ISQS 4350: Project Management Term Report Great Plains Lions Eye Bank Software Proposal Nathan Blacketer Jeff Morris Brian Wilder 5/1/2009 Table of Contents Executive Summary....................................................................................................................................... 5 Project Description........................................................................................................................................ 6 Requirements................................................................................................................................................ 7 Project Goal............................................................................................................................................... 8 Requirements............................................................................................................................................ 8 Major Functions .................................................................................................................................... 8 Performance ......................................................................................................................................... 8 Outputs ................................................................................................................................................. 9 Inputs .................................................................................................................................................... 9 Growth ................................................................................................................................................ 10 Operation and Environment ............................................................................................................... 10 Compatibility, Interfaces ..................................................................................................................... 10 Reliability, Availability ......................................................................................................................... 10 Human Interface ................................................................................................................................. 10 Organizational Impact ......................................................................................................................... 11 Maintenance and Support .................................................................................................................. 11 Documentation and Training .............................................................................................................. 11 Stakeholder Signatures and Signoff ........................................................................................................ 12 Project Plan ................................................................................................................................................. 13 Introduction ............................................................................................................................................ 14 Project Team ........................................................................................................................................... 14 Project Communications Management Plan .......................................................................................... 15 Project Risk Management Plan ............................................................................................................... 15 Change Control (Scope) ...................................................................................................................... 15 Assumptions (Time) ............................................................................................................................ 15 Contingency Plans ............................................................................................................................... 16 Project Procurement Management Plan (Cost) ...................................................................................... 16 Project Quality Management Plan .......................................................................................................... 17 Human Resource Management Plan ...................................................................................................... 17 Project Cost Management Plan .............................................................................................................. 18 Break-even Analysis ............................................................................................................................ 18 Page ii Project Time Management Plan.......................................................................................................... 19 Project Tasks ....................................................................................................................................... 20 Network Diagram .................................................................................................................................... 22 Proposal ...................................................................................................................................................... 26 Scope ....................................................................................................................................................... 27 Advantages.............................................................................................................................................. 28 Financial .................................................................................................................................................. 29 Cost Analysis ....................................................................................................................................... 29 Cost Management Plan ....................................................................................................................... 30 Plan ......................................................................................................................................................... 30 Project Analysis ................................................................................................................................... 30 Deliverables............................................................................................................................................. 30 Project Analysis ................................................................................................................................... 30 Project Design ..................................................................................................................................... 30 Project Integration .............................................................................................................................. 30 Project Testing .................................................................................................................................... 30 Acceptance.............................................................................................................................................. 31 Alternatives ............................................................................................................................................. 31 Terms and Conditions ............................................................................................................................. 31 Glossary ................................................................................................................................................... 31 Functional Specification .............................................................................................................................. 32 System Overview .................................................................................................................................... 33 Major Objectives ..................................................................................................................................... 34 GPLEB Home Page............................................................................................................................... 34 Log in ................................................................................................................................................... 34 Add Data ............................................................................................................................................. 34 Update Data ........................................................................................................................................ 34 Search Database ................................................................................................................................. 34 Database ............................................................................................................................................. 34 View Autopsy Report ........................................................................................................................... 34 View Invoice Report............................................................................................................................. 34 View Statistics ..................................................................................................................................... 34 Page iii View Paperwork .................................................................................................................................. 34 Print Autopsy Report ........................................................................................................................... 34 Print Invoice Report ............................................................................................................................. 34 Print Statistics Report.......................................................................................................................... 35 Print Paperwork .................................................................................................................................. 35 Special System Requirements ................................................................................................................. 35 Component Descriptions ........................................................................................................................ 36 FS-CD-(RD-001) GPLEB Home Page ..................................................................................................... 36 FS-CD-(RD-002) GPLEB Log In Screen .................................................................................................. 37 FS-CD-(RD-003) GPLEB Data Entry Screen .......................................................................................... 38 FS-CD-(RD-004) Update Data .............................................................................................................. 39 FS-CD-(RD-005) Search Database........................................................................................................ 40 FS-CD-(RD-006) through FS-CD-(RD-010) View Reports ..................................................................... 41 FS-CD-(RD-011) Autopsy Report ......................................................................................................... 42 FS-CD-(RD-012) Invoice Report ........................................................................................................... 43 Other Deliverables (TRAINING) ............................................................................................................... 44 Specification Changes ............................................................................................................................. 44 Acceptance.............................................................................................................................................. 44 User and Project Team Interfaces........................................................................................................... 44 User’s Responsibilities ............................................................................................................................ 45 Terms, Conditions, Assumptions ............................................................................................................ 45 Earned Value Analysis ................................................................................................................................. 46 Earned Value Table ................................................................................................................................. 47 Tracking Gantt Chart ............................................................................................................................... 48 Progress Tracking .................................................................................................................................... 49 Analysis ................................................................................................................................................... 50 Project Schedule Status ...................................................................................................................... 50 Project Budget Status.......................................................................................................................... 50 Appendices.................................................................................................................................................. 51 Deliverables................................................................................................................................................. 55 Page iv Executive Summary This project will be created for the Great Plains Lions Eye Bank and the Department of Ophthalmology in the Texas Tech University Health Sciences Center. As such, the stakeholders are easy to determine: 1) Anne Willingham, Executive Director of the Great Plains Lions Eye Bank 2) Dr. David McCartney, Medical Director of the Great Plains Lions Eye Bank 3) Matt Driskill, Senior Clinical Department Administrator, Department of Ophthalmology 4) Brian Wilder, Project Manager, BMW The needs of the clients are simple, but important. At present, the eye bank saves donor information in bulky files which waste space, time and resources. The stakeholders would like BMW to create and implement a system that would allow the eye bank to store information in a database, use that stored information to create paperwork when necessary, and display statistics based on the stored information for use when audits are done at the end of the year. This system would effectively eliminate the need for one employee at the office, leaving the eye bank with an extra human resource to provide a presence in the medical community. The client stakeholders had some reservations about the project in the beginning, citing costs for new hardware and development software as concerns. BMW assured management that the program would be adapted for use on existing hardware and that development software would be open source, saving the clients thousands of dollars. After these concerns were allayed, the stakeholders presented a Request for Proposal and BMW began the work of solving the eye bank’s problem. Project Description The Great Plains Lions Eye Bank (GPLEB) is a non-profit entity that has been serving the south plains of West Texas for over 50 years. Consisting of two full-time employees and one part-time employee, the eye bank provides donor tissue to recipients of all walks of life and personally services several ophthalmologists and corneal surgeons right here in Lubbock. Thorough records are kept for each donor from which tissue is procured and for each recipient of donor tissue, whether that tissue was provided locally or imported from another eye bank. The problem for GPLEB is that its system for keeping records is archaic and rudimentary. Paper records regarding locally donated tissues and domestically imported tissues have been kept for the past twenty years, draining both the eye bank’s recourse and space. At the end of each year, statistics regarding the eye bank’s activities throughout the year are compiled and sent to the eye bank’s governing body. Rather than using a program to catalog this data, the eye bank personnel leafs through each bulky chart while keeping a tally of informational findings. This undertaking, which would take mere minutes with a functional database, takes day sunder the current method. For our term project, we will formulate a plan to update the GPLEB’s filing system, making each employee’s job easier and the work of the eye bank more efficient. We will create an interface where data can be entered and stored, eliminating the need to keep box after box of redundant information. We will identify stakeholders, create schedules and document tasks necessary for this project to succeed. In doing so, we hope to streamline the eye bank’s operations and increase our knowledge regarding project management. Requirements Term Report ISQS 4350: Project Management Introduction The Great Plains Lions Eye Bank is in need of a program to catalog its donors and reduce the amount of time needed to complete paperwork on each cornea it exports. This software application will be beneficial for the employees and executives who oversee the eye bank’s daily operation, as well as the ophthalmology department in the Health Sciences Center. The eye bank’s data collection and storage problems have been a concern for years. Bulky paper files are kept for each local donor and import cornea that comes through the facility. This results in a mountain of paperwork that takes days to complete for each piece of tissue. It is also a hindrance for the eye bank to try to compile statistics to report to the governing body at the end of the year; a task that would take a person 30 minutes with a functional database takes the same person three days when pulling each individual file. The eye bank staff has concluded that its time could be put to much better use if it could use a computer program to do the required work efficiently. We believe that we can help to introduce the eye bank to modern technology and help it to achieve the outcome it desires. Project Goal The goal of this project is to create a reliable source for the eye bank to store its data and reduce the amount of time necessary to complete paperwork. Upon successful completion of the project the eye bank will have streamlined operations, increased accuracy and improved efficiency in the donor cataloging process. Requirements Major Functions RD-MF-1: Queries will be available to search for any donor based on age, race, sex, etc. RD-MF-2: Data entry will store information into a database as well as filling in required values into paperwork necessary to complete files. RD-MF-3: The program will be able to provide statistics regarding donors, such as the number of donors between specific ages. RD-MF-4: The user will be prompted to input information by utilizing an easy to use graphical user interface RD-MF-5: Information stored in database must be encrypted for security purposes. Performance RD-P-1: The program should be able to handle the actions from at least ten users simultaneously. RD-P-2: The database should be able to hold 3,000 entries which should last the eye bank 10 – 12 years. RD-P-3: The program will provide an annual report of predetermined criteria Page 8 Term Report ISQS 4350: Project Management Outputs RD-GO-1: Import Cornea Checklist RD-GO-2: Billing Information Form RD-GO-3: Recipient Information Form RD-GO-4: 3-12 Month Follow-up Form RD-GO-5: Tissue Distribution Form RD-GO-6: Invoice RD-GO-7: Recipient Follow-up Letter RD-GO-8: Donor Chart Checklist RD-GO-9: Autopsy Information Request RD-GO-10: Donor Next of Kin Letter RD-GO-11: Corneal Surgeon Insert Form RD-GO-12: Tissue Return Information form RD-GO-13: Release of Tissue Checklist RD-GO-14: Import Evaluation Form RD-GO-15: Donor End of Month Report RD-GO-16: Donor End of Year Report RD-GO-17: Tissue Statistics End of Year Report Inputs RD-GI-1: Donor Number RD-GI-2: Import Donor Number RD-GI-3: Donor Age RD-GI-4: Donor Race RD-GI-5: Donor Sex RD-GI-6: Donor Cause of Death RD-GI-7: Donor Date of Death RD-GI-8: Donor Time of Death RD-GI-9: Donor Distribution Type RD-GI-10: Donor Distribution Location RD-GI-11: Autopsy RD-GI-12: Next of Kin First Name RD-GI-13: Next of Kin Last Name RD-GI-14: Next of Kin Address RD-GI-15: Donor First Name RD-GI-16: Donor Last Name RD-GI-17: Tissue ID RD-GI-18: Distribution Location RD-GI-19: Invoice ID RD-GI-20: Invoice Amount RD-GI-21: Surgery Type Page 9 Term Report ISQS 4350: Project Management Each of these inputs will be utilized in a number of the outputs. Growth RD-G-1: The database should hold a minimum of 3000 rows and 20 columns RD-G-2: The database should be able to work for all eye banks across Texas. RD-G-3: The database should be structured in such a way that it could be adapted into a national database or data warehouse. Operation and Environment RD-OE-1: The program will reside on a server located in the ophthalmology department at the Texas Tech University Health Sciences Center. RD-OE-2: Three client stations will be located in the eye bank itself, where all of the data entry will take place. RD-OE-3: The eye bank staff will be the personnel utilizing the client stations. Compatibility, Interfaces RD-CI-1: The program needs to support cross-platform functionality, allowing a user to access data from any computer through the web browser. RD-CI-2: The program will utilize W3C standards to ensure a standard experience exists across each platform Reliability, Availability RD-RA-1: The program will be setup in a three-tiered system to ensure it will be available to users whenever needed. RD-RA-2: The system will consist of one (1) database server, one (1) application server, and support multiple clients. RD-RA-3: The program will be built using a standard web language, supporting W3C standards so the interface will be reliable across all platforms, making it possible to access the program from any computer connected to the network with access to an internet browser. RD-RA-4: The program will be use a staging and production system setup, to ensure all code is bug-free before released into production. Human Interface RD-HI-1: The interface where the user meets the system should be simple and easy to navigate. RD-HI-2: The inputs the user enters should be stored in a database for the eye bank’s records. RD-HI-3: The user should be able to create, read, update and delete records with relative ease. RD-HI-4: The user should be able to print records upon request. RD-HI-5: The user should be able to recall records and organize data using interfaces that call standard SQL commands. Page 10 Term Report ISQS 4350: Project Management Organizational Impact RD-OI-1: Every eye bank employee will be able to navigate and utilize the new system. RD-OI-2: The system will replace the need to keep paper charts. RD-OI-3: The system will save time for employees by filling out forms automatically and keeping statistics without counting records by hand. RD-OI-4: With the time and money saved, eye bank employees can spend more time promoting the eye bank by being visible in the medical community. Maintenance and Support RD-MS-1: The program should be updated daily, weekly and monthly on both an internal and external server. RD-MS-2: The program will be supported for the lifetime of the product. This include critical bug fixes and minor technology changes. Documentation and Training RD-DT-1: Since this program is being devised for an office of three people, we will have a project team member on site to give instructions to the users on the day the project is officially implemented. RD-DT-2: If the situation arises that the program is in demand to other eye or tissue banks, a manual will be created and made available to any entity that wishes to purchase the software. RD-DT-3: The eye bank will keep records regarding those that attended a training session for the software, as its Standard Operating Procedure Manual instructs. Page 11 Term Report ISQS 4350: Project Management Stakeholder Signatures and Signoff _________________________________________________________ Director of Ophthalmology _________________________________________________________ Eye Bank Medical Director _________________________________________________________ Eye Bank Executive Director _________________________________________________________ Project Manager Page 12 Project Plan Term Report ISQS 4350: Project Management Introduction Our group is committed to helping the Great Plains Lions Eye Bank solve its problem regarding its monstrous files and endless paperwork. When embarking on a great journey, it is advantageous to use a road map; that is our intent with this document. This Project Plan will serve as a guide throughout the project. It will outline what we plan to do in the event that things go wrong and will also assist the project manager in leading the project team and assessing project status. We will look at several areas with respect to the project at hand, including Project Communications, Project Risk Management, Quality Management and Contingency Plans. Within these areas, we will provide general guidelines for use as the project matures and takes shape. Project Team Brian Wilder, our Project Manager, will be your contact person to communicate items to the development team. Brian has been with BMW since its incorporation. Having graduated from Texas Tech University with an M.S.B.A in Management Information Systems, Brian has a thorough understanding of the unique needs of information technology projects. With over 200 hours of successful project management experience and the Project Management Professional certification, he is more than qualified for GPLEB software needs. Nathan Blacketer, our System Analyst, will be charged with heading a team to design the custom system and ensuring all business needs are met. Nathan has also been with BMW since its incorporation and holds an M.S.B.A. in Business Intelligence from Texas Tech University. In addition, Nathan's training and expertise in Six Sigma, a business problem solving system, allows him to derive an effective solution for any potential business problem. Jeff Morris, our Enterprise Programmer, will be charged with heading a team to implement the custom solution designed by our System Analyst and team. Ryan has been with BMW since its incorporation and holds a B.S. in Computer Science from Texas Tech University. His degree in Computer Science has given him the skills necessary to lead a development team, making all of our custom projects a success. In addition, his multiple Microsoft Professional certifications ensure that a quality product is the final result. Page 14 Term Report ISQS 4350: Project Management Project Communications Management Plan Any good team must communicate to be successful. To this end, we will schedule regular meetings to give status updates, exchange ideas and foster camaraderie among team members and project stakeholders. Weekly status meetings will be held every Friday at 3:30pm in the AB235 Conference Room adjacent to the Texas Tech Health Sciences Center Department of Ophthalmology. In these meetings, the project manager will preside over the proceedings and relay information from management to team members and vice versa. The final 15 minutes of the meeting will be an open forum where any of the stakeholders can voice concerns and ask questions. Team members will be subject to reviews every Monday morning in which they will report what tasks they have and have not completed at that point. Team members should also be prepared to reveal where they need help to keep the project on time. The project manager will keep team members abreast of what is required of them in accordance with our Work Authorization System. Project Risk Management Plan Change Control (Scope) A Change Control Committee will be designated to oversee any changes that need to be made in the requirements. The project manager will be available to interact with this group and relay additional financial and time requirements as a result of any changes requested. Any changes that result in a new cost estimate for the project will be signed by the Change Control Committee, the Project Manager and any stakeholders that signed the original Requirements Document. Assumptions (Time) The project start date will be posted as 1/15/2009. All team members will be working 8 hours per day on this project and we have no part-time personnel. The conceptualization and planning phases will be completed before any implementation begins. The project will be finished by 5/1/2009. Risks Likelihood Severity Importance Team Member Leaves .3 5 1.5 Task on CP delayed .5 3 1.5 GPLEB mgmt changes .2 7 1.4 Requirement changes .6 4 2.4 GPLEB closes .1 10 1.0 Page 15 Term Report ISQS 4350: Project Management Contingency Plans Team Member Leaves In the case of a team member leaving, another person will be hired to replace him. During the time it takes to find a new team member, the other remaining team members will work together to pick up the slack. The new team member should inherit tasks that are not behind in terms of time or cost. Task on Critical Path delayed If a task on the critical path is delayed, every effort will be made to catch the task up. Any additional resources available will be administered to the lagging task. This could take the form of overtime pay, bonuses for on-time completion, or additional personnel moved from an activity that has a significant amount of slack. GPLEB Management Changes In the event that GPLEB experiences a change in management, the new management will immediately be brought up to speed on what the GPLEB has agreed to and what percentage of the work has been completed. Any changes requested by the new management will be subject to review by the Change Control Committee and the same rules will apply. Requirement Changes Any changes in requirements must be done through the Change Control Committee. These changes can effect completion dates or cost estimates, so changes are not to be made on a whim. If changes are made, extra resources, including capital and/or time, will be requested accordingly. GPLEB Closes If the GPLEB closes its doors for good, the team will cease any work on the project immediately. If payment is current, completed work will be turned over to the paying entity. If payment is not current, our team reserves the right to retain all intellectual property. Project Procurement Management Plan (Cost) There should not be any procurement to speak of. All of the technology to be used is open source and the Eye Bank and the Department of Ophthalmology already own servers and client stations that can be used for this project. There should be no cost associated with the project, aside from the salary of the project team. Page 16 Term Report ISQS 4350: Project Management Project Quality Management Plan Our team will work diligently to ensure a product that meets the customer’s expectations. In order to accomplish this, we are committed to completing a comprehensive review after each milestone and obtaining signatures of stakeholders following each major portion of the project. Throughout the course of the undertaking, we will be reviewing schedules and supervising tasks to make sure that each portion is on budget and on time. This will allow us to take care of problems as they arise, rather than waiting for them to cause trouble. Walkthroughs will be utilized after every major design element is complete. Human Resource Management Plan We will only require the three team members that we currently employ to complete the project on time and on budget. If any other human resources are required, we will voice that concern to the stakeholders and then proceed to the Change Control Committee. Our team will be compensated and treated well as we understand that they are the backbone of this project. Good projects don’t happen without good people. Lastly, we will have an Open Door Policy where any of our team members will feel free to talk to the project manager and voice concerns or problems without fear of retaliation. Page 17 Term Report ISQS 4350: Project Management Project Cost Management Plan Break-even Analysis Current System Cost each Period $ $ $ $ 128.97 443.97 28,000.00 28,572.94 per 1 year for paper per 1 year for toner per 1 year for employee $ $ 55.00 28,627.94 printer maintenance Future System Initial Cost $ 19,120.00 Development and implementation of new system yearly cost $ 1,200.00 $ 20,320.00 maintenance Cost of Current System for 2 Years $ $ 28,627.94 Total cost a year for current system 2 years 57,255.88 Cost of Future system for 2 years $ 19,120.00 $ 1,200.00 Development and implementation of new system cost each year after initial year 2 years $ 20,320.00 This new system will represent a $27,427.94 cost savings every year after the breakeven point of less than two years. However, the main goal of the system is not to save costs. The main selling point is the fact that an accurate record will be keep, in a format that will be easier to share with other eye banks, should it become necessary. Also, this will create a consistent system from year to year, eliminating time spent on training new employees. Page 18 Term Report ISQS 4350: Project Management Project Time Management Plan ID 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 Task Name Eye Bank System Implementation Creation Back-End Donor Data Tables Tissue Data Tables Front-End Donor Data Entry Screen Statistics Reporting Tissue Data Entry Screen Statistics Reporting Debugging Alpha - (Internal) Back-End Testing (Load Balancing) Front-End Testing Beta - (External) Client Check-off Sheets Collect Results Bug Fixes Documentation User Manual Developer Manual Training Meeting Duration 32 days 25 days 14 days 2 days 1 day 1 day 12 days 6 days 2 days 2 days 2 days 6 days 2 days 2 days 2 days 11 days 4 days 1 day 3 days 3 days 3 days 1 day 3 days 6 days 3 days 3 days 1 day 1 day Start 3/3/2009 8:00 3/3/2009 8:00 3/3/2009 8:00 3/3/2009 8:00 3/3/2009 8:00 3/4/2009 8:00 3/5/2009 8:00 3/5/2009 8:00 3/5/2009 8:00 3/9/2009 8:00 3/11/2009 8:00 3/13/2009 8:00 3/13/2009 8:00 3/17/2009 8:00 3/19/2009 8:00 3/23/2009 8:00 3/23/2009 8:00 3/23/2009 8:00 3/24/2009 8:00 3/27/2009 8:00 3/27/2009 8:00 4/1/2009 8:00 4/2/2009 8:00 4/7/2009 8:00 4/7/2009 8:00 4/10/2009 8:00 4/15/2009 8:00 4/15/2009 8:00 Page 19 Finish 4/15/2009 17:00 4/6/2009 17:00 3/20/2009 17:00 3/4/2009 17:00 3/3/2009 17:00 3/4/2009 17:00 3/20/2009 17:00 3/12/2009 17:00 3/6/2009 17:00 3/10/2009 17:00 3/12/2009 17:00 3/20/2009 17:00 3/16/2009 17:00 3/18/2009 17:00 3/20/2009 17:00 4/6/2009 17:00 3/26/2009 17:00 3/23/2009 17:00 3/26/2009 17:00 3/31/2009 17:00 3/31/2009 17:00 4/1/2009 17:00 4/6/2009 17:00 4/14/2009 17:00 4/9/2009 17:00 4/14/2009 17:00 4/15/2009 17:00 4/15/2009 17:00 Cost $19,120.00 $14,960.00 $7,840.00 $1,120.00 $560.00 $560.00 $6,720.00 $3,360.00 $1,120.00 $1,120.00 $1,120.00 $3,360.00 $1,120.00 $1,120.00 $1,120.00 $7,120.00 $2,240.00 $560.00 $1,680.00 $2,400.00 $2,400.00 $800.00 $1,680.00 $3,360.00 $1,680.00 $1,680.00 $800.00 $800.00 Term Report ISQS 4350: Project Management Project Tasks WBS# 1 1.1 1.1.1 1.1.1.1 1.1.1.1.1 1.1.1.1.2 1.1.1.2 1.1.1.2.1 1.1.1.2.1.1 1.1.1.2.1.2 1.1.1.2.1.3 1.1.1.2.2 1.1.1.2.2.1 1.1.1.2.2.2 1.1.1.2.2.3 1.1.2 1.1.2.1 1.1.2.1.1 1.1.2.1.2 1.1.2.2 1.1.2.2.1 1.1.2.3 1.1.2.4 1.2 1.2.1 1.2.2 1.3 1.3.1 Task Eye Bank System Implementation Creation Back-End Donor Data Tables Tissue Data Tables Front-End Donor Data Entry Screen Statistics Reporting Tissue Data Entry Screen Statistics Reporting Debugging Alpha thru (Internal) Back-End Testing (Load Balancing) Front-End Testing Beta thru (External) Client Check-off Sheets Collect Results Bug Fixes Documentation User Manual Developer Manual Training Meeting Major Function Inputs Outputs RD-MF-2 RD-MF-2 RD-GI-1 thru RD-GI-21 RD-GI-1 thru RD-GI-21 RD-GO-1 thru RD-GO-14 RD-GO-1 thru RD-GO-14 RD-MF-4 RD-MF-3 RD-MF-3 RD-GI-1 thru RD-GI-21 RD-GO-1 thru RD-GO-14 RD-GO-17 RD-GO-15 and RD-GO-16 RD-MF-4 RD-MF-3 RD-MF-3 RD-GI-1 thru RD-GI-21 RD-GO-1 thru RD-GO-14 RD-GO-17 RD-GO-15 and RD-GO-16 RD-DT-2 RD-DT-2 RD-DT-1 Page 20 Days 32 days 25 days 14 days 2 days 1 day 1 day 12 days 6 days 2 days 2 days 2 days 6 days 2 days 2 days 2 days 11 days 4 days 1 day 3 days 3 days 3 days 1 day 3 days 6 days 3 days 3 days 1 day 1 day Cost $19,120.00 $14,960.00 $7,840.00 $1,120.00 $560.00 $560.00 $6,720.00 $3,360.00 $1,120.00 $1,120.00 $1,120.00 $3,360.00 $1,120.00 $1,120.00 $1,120.00 $7,120.00 $2,240.00 $560.00 $1,680.00 $2,400.00 $2,400.00 $800.00 $1,680.00 $3,360.00 $1,680.00 $1,680.00 $800.00 $800.00 Term Report ISQS 4350: Project Management ID 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 Task Name Eye Bank System Implementation Creation Back-End Donor Data Tables Tissue Data Tables Front-End Donor Data Entry Screen Statistics Reporting Tissue Data Entry Screen Statistics Reporting Debugging Alpha - (Internal) Back-End Testing (Load Balancing) Front-End Testing Beta - (External) Client Check-off Sheets Collect Results Bug Fixes Documentation User Manual Developer Manual Training Meeting Duration 32 days 25 days 14 days 2 days 1 day 1 day 12 days 6 days 2 days 2 days 2 days 6 days 2 days 2 days 2 days 11 days 4 days Cost $19,120.00 $14,960.00 $7,840.00 $1,120.00 $560.00 $560.00 $6,720.00 $3,360.00 $1,120.00 $1,120.00 $1,120.00 $3,360.00 $1,120.00 $1,120.00 $1,120.00 $7,120.00 $2,240.00 1 day 3 days 3 days 3 days 1 day 3 days 6 days 3 days 3 days 1 day 1 day $560.00 $1,680.00 $2,400.00 $2,400.00 $800.00 $1,680.00 $3,360.00 $1,680.00 $1,680.00 $800.00 $800.00 Page 21 Requirement Number RD-MF-2 RD-MF-2 RD-MF-4 RD-MF-3 RD-MF-3 RD-MF-4 RD-MF-3 RD-MF-3 RD-DT-2 RD-DT-2 RD-DT-1 Term Report ISQS 4350: Project Management Network Diagram Page 22 Term Report ISQS 4350: Project Management Page 23 Term Report ISQS 4350: Project Management Page 24 Term Report ISQS 4350: Project Management March 13, 2009 Anne Willingham Executive Director Great Plains Lions Eye Bank 3601 4th St., Suite BAB104HSC Lubbock, TX 79408 Dear Ms. Willingham: Thank you for the opportunity to respond to your RFP regarding a database and software system for handling your donor records. Blacketer-Morris-Wilder (BMW) is a group that is on the cutting edge of technology and we have no doubt that we can meet and exceed your expectations. Enclosed is our formal proposal. If you have any questions, you are welcome to call Brian Wilder at (806) 555 – 5555 anytime, day or night. While we are happy to serve you, we must ask that you respond to this offer in a prompt fashion, as we cannot reserve our resources for a great length of time. We ask for your decision by March 23, 2009. If we have not received an answer from you by this date, we will not be able to guarantee the proposed start dates and cost estimates. Sincerely, Brian L. Wilder Project Manager BMW Ltd. (806) 555-5555 Page 25 Proposal Term Report ISQS 4350: Project Management Scope The Great Plains Lions Eye Bank (GPLEB) procures and, when necessary, imports donor tissue to service patients suffering from corneal blindness in West Texas. Information regarding tissue recovery and tissue importation must be documented and statistics must be kept in accordance with the bylaws of the Eye Bank Association of America (EBAA) and the Food and Drug Administration (FDA). At present, the GPLEB utilizes a bulky, inefficient paper filing system to catalog each donor and import entry. This practice costs the GPLEB thousands of dollars per year in paper and man hours – hours which could be put to much better use. BMW Ltd. has developed a solution to this problem utilizing a system that would keep these files and statistics electronically. Our system will file the necessary attributes for each donor and each tissue, but will reduce waste. By making use of a LAMP configuration (an arrangement that consists of a Linux operating system, an Apache web server, MySQL as a database server and PHP as a development language), we will be able to effectively set up a working database that will be simplistic enough for inexperienced users to learn quickly and yet powerful enough to be able to perform each function necessary. It will also be exponentially faster to use our system as opposed to filling out each file by hand. The data entered will be backed up weekly to local and external servers weekly to ensure that all information is saved and secure. Our system will be able to produce all of the reports and statistics that the GPLEB will require every month and every year. Not only will this be a more efficient and responsible system for the eye bank, it will also increase employee morale because of the elimination of redundant and tedious work. At this point we do not anticipate significant future growth beyond the GPLEB’s needs, but we feel it would be wise to be prepared in case there becomes a demand for program among eye banks nationwide. The GPLEB handles roughly 200 tissues every year and our database will be capable of holding 5000 entries, so the database should last the eye bank 25 years. We will provide training for eye bank employees, but we will also be developing a manual so that we can be prepared in the event that there becomes a larger demand for our system. Not only will this program benefit the GPLEB, but the possibility of a standardized system nationwide would be advantageous for the entire eye bank community. Our proposed system will not include provisions for research tissue, since we are being asked only to catalog surgical tissue. In addition, we will not include paperwork for items ordered, items received or any cleaning and lab maintenance documentation in our system. Page 27 Term Report ISQS 4350: Project Management Advantages Our software system will enjoy a litany of advantages over the current paper file system the GPLEB currently employs. The first of these is the fact that our system will end the need for thousands of dollars worth of paper per year. Our system will keep these files electronically and the data will be available 24 hours per day. If an employee has access to the server at his or her residence, he or she can even make updates to the data from home! Our system will also free up space inside the eye bank. At present, the entries into these paper files are stored in cabinets which take up a great deal of space. With all the files kept electronically, this space can be used for a more worthwhile cause. Another advantage our system will provide is time and cost savings in terms of man hours. The annual statistical reports for the EBAA and FDA that took days to compile previously will now be generated in a matter of minutes. In addition, everyday tasks at the eye bank will now be able to be done at a computer station, rather than having to fill out 27 different forms in sequence. What was once a two or three day job for two people will now be a 1 hour job for one person. The GPLEB would benefit from using our system over any other sort of system because one of our team is actually a former eye banker that understands the demands and needs of the eye bank. Not only can we provide a better service because of this, but we also have an understanding of what the EBAA and FDA require. Page 28 Term Report ISQS 4350: Project Management Financial If we can get a go ahead decision by March 23, 2009, our assigned start date will be March 26, 2009. From that point, our estimated completion date for creation of the system will be April 20, 2009 and testing can begin. The entire process is scheduled to be finished on May 16, 2009. Cost Analysis ID 1 Task Name Eye Bank System 2 Implementation 3 Creation 4 Cost $19,120.00 $14,960.00 $7,840.00 Back-End $1,120.00 5 Donor Data Tables $560.00 6 Tissue Data Tables $560.00 7 Front-End $6,720.00 8 Donor $3,360.00 9 Data Entry Screen $1,120.00 10 Statistics $1,120.00 11 Reporting $1,120.00 12 Tissue $3,360.00 13 Data Entry Screen $1,120.00 14 Statistics $1,120.00 15 Reporting $1,120.00 16 17 Debugging $7,120.00 Alpha - (Internal) $2,240.00 18 Back-End Testing (Load Balancing) 19 Front-End Testing 20 21 $1,680.00 Beta - (External) $2,400.00 Client Check-off Sheets 22 Collect Results 23 Bug Fixes $560.00 $2,400.00 $800.00 $1,680.00 24 Documentation $3,360.00 25 User Manual $1,680.00 26 Developer Manual $1,680.00 27 28 Training $800.00 Meeting $800.00 Page 29 Term Report ISQS 4350: Project Management Cost Management Plan Since the systems we are utilizing are open source programs and the Department of Ophthalmology already has a server that we can make use of, costs will be kept at a minimum. The only costs for the GPLEB will be the yearly maintenance of the system and the cost of our project team. The yearly maintenance ends up being $1200.00/year and the costs of the team end up being $19,120.00. Plan The BMW Ltd. Project team will consist of Brian Wilder as the Project Manager and two Developers, Jeff Morris and Nathan Blacketer. The major phases of the proposed system are outlined below, along with individual tasks that must be undertaken. Project Analysis Conduct interviews with eye bank and ophthalmology personnel to learn about GPLEB’s current practices. Design requirements document as a guideline for scope and draw up proposal. Present proposal to chief stakeholders. Deliverables During the course of this project, there will be four deliverables. The deliverables must be completed in proper sequence in order for the project to be completed correctly. Each deliverable is assigned a specific start and end date. These time constraints must be met to keep the project on time. Project Analysis Start: March 26, 2009 End: March 31, 2009 Project Design Start: April 1, 2009 End: April 12, 2009 Project Integration Start: April 13, 2009 End: April 25, 2009 Project Testing Start: April 26, 2009 End: May 09, 2009 Page 30 Term Report ISQS 4350: Project Management Acceptance Our team will have scheduled review points where the customer will be able to ascertain whether their expectations are being met or not. Once the stakeholders have the report, they will have 3 business days to determine whether or not to accept the work or make changes. If changes are necessary, our developers will be available to the stakeholders to discuss the nature of these changes. Furthermore, BMW will use a standard Project Acceptance template to ensure that quality is met. The eye bank will also have the opportunity to view final documentation from the project. This includes such items as project deliverables, activities that were outside of the scope, actual costs and acceptance testing. Alternatives The GPLEB could continue working with the current paper system, which would cost more and involve more man hours. The eye bank could also use another eye bank’s database system, but our system will be specifically designed to meet the GPLEB’s needs, while other software will not. Another option the GPLEB could consider would be to use Microsoft Access and create its own database. However, unless the company has the right personnel, the database might not be easy for the user to navigate and it would lack a proper graphical user interface. For these reasons, we believe that our software would be the most beneficial option for the GPLEB. Terms and Conditions This proposal and the associated cost quote will be good for 10 days after this proposal’s receipt. BMW Ltd. cannot be held responsible for any problems that are not associated with this proposal or BMW Ltd.’s exclusive work. The BMW team will not assume any liability relative to this proposal. Upon acceptance of this proposal, the customer is expected to fulfill its responsibilities, just as BMW Ltd. is. Our team guarantees the work it has suggested, subject to changes in cost and duration because of customer changes. Glossary BMW Ltd. – The Blacketer Morris Wilder team that will develop the software GPLEB – Great Plains Lions Eye Bank FDA – Federal Food and Drug Administration LAMP – Linux Apache MySQL PHP configuration for software Page 31 Functional Specification Term Report ISQS 4350: Project Management System Overview The GPLEB has requested us to build a system that will store donor information, local tissue information and imported tissue information. The system will also extract information from the database in order to print out necessary paperwork for individual donor files. The system will then take that information and generate reports and statistics based on the inputs. To do this, we propose the following system: GPLEB Home Page Log in Add Data Update Data Search Database Database View autopsy report Print autopsy report View invoice report Print invoice report View Statistics Print statistics View paperwork Print paperwork Exit system We believe that this configuration will provide both the functionality that the user desires and also the simplicity that the user requests. Page 33 Term Report ISQS 4350: Project Management Major Objectives GPLEB Home Page o Gives the user a starting point from which to proceed with any of a number of objectives. Log in o Ensures that the user who will be performing actions on the GPLEB system is authorized to do so. Add Data o Allows a user to make a new entry into the database. Update Data o Allows a user to add or change data to an existing entry in the database. Search Database o Allows the user to find specific data pertaining to a specific donor or tissue. Database o Holds all of the data and displays results when queried. View Autopsy Report o Allows user to view autopsies performed, results and date when results were received. View Invoice Report o Allows user to view which invoices have been paid, have not been paid, amounts and dates. View Statistics o Allows user to view which statistics are kept, along with which donors and tissues fall under each query. View Paperwork o Allows user to view the paperwork to be stored and/or printed as a result of inputs. Print Autopsy Report o Prints autopsy report Print Invoice Report o Prints invoice report Page 34 Term Report ISQS 4350: Project Management Print Statistics Report o Prints statistics report Print Paperwork o Prints paperwork Special System Requirements As promised in the proposal, the software we utilize must have no cost attached, so only open source programs can be used for this project. In addition, only authorized users will be allowed to access the system, so a log in feature must be incorporated. Lastly, the stakeholders involved in this project have requested that we use a Windows based operating system, so we will be utilizing a Windows Apahace MySQL PHP (WAMP) configuration rather than the Linux Apache MySQL PHP (LAMP) set up we suggested earlier. Page 35 Term Report ISQS 4350: Project Management Component Descriptions FS-CD-(RD-001) GPLEB Home Page The GPLEB Home Page will be very basic. If any unauthorized user wanders into it, they will be asked to log in to prove that they are an authorized user. Page 36 Term Report ISQS 4350: Project Management FS-CD-(RD-002) GPLEB Log In Screen The GPLEB log in screen asks for the username and password of any authorized user. This prevents unauthorized users from having access to the GPLEB database. Page 37 Term Report ISQS 4350: Project Management FS-CD-(RD-003) GPLEB Data Entry Screen If the user selects Import Tissue, he or she is asked to enter the following inputs: Import Donor Number (RD-GI-2), Donor Age (RD-GI-3), Donor Race (RD-GI-4), Donor Cause of Death (RD-GI-6), Donor Date of Death (RD-GI-7), Tissue ID (RD-GI-17), Invoice ID (RD-GI-19), Invoice Amount (RD-GI-20) and Surgery Type(RD-GI-21) . If the user selects Local Tissue, he or she is asked to enter the following inputs: Tissue ID (RD-GI-17), Invoice ID (RD-GI-19), Invoice Amount (RD-GI-20), Tissue Distribution Type (RD-GI-9), Tissue Distribution Location (RD-GI-10) and Surgery Type (RD-GI-21). If the user selects Local Tissue, he or she is asked to enter the following inputs: Donor Number (RD-GI1), Donor Age(RD-GI-3), Donor race(RD-GI-4), Donor Sex (RD-GI-5), Donor Cause of Death (RD-GI-6), Donor Date of Death(RD-GI-7), Donor Time of Death (RD-GI-8), Autopsy (RD-GI-11), Next of Kin First Name (RD-GI-12), Next of Kin Last Name (RD-GI-13), Next of Kin Address (RD-GI-14), Donor First Name (RD-GI-15), Donor Last Name (RD-GI-16) Page 38 Term Report ISQS 4350: Project Management FS-CD-(RD-004) Update Data On the GPLEB Update Data Screen, the user will be asked which entry he or she would like to update by choosing the Donor or Tissue ID number from a drop down box. Page 39 Term Report ISQS 4350: Project Management FS-CD-(RD-005) Search Database On the Search database screen, the user is asked to choose which value he or she would like to find from a specified field. Page 40 Term Report ISQS 4350: Project Management FS-CD-(RD-006) through FS-CD-(RD-010) View Reports On the view reports page, the user chooses a report to view. The choices are Autopsy Report, Invoice Report, Statistics Report and Donor Files to print. Page 41 Term Report ISQS 4350: Project Management FS-CD-(RD-011) Autopsy Report On this screen, the user can choose to simply view the autopsy report or can print the information. Page 42 Term Report ISQS 4350: Project Management FS-CD-(RD-012) Invoice Report On this screen, the user can choose to simply view the invoice report or can print the information. Page 43 Term Report ISQS 4350: Project Management Other Deliverables (TRAINING) We will produce and provide a user’s guide to complement the training that we will provide upon completion of the project. The user’s guide will detail every intricacy from the front-end of the system and will answer most common questions a user could have. The training session we will provide at close of the project will last 1 standard work day and will encompass every major component of the system. We will also provide the company with the cell number to one of our developers in the event that personal help is needed with regard to the system. Specification Changes Changes after the analysis phase can be costly and time consuming. For this reason, we propose the following: a change control committee, consisting of at least one person from the customer organization and one person from the project team, plus the project leader. The person from the design team who is designated to the change control team will be the change control team leader. The proposed changes should be submitted to the team on a weekly basis, and the changes should be ranked by order of importance. Each change will then be categorized as easy, moderate or difficult. Cost and schedule concerns will then be taken into account. The team will vote on which changes can feasibly be made and what the new cost of the project will be. Acceptance Acceptance will be done in the following manner: Tests and expected results will be documented. These tests will be designed to simulate every function the system has been constructed to perform. These tests will be approved by the customer before the tests are actually run. At the time of completion, the user will perform each test, signing off on each test that performs the requested functionality perfectly. Each test that does not display the requested functionality will be performed again, and then cited as a problem area if necessary. These failures will be fixed and the tests will be run again. Once each test is signed off on, the customer will be required to submit all charges agreed upon. User and Project Team Interfaces Both the project team and the customer entity must be able to communicate effectively to ensure that the project performs in the most efficient manner. The development team will most likely have questions frequently and there should be a member of the customer base that will be available to answer any questions that arise. This customer representative must have an in depth knowledge of what the customer desires and what the program should do. Both of these sects must be able to communicate with management as well. The project manager and the customer liaison will be most likely to converse with the customer management, but this communication will be most important as it pertains to budgets, schedules, changes and the like. Page 44 Term Report ISQS 4350: Project Management User’s Responsibilities The customer must submit the desired tests for acceptance by April 20th, 2009. The customer must also be prepared to run the tests and sign off on each individual functionality aspect. The customer must return the functional specification, the design document and the acceptance tests within a week of their submission from the development team so that any changes can be made expediently. Each of these documents must contain the customer signature. Terms, Conditions, Assumptions This proposal and the associated cost quote will be good for 10 days after this proposal’s receipt. BMW Ltd. cannot be held responsible for any problems that are not associated with this proposal or BMW Ltd.’s exclusive work. The BMW team will not assume any liability relative to this proposal. Upon acceptance of this proposal, the customer is expected to fulfill its responsibilities, just as BMW Ltd. is. Our team guarantees the work it has suggested, subject to changes in cost and duration because of customer changes. Page 45 Earned Value Analysis Term Report ISQS 4350: Project Management Earned Value Table ID 5 6 9 10 11 13 14 15 18 19 21 22 23 25 26 28 Task Name Donor Data Tables Tissue Data Tables Data Entry Screen Statistics Reporting Data Entry Screen Statistics Reporting Back-End Testing (Load Balancing) Front-End Testing Client Check-off Sheets Collect Results Bug Fixes User Manual Developer Manual Meeting TOTALS: Duration Cost Per Day Comp % ACWP 1 $ 560.00 $ 560.00 75% $ 410.00 $ 1 $ 560.00 $ 560.00 75% $ 435.00 $ 2 2 2 2 2 2 $ $ $ $ $ $ 560.00 560.00 560.00 560.00 560.00 560.00 $ $ $ $ $ $ 1,120.00 1,120.00 1,120.00 1,120.00 1,120.00 1,120.00 100% 50% 50% 0% 0% 0% 1 $ 560.00 $ 560.00 3 $ 560.00 3 Budget BCWP CV SV 560.00 $ 420.00 $ 10.00 $ (140.00) 560.00 $ 420.00 $(15.00) $ (140.00) $1,100.00 $ 565.00 $ 565.00 $ $ $ - $ 1,120.00 $ 1,120.00 $ 1,120.00 $ $ $ - $1,120.00 $ 560.00 $ 560.00 $ $ $ - $ 20.00 $ (5.00) $ (5.00) $ $ $ - $ $ (560.00) $ (560.00) $ $ $ - 0% $ - $ - $ - $ - $ - $ 1,680.00 0% $ - $ - $ - $ - $ - $ 800.00 $ 2,400.00 0% $ - $ - $ - $ - $ - 1 3 3 $ 800.00 $ 560.00 $ 560.00 $ 800.00 $ 1,680.00 $ 1,680.00 0% 0% 0% $ $ $ - $ $ $ - $ $ $ - $ $ $ - $ $ $ - 3 $ 560.00 $ 1,680.00 0% $ - $ - $ - $ - $ - 1 32 $ 560.00 $ 0% $ - $ - $ - $ - $ - BAC: EAC: 18,880.00 18,849.35 TAC: ETAC: 32 46.55 560.00 $3,075.00 Page 47 BCWS $ 4,480.00 $3,080.00 $ 5.00 $(1,400.00) SPI CPI 0.69 1.001 Term Report ISQS 4350: Project Management Tracking Gantt Chart Page 48 Term Report ISQS 4350: Project Management Progress Tracking Page 49 Term Report ISQS 4350: Project Management Analysis Project Schedule Status According to our Earned Value Analysis (EVA), our project is behind schedule. The Time at Completion (TAC) is the duration of the project as determined by the critical path. On this project, our TAC has a value of 32 days; if the project is completed in less than 32 days, we will be ahead of schedule and if the project finishes in more than 32 days, the project will be late. Our current Estimated Time at Completion (ETAC) is 46.5 days, putting us well behind schedule. We also know our project is behind schedule by the value of our Schedule Performance Index (SPI). The SPI is the ratio of work performed to work scheduled. In other words, it is the percentage of work actually done when compared against the amount of work that is scheduled to be done by a certain point. Our SPI value is currently 0.69, meaning we’ve only completed 69% of the work that was scheduled to be completed by this time. In a more general sense, the project Schedule Variance (SV) can also be used to determine that things are not going as planned in our project. The negative value indicates that our project is either behind schedule or over budget (or both). Since we have already concluded that the project is behind schedule using the TAC, ETAC and SPI, we should now move on and try to determine whether or not we are over budget as well. Project Budget Status According to our Earned Value Analysis (EVA), our project is slightly under budget. We can see this by comparing the Budget at Completion (BAC) with the Estimated Actual Cost (EAC). The BAC provides the figure we expect the project to cost if it runs exactly as the WBS would predict. The EAC shows the cost of the project where the remainder of the project is to be completed according to plan. The BAC value is $18,880, meaning we have that amount of capital budgeted to complete the project. The EAC is currently $18,849.35, meaning that if we continue in this manner, we will complete the project with capital to spare. We can also see that our project is slightly under budget by viewing our Cost Performance Index (CPI). The CPI is the ratio of work performed to actual costs, meaning that it is actually the percentage of work performed versus how much work should be performed when a certain level of capital has been used. A CPI of 100% would mean that a project costs exactly as much as predicted. At this point in our project, we have a CPI value of 1.001, meaning that we have completed 100.1% of the work that should have been completed when this level of capital was used. Page 50 Appendices Figure 1. Statistical Report Ledger - Page 1 ................................................................................................ 52 Figure 2. Statistical Report Ledger - Page 2 ................................................................................................ 53 Figure 3. Statistical Report Ledger - Page 3 ................................................................................................ 54 Term Report ISQS 4350: Project Management Figure 1. Statistical Report Ledger - Page 1 Page 52 Term Report ISQS 4350: Project Management Figure 2. Statistical Report Ledger - Page 2 Page 53 Term Report ISQS 4350: Project Management Figure 3. Statistical Report Ledger - Page 3 Page 54 Deliverables