first to understand, and then to be understood‖ and
        we really found that to be a very good way to approach a meeting.
       We figured out that we really had some capable teammates in several differing areas that
        really helped us put all of this together.

How did you select the project manager?

[Dewayne] - I voted for Trevor because he has previous experience working on a project like this,
and I figured that since he has the experience, he would be the best one to lead our group in
developing this particular System.

[Eric]-I agreed with the vote for Trevor despite never communicating with him directly. I had
been in contact with Peter prior to the selection. Peter had also been in contact with Trevor and
was able to recommend him based on that communication. Since the proposal was initially
Trevor's he seemed the best fit for that role.

[Jason] - The broad consensus of opinion was that Trevor should be the project manager since his
idea was selected for the project.

[Peter] - I recommended and voted for Trevor because he submitted the project and he had used
this system previously when it was in a client server application. I thought because he had such a
good vision of what the final product should be, he would be the best choice at being not just a
good project manager but as a true project leader. Trevor’s vision for this project was what drew
my interest and support for Trevor.

Did he/she do a good job at leading your team?
 [Dewayne] - Yes: I am especially impressed with his ability to keep our group meetings on track
and all of our tasks on schedule.

[Eric]- Trevor did a good job of organizing five different people in five different cities who had
never met each other and getting us to head in the same direction. That is not an easy task but he
did well.

[Jason] - The broad consensus is that Trevor did a good job at leading the team despite our
difficulties.

[Peter] – Yes, I do. For several reasons. 1) He understood what the end result needed to look
like. 2) He kept the meetings moving. 3) He didn’t let us get bogged down in details and kept us
on schedule. 4) I truly feel that he gave everyone’s ideas a chance. 5) I could sense that the
teammates respected his understanding of the project and his abilities.

[Trevor] As happy as I am with our output of our work, I realize that there were things I could
have done better. This includes finding a better way to share documents with the team and
explaining that the webmaster and I decided on a hosted solution rather than in-house servers




                                                                                      Page 31 of 44
Did you work well as a team?

[Dewayne] - Yes: given the scope of this group project and the allotted time frame for the project,
I believe this team has done exceptionally well in completing this project.

[Eric] - I think this group worked very well as a team considering the obstacles to building a team
on a project such as this. We were fortunate in that we happened to have a diverse skill set
among the five of us, but beyond the luck of the draw I think we each did a good job of
recognizing our role and working on our individual responsibilities under Trevor's direction.

[Jason] - There was very little conflict and each person had something worthwhile to contribute,
although if we had face-to-face meetings the workload may have been spread more evenly and
each person’s strengths gauged.

[Peter] - Yes we did. Personally, I think we were lucky to have the talent mix that we had. All
5 of us had differing capabilities (strengths), and we each found our niche that the team ended up
utilizing. Not to say that we didn’t have differing approaches, but we all ended up pulling in the
same direction in the end.

How closely did you follow your plan?

[Trevor] There was one major change to the original plan and that was handled through the
Change Management process. This change went so smoothly, most team members did not feel the
impact of it.

[Dewayne] - We had no major departures from the original plan. There were minor changes, but
those changes were discussed and appropriately handled and incorporated.

[Eric]-Because we were fortunate to have a well-defined vision from the start there were really no
significant changes necessary to the plan.

[Jason] - The consensus is that the plan was followed very closely although we did not proceed
past mock-up stage due to time constraints.

[Peter] – There were very few changes to the plan… largely because we chose a project where
Trevor had a good vision of what the system and project should end up becoming.

Compare your planned and actual performance

All project deliverables that were due by December 4, 2008 were completed on time. This was
despite a widening of the project scope early in the project to encompass an expense reporting
feature in addition to a time reporting feature for consultants.




                                                                                      Page 32 of 44
Because we followed a Change Management procedure that was defined in the project charter,
more effort hours were budgeted for Analysis and Design to facilitate the scope change. As a
result, project deliverables were still completed by the dates specified in the Project Plan.

Summary - Hours Worked per Person
Person                            Actual Hours                    Planned Hours
Dewayne Higgs                     27.1                            22.1
Peter Hatlestad                   17.6                            12.6
Jason Harback                     19.1                            14.1
Eric Johnson                      28.6                            23.6
Trevor Jackman                    26.1                            20.1
Total                             118.5                           92.5


Detail - Hours by Worked per Person
                                  Dewayne          Peter            Jason            Eric            Trevor
                                   Higgs          Hatlestad        Harback         Johnson          Jackman
              Task              Actual    Plan   Actual   Plan   Actual   Plan   Actual   Plan     Actual   Plan
Determine Project Manager        0.5      0.5     0.5     0.5     0.5     0.5     0.5     0.5       0.5     0.5
Draft Schedule                    1        1       1       1       1       1       1       1         1       1
Create Project Notebook                                                                              1       1
Write Team Contract               1        1       1       1       1       1       1       1         1       1
Preliminary Scope Document                                                                           1       1
Detailed Scope Statement                                           4       4
(Functional Specifications)
Write the Project Charter        0.8      0.8     0.8     0.8     0.8     0.8     0.8     0.8       0.8     0.8
A detailed Gantt Chart                                                             4       4
Create Work                       4        4
Breakdown Structure
Create Issues / Risk Log                                                                             1       1
Week 1 Status Report             0.8      0.8     0.8     0.8     0.8     0.8     0.8     0.8       0.8     0.8
Feasibility Study                                                                                    4       4
Break Even Analysis                                                                                  2       2
Create Project Web site           6        6
Project Web Site                  5        5
Technical Requirements:                           2.5     2.5                     2.5     2.5
Network Infrastructure,
Server Hardware and
Software
Technical Requirements:                                                            5       5         1       0
Database Structure
Questions 5, (a,b,c.d.e.f)        2        2       2       2                       2       2
Open Source vs. Microsoft                                                          5       5
Discussion Document
Lessons learned report            1        1       1       1       1       1       1       1         1       1
Project sponsor acceptance                                                                           1       1
of Technical Requirements
Week 2 Status Report                               3       3


                                                                                   Page 33 of 44
Final Report & Pres                                5      5                       5      0
Meetings               5      0      5      0      5      0      5       0        5      5

Totals                27.1   22.1   17.6   12.6   19.1   14.1   28.6   23.6      26.1   20.1




                                                                 Page 34 of 44
Presentation Slides
Slide 1
                                               Slide 3




                                                    Description
                                                        A Time & Expense web portal will be created
     Time & Expense Forms                                for processing weekly reports.
                                                        There will be two main data entry pages, one
                                                         for Time and a second for Expenses.
            MRC Consulting                              The web portal will be linked to a database
                                                         back end.
                                                        The database will automatically record
                                                         information and calculate witholdings.
                                                        There will be both intranet and internet
                                                         portals


Slide 2
                                               Slide 4



     Project Goals                                  Competitive Analysis
      Provide an automated web based Time
                                                        Competitors
       & Expense reporting system for MRC
                                                         – It is hoped that reducing the man hours
       Consulting and its clients.                          required for payroll and billing will provide
      Reduce the amount of time spent                      MRC Consulting with a competitive
       manually processing paper based                      advantage.
       forms.                                           Strengths
      Improve timeliness and reduce errors.             – MRC Consulting has always prided itself
                                                            on its good client relations and the value it
      Improve client satisfaction.
                                                            provides to its clients.




                                                                                     Page 35 of 44
Slide 5                                                            Slide 7




     Competitive Analysis                                               Technology
         Strengths cont.                                                   The consultant billing application is going to be a
                                                                             Web application running Microsoft software using IIS,
          – MRC’s consultants average more industry                          SQL Server as the database engine, and ASP .Net
            experience and certerfications than any                          using VB or C# as the application language. The
            other consulting firm.                                           hardware used can be underutilized existing
                                                                             hardware that the consulting company is already
         Weaknesses
                                                                             using, or new hardware need to will be purchased.
          – Our current paper based billing system
            leads to longer billing cycles than our                         The client’s preference is to have the site hosted by
            competitors due to our smaller HR                                an independent service provider.
            department.




Slide 6                                                            Slide 8




     Competitive Analysis, cont.                                        Team/Resources
         Competitors                                                       Assumptions about resources allocated
           – DRC Consulting                                                  to this project
           – SRC Consulting
                                                                             – MRC’s staff of consultants will be
         Strengths
                                                                               employed for this project.
           – Each of our competitors are able to service a
             larger client base due to their larger clerical and             – The solution will be hosted offsite.
             HR staff.                                                       – Developmental and operational support will
         Weaknesses                                                           be provided by MRC consultants.
           – Our competitors account executives are
             overworked which leaves them out of touch with
             their clients needs.




                                                                                                             Page 36 of 44
Slide 9                                                                  Slide 11




      Project Teams                                                           Procedures
           Project team 3 will be tasked with                                   Since this project is an internal project MRC
                                                                                  consultants will need to bill their hours to MRC
            developing the new web based Time &                                   directly.
            Expense reporting system. Other                                      Planning will need to accommodate consultants
            project teams are already occupied with                               client work schedule and the work performed will
            other internal projects.                                              need to be segregated from clients billable hours.
                                                                                 All documents will need to be reviewed by the project
                                                                                  manager and subject to project sponsors approval.
                                                                                 Regular status meetings will be held to review
                                                                                  progess.




Slide 10                                                                 Slide 12




      Project Team 3 Members                                                  Milestones pt.1
  Roles and Responsibilities
  Role           Name       Organization/ Contact Information
                                                                                 Determine the Project         Maintain Project Web
                            Position
  Project        Barnes,    MRC           (605) 232-2000 ext 33022
                                                                                  manager                        Site
  Sponsor        David      Consulting
                            Managing
                                          david.barnes@earthlink.net             Draft Schedule                Write the Project
                            Partner
                                                                                 Maintain Project               Charter
  System         Harback,   Group 3       (507) 763-3823
  Analyst        Jason      Member        jharback@pluto.dsu.edu                  Notebook                      A detailed Gantt Chart
  System         Hatlestad, Group 3       (605) 359-5701                         Write Team Contract           Create Work
  Analyst        Peter      Member        hatlestadp@pluto.dsu.edu
  Web Master /   Higgs,     Group 3       (806) 676-1128                         Create a Web sit               Breakdown Structure
  Testing        Dewayne Member           djhiggs1@buffs.wtamu.edu                                              Preliminary Scope
  Analyst
                                                                                 Detailed Scope
  Project       Jackman, Group 3          (712) 389-2211                          Statement (Functional          Document
                         Member
  Manager       Trevor                    jackmtre@gmail.com                      Specifications)               Feasibility Study
  Database      Johnson, Group 3          712-240-9086
  Administrator Eric     Member           emjohnson10499@pluto.dsu.edu




                                                                                                                  Page 37 of 44
Slide 13                                                         Slide 15




     Milestones pt.2                                                  Sneak Peak at the Time & Expense Reports

        Break Even Analysis              – Database Structure
        Create Issues / Risk             – Acceptance of
         Log                                Functional
        Maintain Risk Log                  Requirements
        Week 1 Status Report             – Project sponsor
        Technical                          acceptance of
         Requirements:                      Technical
                                            Requirements
          – Network
            Infrastructure, Server      Build:
            Hardware and                  – Create Database
            Software                        Objects




Slide 14                                                         Slide 16




     Milestones pt.3                                                  Timesheet column features
        Build:                         Week 5 Status Report               – Day of the week.   – Holiday hours
           – Create Programming         User Acceptance                      Dates are          – Unpaid leave hours
             Code                        Testing                              automatically      – Other
        Build:                         Week 6 Status Report                 populated from
                                                                              calendar.          – Total hours are
           – Test Database Objects
                                        Implementation                                            automatically
        Build:                                                             – Regular hours        calculated for row
                                        Post Implementation
           – Test Programming Code                                          – Overtime hours       and column
                                         Support
        Week 2 Status Repot                                                – Sick leave hours   – Expense report field
                                        Week 7 Status Report
        Week 3 Status Report                                               – Vacation hours       (Yes/No) linked to
                                        Week 8 Status Report
        Week 4 Status Report                                                                      expense report.




                                                                                                  Page 38 of 44
Slide 17                                                       Slide 19




     Timesheet row features                                         Expense report column features
           – Company contact        – Week field. Dates                   – Day of the week.    – Calculated
             information              are automatically                     Dates are             Fuel/Mileage
           – Employee name            populated from                        automatically         expenses.
           – Employee ID. Used        calendar.                             populated from a    – Phone expenses
             to populate pay rate   – Total hours field that                calendar.           – Meals and tips
             and calculate            is automatically                    – Description of      – Entertainment
             withholdings.            calculated from                       expenses              expenses
           – Supervisor name          input.                              – Air and transport   – Other
                                                                            expenses
                                                                                                – Total is automatically
                                                                          – Lodging expenses      calculated by row
                                                                                                  and column




Slide 18                                                       Slide 20




     Timesheet row features cont.                                   Expense report row features
           – Rate/Hour field        – Total pay calculated                – Company             – Fuel/Mileage
             populated from           from hours and rate                   information           reimbursement rate
             employee login           minus withholdings                  – Employee name       – Total
             minus withholdings     – Employee signature                  – Employee ID.          Reimbursement
           – Total pay calculated     and date                            – Supervisor name     – Employee signature
             from rate and hours    – Supervisor signature                                        and date
                                                                          – Week field.
           – Total hours reported     and date                                                  – Supervisor signature
             calculated from                                              – Subtotal
                                    – Submit button for                                           and date
             hours                    completed timesheet                 – Advances
                                                                                                – Submit button for
                                                                                                  completed expense
                                                                                                  report




                                                                                                 Page 39 of 44
Slide 21                                                                  Slide 22




     Related Documents                                                         Our Website
        Group 3 would like to thank www.vertex42.com for providing the
         Time and Expense templates
                                                                               http://www.ama3d.com/infs724/
          – http://www.vertex42.com/ExcelTemplates/excel-expense-
            report.html
          – http://www.vertex42.com/ExcelTemplates/excel-
            timesheet.html




                                                                                                    Page 40 of 44
Appendix A – Project Website
Project Website URL: http://www.ama3d.com/infs724/




                                                     Page 41 of 44
Appendix B – Discussion: Open Source vs. Microsoft


This section presents a comparison between Microsoft SQL Server 2005 and mySQL 5.x in order
to determine which database technology best meets the needs of the CCBS. Both technologies
offer their own advantages. For the sake of this comparison I am assuming no current viable
database server exists within the organization and this database server will be used exclusively to
house data for the CCBS application.

Microsoft SQL Server does offer several feature benefits over mySQL. MS SQL provides a more
robust, but more complex mechanism for data replication, data recovery, and checks to ensure
data integrity. Some of the advantage gained with these features is mitigated by the increased
complexity in administering the server.

Microsoft SQL Server also offers some small advantages in security options. Security is available
down to the column level in MS SQL where mySQL security is limited to the table level. This
reduces some operational possibilities in mySQL but does not render this option any more likely
to suffer a security violation. Both systems are considered secure alternatives and neither offers
significant advantage in terms of intrusion protection.


Microsoft implements the SQL language through its proprietary T-SQL which adds syntax to
natively handle transactions and stored procedures. The latest version of mySQL has added some
functionality to better handle relational database architecture but these features are not as mature
as the MS SQL implementations. In addition T-SQL and Microsoft SQL server are industry
standards increasing the available talent pool of experienced developers and DBAs.


Microsoft SQL provides greater potential for Business Intelligence. Comparable BI capability
with mySQL would have to come from third party vendors which erode the price advantage that
mySQL holds.


MySQL support can be obtained free of charge through a network of users that is typically quite
responsive. Microsoft SQL support can frequently be obtained the same way through web
forums. Microsoft does also offer paid support options if necessary.

The final advantage of Microsoft SQL is better scalability for enterprise level database


                                                                                        Page 42 of 44
implementation. I do not consider this to be a significant advantage at this point given the
expected scope of this project but to accommodate potential future growth this could become a
much larger factor. In terms of raw performance a small scale database running mySQL on UNIX
will typically outperform MS SQL by a small margin. As the database size grows, the
performance advantage of mySQL diminishes until a point is reached where Microsoft SQL gains
the advantage.

MySQL has one large advantage being open source with no licensing fees. In order to compare
cost I will assume MS SQL would require licensing for two processors and 20 users which is a
small enough deployment to purchase using the Server plus CAL pricing structure. Estimated cost
for MS SQL in this case is $4500 plus $1000 for Microsoft Windows Server.

Since this database will house information directly effecting employee compensation, it is worth
expending the funds for licensing Microsoft SQL Server in order to gain the increased capability
of data integrity checks and column level security features. In addition the increased options for
replication and data recovery make Microsoft SQL the better choice for this application.




                                                                                       Page 43 of 44
Appendix C – Issue / Risk Management Log

                                              Risk and Issue Management Log
Issue   Risk/Issue               Open         Raised By       Assigned To     Impact on Project    Resolution              Resolution
  #     Description              Date                                                                                      Date

 1      Initial Scope Document   11/22/2008   Jason Harback   Jason Harback   Widening of Scope:   Team agreed to widen      11/25/2005
        does not cover expense                                                Time and Cost        scope to include
        reporting.                                                                                 expense reporting.
                                                                                                   Jason included these
                                                                                                   requirements in the
                                                                                                   Detailed Scope
                                                                                                   Document (Functional
                                                                                                   Requirements).




                                                                                                                     Page 44 of 44

				
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