INDUSTRIAL PROJECT MANAGEMENT
RFID Library system
implementation
Suleyman Bozpinar
Cihan Demir
Patrick Janicke
Ignacio Bosch Nacenta
CONTENT
1 Executive summary
4
2 Background, project objective and project goal
4
2.1 Background
4
2.2 Project objective
4
2.3 Project goal
4
2.4 Limitation
4
3 Requirement specifications
5
3.1 Product requirements
5
3.2 Project requirements
5
3.3 Prerequisites
5
4. Handover and implementation
5
5. Situation analysis and stakeholders
6
5.1 SWOT Analysis
6
5.2 Stakeholder analysis
7
6. Milestones, activities and schedule
8
6.1 Milestones plan
8
6.2 Activity list
9
6.3 Bar chart/Gantt chart
10
7. Organization and staffing
11
7.1 Roles, responsibilities and authorities
11
7.2 Staffing plan
12
8. Project budget
13
9. Communication and quality assurance
14
9.1 Reports and documents
14
9.2 Communication plan
14
9.3 Quality assurance
15
9.4 Change management
15
10. Risk analysis and response planning
17
2
11. Others
18
11.1 WBS – Work breakdown structure
18
11.2 Scope and difficulties
18
11.3 Distinction
19
11.4 Product model
20
11.5 Credibility
21
11.6 Final visualization
21
11.7 Appendix
22
Project charter
22
SMART analysis
23
Project Management Triangle
23
Other cost
2
3
PROJECT PLAN
1. Executive summary
The project is supposed to implement a new kind of library organization with the RFID
system. The estimated time to deliver our final product must be approximately one
year and the funds to operate this project will be spent by the city council. A risk
analysis will be developed in order to identify the threads and weaknesses and find
solutions to response them as fast an efficient as possible. Once the system will be
installed it will be tested during some weeks to check the public acceptance.
2. Background, project objective and project goal
2.1.
Background
Linkoping grows up to a big scientific city with more than 30.000 students and is
becoming a big industry town. Therefore, it becomes necessary to change the whole
loan process in Linkoping’s Library. The desire for a simpler and faster way of the
release and return process was expressed by the library. We are a specialized company
for RFID-Chip solutions. Consequently we got the offer from the library to deal with the
project.
2.2.
Project objective
Supply the library with a modern and highly standardized RFID-System.
2.3.
Project goal
Improve the image of Linkoping’s Library. We introduce a complete automatic RFIDSystem, to increase user-friendliness and to reduce personnel costs as well as to get
the loan process more efficient.
2.4.
Limitations
The project is not supposed to increase the public attendance but improve the internal
library organization and achieve a more efficient structure. It is not a task of the
project team to restructure the organization of the personal after the introduction of
the RFID system but of the library.
4
3. Requirement specification
3.1.






Product requirements
RFID chips installed for all the books in the library
RFID computer database
Computer layout
Code book assignment
Roles must be described and clearly show authorities and tasks
The model must have clear milestones and tollgates
3.2. Project requirements
 Bringing into total service on July 2010
 Total cost may not exceed 10.000.000 SEK
 The RFID system installation must be implemented as efficiently as possible to
guaranty fluently service flow
 Test the correct implementation of the system
 Find RFID chips supplier
3.3. Prerequisites
 Get a knowledge of RFID system
 Study the layout and library data statistics (persons/day, books/hour, number
of books…)
 Assure that the project will be realizable
 Meetings with sponsor and library
4. Handover and implementation
The task of the project group is to deliver a complete working RFID system solution in
Linkoping´s library. It means to create a new layout of the self-book stations once the
required computer stations have been identified. It is necessary to manage the
installation of the RFID chips of all the books in the library and to provide a book
identification database in the computer stations.
5
5. Situation analysis and stakeholders
5.1.
SWOT Analysis
Conclusions and actions
The strong motivation of the group to work in this project
is due by the fact of the chance of expand the market of
the company and work in a new kind of project.
S+O
(Advantages)
S+T
(Defense)
The city council will finance the implementation of the new
system in the library and will allow to the library to offer a
best service to his users and at the same time improve the
quality of the service. In addition the image of the library
and also of the town will be improved at the eyes of the
habitants.
As the solution is based on a new technological technique
it might be found some troubles. It is possible that at the
beginning the user does not use to the new system and
because of that they will be educated on the new system.
Furthermore the system will be implemented progressively
to let time to the user to use to the system.
Handled in
Communication Plan
Project charter
Requirement specification
Risk analysis
Activity plan
Communication Plan
Instead the project consists in a first an application of RFID
product the work team will be teached in this new
technique.
W+T
The low knowledge of the RFID systems and the unknown
(Vulnerability) acceptance of the user force the company to educate them
and teach both workgroup and employees of the library.
6
Risk analysis
Communication plan
Follow the technology on the market.
W+O
(Temptation)
In spite of the low knowledge of RFID systems it is a great
chance to the company to open on a new market and help
the library and the town to improve his image. In addition
it is also a really good opportunity for the work team to
learn new technology applications as RFID.
Requirement specification
The low knowledge of the RFID systems will be fixed
creating a detailed requirement specification which
identifies clearly the product.
5.2.
Risk analysis
Stakeholders mapping
7
Influencing
Influenced
Company/Workgroup
Global users of the library
Core
Stakeholders
Primary
Stakeholders
City Council
Board of directors of the
library
Equipment supplier
Personnel of the library
Public/Private schools
University
Bookstores
Secondary
Stakeholders
Residents of the city
Journals and Medias
Business community
Cultural community
6. Milestones, activities and schedule
6.1.
Milestone Plan
Contract
signing
Project
initiation
Requirem
ents
rrrrrrrrrre
port
Contract
supplier
RFID
Layout
RFID
budget
repo
8
Test
report
Advance
ments
Hand
over
meeting
6.2.
ID
1.00
1.01
1.02
1.03
1.04
1.05
1.06
1.07
2.01
2.02
2.03
2.04
2.05
3.01
3.02
3.03
3.04
3.05
3.06
4.01
4.02
4.03
4.04
4.05
4.06
Activity List
Activity
Project initiation
Secure financing
Contract signing
instruction of RFID-Systems all
members
Explore the required data (total
amount of books, users/hour..)
Evaluation of the data
requirements for the RFIDsystem
Requirements report
Search and collect quotes of
appropriate supplier
Choose the best supplier
Contract signing supplier
Calculate RFID budget based on
supplier data
RFID-System budget report
Planning, prepare and organize
the staff for the installation of
the chips in the books
Installation of the chips
Layout for library’s RFID System
Installation of the computer
workplaces and required
hardware
Install the new software system
Application and system testing
Testing report
possible advancements
Advancement meeting
Realizing of the advancements
Train the staff in the new
software
Handover meeting
Resources
9
Start
06/07/2009
06/07/2009
20/07/2009
23/07/2009
Stop
06/07/2009
17/07/2009
21/07/2009
30/07/2009
31/07/2009
07/08/2009
10/08/2009
17/08/2009
14/08/2009
21/08/2009
24/08/2009
17/08/2009
24/08/2009
30/09/2009
01/10/2009
05/10/2009
05/10/2009
01/10/2009
06/10/2009
09/10/2009
12/10/2009
05/10/2009
13/10/2009
30/10/2009
02/11/2009
02/11/2009
16/11/2009
26/02/2010
13/11/2009
30/11/2009
24/11/2009
01/03/2010
04/03/2010
08/03/2010
15/03/2010
17/04/2010
01/02/2010
27/11/2009
03/03/2010
05/03/2010
12/03/2010
16/03/2010
26/03/2010
12/02/2010
29/03/2010
31/03/2010
6.3.
Bar chart/Gantt chart
10
7. Organization and Staffing
7.1. Roles, responsibility and authorities
All roles, authorities and responsibilities are clearly organized. Every project role has an
unique description. The most important roles in the project belong to the Project
Manager and Sponsor. Together they make up the core of the project. The whole
Project is organized around them.
WHO
ROLE
RESPONSIBILITIES
MAYOR OF LINKOPING
(sponsor)

To support budget for
RFID system.

PROJECT MANAGER

Delegate and follow
up activities.
Solving the problem
in the RFID
implementation.


PROJECT GROUP
RECEIVER
(library)
SUPPLIER
(company)

Organize and plans
the RFID
implementation

Mange the project
group and find the
right place for
everybody in the
project.
To put the chip on the
books.


To load the data of
RFID system into
computer.

Follow up the quality
system

To receive the
delivery RFID system


To finish the
implementation of
RFID system at the
library on the given
time.

Responsible for the
project goes
according to the
project goal
Carry out the
planned activities.


To make happy the
people

To give the easy
work flow in the
library.
Responsible the
quality of the
system.

To produce the RFID
system
11
Has delegated the
responsibility for
execution of the
project to project
manager.
Deliver a result to
the sponsor through
managing the
project group.
AUTHORITIES

To decide the start
or not to start the
implementation of
the RFID system.

To manage the
project group
according to the
project goal and
sponsor.

To apply decided
activities into library.

To sell the RFID chips
for project
7.2.
Staffing plan
In the Project everybody depends on the project manager. The project manager must
deal with the sponsor (city council) and the receiver (library) getting meetings often to
know the needs of the client. Project manager have to make sure everybody is striving
on the same goal because the project results are more important than personal goals.
The resource owner will provide the project manager with the best quality material
and the desired service during the execution. The quality assurance managed will be
charged to ensure that the material received for the supplier set the performances
needed and assure that the product deliveries are correct by controlling and evaluating
the tests. The project manager has to secure the strategy, and manage the group.
Sponsor/Project
owner:
Receiver:
Linköping library
City Council
Resource
owners:
Equipment
suppliers
Project
manager:
Quality assurance
manager:
Ignacio Bosch
Patrick Jänicke
Project group:
Suleyman Bonzipar
Cihan Demir
Maria Lopez
Robert Stabenau
12
8. Project budget
Internal costs
Human resources
External costs
Consultants
Description
Total amount of costs for each
group member:
Cost
Ignacio Bosch:
147840
SEK
Patrick Jänicke:
145600
SEK
Suleyman Bozpinar:
82880
SEK
Cihan Demir:
87360
SEK
Robert Stabenau:
44640
SEK
Maria Lòpez:
42560
SEK
Summary internal costs
540480 SEK
Description
Cost
Instruction for all group
members
36000
SEK
Software training fort the staff of
the library
86000
SEK
Two mechanics for installing the
Biblio System
40000
SEK
Information technology
company to install software and
server
Summary external costs
50000
SEK
Description
Cost
Biblio system material
Biblio software + 2 licenses
Costs for all group members
Summary other costs
(Internal + External + Other)
Calculations
5435200
250000
27600
5712800
6465280
212000 SEK
Other costs
Material
Software licenses
Travels
Planned value
Appendix
13
SEK
SEK
SEK
SEK
SEK
9. Communication and quality assurance
A communication strategy’s purpose is to achieve specific communication goals for all
stakeholders. During the execution phase the most important task fort he project
manager is to communicate with the stakeholders.
9.1.
Reports and documents
Reports during execution from project team members to the project manager include:






How many books are borrowed by people in week/month?
How many RFID chips fix in the books in a week /month?
Estimate number of left chips.
Is it suitable for people? For this reason make a questionnaire.
What did we do in a week/month and how long did it take?
Is there any problem in the flow of work?
Note: Reports should give to project manager every week and every month.
Reports during execution from Project manager to sponsor include:
 How much money have we spent per month and what for?
 Do we need any money or not?
 Are people glad to use this system or not?
Note: Reports should give to sponsor every month.
9.2.
Communication plan
Communication plan is the tool which will ensure that the right target audience gets
the right information on time and in the appropriate way. By planning the flow of
information the risk of making mistakes are minimized.
Who?
Receiver
Sponsor
Why?
To discuss
financal
information
Show what the
project has
accomplished
What?
How?
Requirements
Reports
Budget and
calculations
Some Project
meeting(not all)
14
When?
When needed
Who?
Responsible
Project
manager
Project
manager
9.3.
Show what the
project has
accomplished
Requirements
Reports
When needed
Pre-study
Project meeting
Collection of
information
needed to
execute the
Project.
Project plan
Final reports
Preplanning
by Project
initiation
Project group
Demonstrations and
presentations
Quality assurance
In order to assure the quality on the project it has been listed some points which
must be followed during the execution:








9.4.
Control of completing project reviews
Create flexibility
Use high quality product
Use person who has more experience
Make the project according ISO 9001
Keep the requirement specifications
Arrange regular meetings and discuss about routine things and make a
decision quickly
Follow demands and new techniques
Change management
In order to solve correctly the possible problems and troubles it has been designed
a change procedure to accept or reject changes. The main deciders in the project
when a possible change needs to be discussed will be the sponsor, the receiver and
the project manager. The ok of all of them must be achieved to accept a change in
the project. Other ways, the change will be reject or a new meeting will be set up.
Once the decision is taken the quality manager must ensure that the change will
not affect the quality standards and the requirements specifications; then the work
team could start to work on the change.
15
16
10. Risk analysis and response planning: Risk identification, risk evaluation and
risk response planning
The risk identification has been reached in a first approach by brainstorming of the risk
events that could appear during the execution of the project. It has also been used
different sources in order to filter and constraint the principal risks: WBS, project
charter, time and resources available and stakeholder’s tolerance. The most probably
and influencing risks found by this method were:
-
Low acceptance by the users of the library
Immature technology of RFID systems which suppose the first application on a
library
Employees of the library need training
Problems or delays on resources (chips, software and equipment) supplies
Exceed on budget
As it can be seen the risk events identified don´t differ too much with the threads and
weaknesses noted on the SWOT analysis.
Once identified the risks they have been evaluated by the Mini Risk Method. This
method gives us a quick approach being easy to use.
Risk
Low acceptance of
the user
Probability
1to 5
4
Impact
1 to 5
5
Risk value
P.I
20
Risk Response
Educate users (information and explanation
signs about system operation) and inform
them in advance
Implant the system progressively in the library
Immature
technology
3
4
12
Plan for tests and evaluations
Train the team work, employees and users
Technical
problems and
delays on supplies
Employees need
training
Exceed budget
3
5
15
4
2
8
2
4
8
Keep constant contact with the supplier
Arrange quality chips and equipment tests
Training programs for employees
Monitoring
Pre-study budget with tolerances
Monitoring
As the theory explains risk events with a risk value above 10 should be mitigated. This
risk analysis is used to deal with the probability that a risk event above occurs and
mitigate its impact. Risk responses or actions and strategies have been taken for the
risk values above 10 to alleviate the negative impact of the identified risks. For the
risks below 10 the decision will be monitored during the execution.
17
11. Others
11.1. WBS - Work Breakdown Structure
In order to facilitate the work to find activities and milestones and develop deeply the
project model the WBS has been completed. Each branch supposes different
competence areas on the project.
11.2. Scope /Difficulties
Defining Needs and Wants is excellent way to identify the scope of the project:
Needs and Wants






Project needs a sponsor who supplies budget for works
Making realistic estimates on duration and costs
Make a prestudy and define risks
Motivation
Not small not big capacity of the library
Some calculation about the library. (For example: how many people borrow
books per day?)
 Find a RFID chip company
18
Difficulties




It is hard to change something during project execution
Motivation of staff can be hard sometimes
Higher demand of books from people during the execution of the project
If something goes wrong on RFID system during the execution of the
Project
 Finding a sponsor
 Finding a quality RFID chip company
11.3. Distinction
 It is easy to understand the project by all of people.
 There is no complexity of implement or works. The only things which people
need, is to run books RFID system on computer.
 The project does not need too many employers.
 It is not necessary that employers must have a lot of information about system.
Because all of works are done by computers. So everybody can take a place in
this project.
 After finishing the Project , there is easy work flow in the library.(for example:
there is not queue)
 Project has a less risk.
 If something wrong in the project, because of that reason nobody’s life can be
affected. Because it is a just RFID implementation. There is a no life risk.
19
11.4. Project model/conformity
PRESTUDY



Define the Project
goal
Search to find a
sponsor
Search to find a RFID
chips company
Search to find
suitable library
EXECUTION



11.5. Credibility
20
Check the
system work
or not work
Impact Realization
Evaluate Business Impact

Calculation of
cost
Calculation of
time
Estimate the
capacity of the
library
Estimate the how
many people
borrow books
per day/hour?
Close Project

Implement to RFID
chips into books
Implement to data
of system into
computer

CLOSURE
Hand Over end Result

Start Planning
Initiate Project

PLANNING





All staff have course about ISO 9000
Staff have a lot of experience regarding work, chip etc.
It is a good idea has a technology which always keeps in advance. Therefore we
have this technology on computers, chips.
We are following new technology and apply this in our Project.
It is more reliable in order to use RFID chips on the books; we have more
enough information about books which are used by. We can easily make
control the flow of work.
11.6. Final visualization
Project Name
Running Books
Sponsor
Linköping Hall
Project Manager
Ignacio Bosch
Quality Assurance Manager
Patrick Janicke
Project Group
Süleyman Bozpinar & Cihan Demir, Robert Stabenau,
Maria Lopez
Ignacio Bosch
Speaker
Project Goal &end result of project
Improve image of Linköping Library. We introduce a
complete automatic RFID systems, to increase userfriendliness and to reduce personal costs as well as to
get the lone process more efficient.
Business Impact Goal & Project Objective
Supply the library with a modern and highly
standardized RFID- system.
11.7. Appendix
21
PROJECT CHARTER
Project Name
Running Books
Background
Linköping grows up to a big scientific city with more than
30.000 students and big industry. Therefore it becomes
necessary to change the whole loan process in Linköping`s
Library. The desire for a simpler and faster way of the
release- and return process was expressed by the library.
We’re a specialized company for RFID-Chip solutions.
Consequently we got the offer from the library to deal with
the project.
Sponsor
Public funds of Linköping´s city
End Users
All customers of the library.
Linköping’s Library.
Supply the library with a modern and highly standardized
RFID-System.
Business impact goal –
Project objective
Improve the image of Linköping’s Library. We introduce a
complete automatic RFID-System, to increase userfriendliness and to reduce personnel costs as well as to get
the loan process more efficient.
Project goal – end results of the project
Timeframe for the execution of the project
Priority of what is most important
Start
Finish
July 2009
July 2010
Time
Resources
Quality
10%
60%
30%
Budget
10.000.000 SEK
Documentation received by
Date 200903-26
SMART ANALYSIS
22
PROJECT MANAGEMENT TRIANGLE
OTHER COSTS
Material costs
Biblio Gate
Biblio Self Check Station Merkur
Biblio Staff Station
Biblio Return Secure
Biblio ID Card (all members + additional)
Biblio Chip Label (all books)
Biblio Sorter
Summary material costs
units
Travel costs
km
8
6
2
2
250000
1500000
2
Ignacio Bosch
Patrick Jänicke
Suleyman Bozpinar
Cihan Demir
Robert Stabenau
Maria Lòpez
Summary travel costs
price/unit in SEK Summary
3450
27600
12000
72000
2800
5600
40000
80000
8
2000000
2
3000000
125000
250000
5435200
price/km in SEK
Summary
600
8
4800
600
8
4800
450
8
3600
750
8
6000
600
8
4800
450
8
3600
27600
23
24
25