University of Gondar

Faculty of Informatics
Department Of Information Technology (MSC)
Course Title: Software Project Management

Online Water Billing System for Gondar City Water Supply and Sewerage Office

Group Members:

1. Dehininet Abathun
2. Nibret Adamu

Submitted to: Abay T (Assi.proff)

July 2018
Table of Contents
List of Tables.............................................................................................................................................iii
1. Introduction.....................................................................................................................................1
2. Project Organization........................................................................................................................2
i. Process Model..............................................................................................................................2
ii. Project Phases..............................................................................................................................2
iii. Project Responsibilities:...........................................................................................................3
3. Project Management and Control....................................................................................................4
4. Assumptions, Dependencies and Constraints...................................................................................4
5. Initial Project Plan Details...................................................................................................................5
Risk Management Plan............................................................................................................................5
Project Quality Management Plan (PQMP).........................................................................................6
Scope management plan......................................................................................................................7
Communication Management..............................................................................................................8
Work Breakdown Structure plan........................................................................................................11
Resource Allocation Plan...................................................................................................................12
Cost Management Plan......................................................................................................................13
Time schedule....................................................................................................................................14
6. Monitoring and Controlling Mechanisms......................................................................................14
7. Technical Procedure......................................................................................................................14
Methods, techniques and tools...........................................................................................................15
Methods.................................................................................................................................................15
Main Phases/Activities......................................................................................................................15
Tools..................................................................................................................................................17
Programming Languages & Tools.....................................................................................................18
List of Figures
Figure 1: Process Model..............................................................................................................................2
Figure 2: WBS...........................................................................................................................................11
Figure 3: Time schedule............................................................................................................................14

List of Tables
Table 1: Project plan document...................................................................................................................2
Table 2: Project Responsibilities.................................................................................................................4
Table 3: Risk Management Plan..................................................................................................................6
Table 4: Scope management plan................................................................................................................8
Table 5: Resource Allocation Plan............................................................................................................12
Table 6: RACI Matrix................................................................................................................................13
Table 7: Cost Management Plan................................................................................................................13
Table 8: Methods.......................................................................................................................................15
Table 9: Main Phases/Activities................................................................................................................17
Table 10:Modeling Tools..........................................................................................................................18
 Project Data

 Client: Gondar water and sewerage agency

 Name of project: Online Billing System for Gondar City Water Supply and Sewerage Office

 Project participants:

No. Name of group E_mail address Phone No.

members

1 Dehininet Abathun Dehininetabathun@gmail.com +251912840861

2 Nibret Adamu Nibretadamu@gmail.com +251918574547

 Planned workload: 7 hours/day

Revision History

The following table lists a history of changes made to this document.

Version No. Date Author Description Change Request No.

1
1. Introduction
The project plan document enhances the cooperation and interaction between team members.
The document has the following merit:

 Better deliverable of each milestone

 Team motivation and unity
 Forecast better risk before change in to problem
 Better communication with stake holder and steering committee
 Announce the change on time

This project plan document will be investigated the problem domain, new information may
come to light that requires changing the processes or timelines established in this document. To
ensure that such changes can be quickly and easily incorporated, the team will set aside a time
at each weekly meeting to review the project management process and discuss necessary
changes. If changes are made, this document (and any other relevant documents) will be revised
and a new version will be distributed.

The project team will document, modify, and make revision with their expected time are stated
as follows:-

Document Description of the document Author(s) Date Expected

plan document Initial plan document draft created Dehininet 20/06/18 -

Draft for distribution and review for 26/06/18
comments

Design document Second plan document Draft Dehininet 27/06/18

incorporating initial review ,Nibret
comments, distributed for final
review

Final document First complete plan document Nibret 11/07/18

Draft , which is placed under
change control

Revised document Revised plan document Draft , 12/07/18

revised according to the change
control process and maintained All
under change control
Table 1: Project plan document

Background
2
Gondar water and sewerage office was established as an organization on 1984 e.c at Gondar city
at belkokebele 1. Now the organization shifts the main office to kebele 17 in front of fasildes
high school and there are different braches such as Maraki branch, Azezo branch, Piazza branch,
on at kebele level to precede the task delegated by the office to serve the customer.+

Problem Definition

The Gondar city is one of the most densely populated city in our country, Amhara regional state,
so the consumption and distribution of water to all of the kebele level is a huge task to sustain
through-out the year for the main office.

As the project team observed the current situation and identifies the following problems.

 The process of paying for consumption on due date is manual.

 Costs extravagancy of Money for paying bill

 The process of contacting the bill reader with the main office accountant
was very time consuming and tedious task.

 General Objective

 The general objective of this project is to develop online billing system for
Gondar city water supply and sewerage.

 Specific Objectives

 Design and build a particular model of this proposed system

 Deploy the system and test it till it fits to the needs of the organization

 To enable the system user friendly interface into future system

 To make capable to grow in line with business demand

3
2. Project Organization
The Project Organization details the structure of the project, including: the process model,
Project management phase, organizational structure, interfaces, and project responsibilities.
i. Process Model
The project process will follow with successive processes starting from elicitation of
requirements. After requirements are gathered and well defined, the team will use an iterative
process model during design and implementation. The diagram below describes the process
model of the project development.

Figure 1: Process Model

ii. Project Phases

The major project phases of directing and controlling a project from starting to finish are
planning, analysis, design, implementation and testing.

Planning:
Project planning includes the detailed breakdown and assignment of each task of the project
from beginning to end. The Planning Phase will also include a risk assessment in addition to
defining the criteria needed for the successful completion of each task. In short, the working
process is defined, stakeholders are identified and reporting frequency and channels explained.
Analysis:
The analysis activity takes the business problem and identifies the overall direction that the
project will take through the creation of the project strategy documents. Gathering requirements
is the main input of the Analysis Phase.

4
 Design:
The goal of the system design activity is to devise a system architecture that maps the analysis
model to the chosen target environment. The major part of the system design phase is the design
of subsystems, that is, the decomposition of the system with respect to the chosen target
platform.
Implementation:
The project design is put into coding and the work of the project is performed. It is important to
maintain control and communicate as needed during implementation. During project
implementation, people are carrying out the tasks, and progress information is being reported
through regular team meeting.
Testing: This activity deals with unit testing, integration testing and demonstrates the developed
system conforms to requirements specified in System Requirements Specification.

iii. Project Responsibilities:

The project development team member is assigned to each phase of the project and the member
of the team who is in charge.

Project phase Description Individual(s)

Responsible
Initiation phase Establish the vision and scope, and requirement All
gathering

Planning phase Develop a plan to manage the project, and document the Dehininet
plan Abathun

Requirements Analyze user needs and developer requirement Nibret

Analysis Phase specifications

Design Phase Transform requirements into software design Nibret

Implementation Implement the system based on the design. Nibret,

phase Dehininet

Integration and Demonstrate that implemented system conforms to All

testing phase requirements specified in System Requirements
Specification

Documentation Develop User’s Manual Dehininet

Table 2: Project Responsibilities

5
3. Assumptions, Dependencies and Constraints
This section describes the assumptions, dependencies, and constraints that this project is based
upon.

Assumptions
 The system will solve the client’s problem.
 The system will be effective and efficient.
 The organizations have equipment and software.
 The organization have system administrator
 Having safe and organized working environment
 Management will ensure that project team members are available as needed to complete
project tasks and objectives.

 The Steering Committee will participate in the timely execution of the Project Plan (i.e.,
timely approval cycles and meeting when required).

 Project team members will adhere to the Communications Plan

 All project participants will abide by the guidelines identified within this plan.

The project dependencies are as follows

 On the project progress the language selection should be based on the mutual agreement
with the other group that means the groups that are working on Electric billing,
telecommunication billing, insurance and integration billing systems.
 Properly organized and grouped in to categories
 Each and every project progress will go in prior to the integration project team schedule.
The project constraints may occur in either or all of the following:

 Idea conflict/difference
 Technical constraints include minimal support for legacy browsers, and scalability of
deployment.
 Client is aware of time constraints and will regularly dedicate time on a weekly basis for
collaboration and requirements elicitation throughout the process.
 Budget
 Lack of conducive working environment
 Lack of awareness on the software packages, eg, UML and Modeling diagrams

4. Initial Project Plan Details

Risk Management Plan

The goal of risk management is to identify and mitigate potential sources of expense or delay.
Some risks are common to every project phase, and some risks are closely associated with a
particular project phase. Risks for this project have been classified the project plans are:

6
 Team Member Unavailability due to sickness, family problem: During the course of a project, it
is almost certain that some members of the team will be unavailable for certain project
activities.
Prevention: Team members should announce the team leader, and coordinate with other
members of the team to cover their responsibilities for the duration of the absence
Correction: Excessive (or unannounced) unavailability will trigger a team discussion.
Miscommunication: during this type of problem occurs the volume of communication regarding
this project almost guarantees that miscommunications will occur
Prevention: The method of avoiding this risk is to document and verify verbal communications
Correction: If miscommunications are occurring regularly, the team will reassess the
documentation and verification process
Changes to Project Scope: Changes to project scope are a common request, but can disrupt
project timelines.
Prevention: The Project Charter and this document define processes for handling change
requests in a responsible manner.
Correction: The defined processes for change requests specify deadlines for such changes.
Those deadlines will be honored to mitigate the risk of disruptive scope change
Poor time and budget estimation: it is possible to revise both time and cost estimation.
Missed Deadlines: The Team members face a number of external responsibilities that could
detrimentally affect their ability to complete tasks on time.
Prevention: During weekly assigned responsibilities, team members are expected to anticipate
their non-project-related time commitments and accept only work they can reasonably expect to
accomplish by the given deadline.
Correction: Multiple failures to meet deadlines will trigger a team discussion. Continued
failures will trigger discussion with faculty advisors and potential removal from the team.
Structure or requirement change risk: at this time it is possible to handle by communicating with
customers how much time and budget it need to change while the structure is changed.
Loss of critical data or information: - to monitor these types of risks we should prepare backup
mechanisms. So it is possible to use the backup and replace all the critical information as soon
as possible.
Risk risk level Likelihood of Event Mitigation Strategy
Project Scope Creep L: Scope Unlikely Scope intially defined in project
generally defined, plan, reviewed monthly by three
subject to revision groups (Project Manager and
Steering Committee) to prevent
undetected scope creep

Absence of Commitment L: Understands Unlikely Frequently seek feedback to

7
Level/Attitude of value & supports ensure continued support
Management project

Project Team Availability M: Distributed Somewhat likely Continuous review of project

team makes momentum by all levels.
availability Consult to identify any impacts
questionable caused by unavailability. If
necessary, increase commitment
by participants to full time status
Quality Management L: Well-defined Unlikely Avoid
Procedures unclear and accepted

Table 3: Risk Management Plan

Project Quality Management Plan (PQMP)

The project quality management plan describes how the organization's quality policies will be
implemented.

It describes how the project management team plans to meet the quality requirements set for the
project.

The objective of this project quality management plan is to ensure that the developed system is
delivered in accordance with the contractual specifications, to satisfy stakeholder requirements,
to reduce cost of quality, namely cost of re-works, cost of non-conformity and deficiencies,
unnecessary future maintenance and repair cost and to complete the project within the
contractual baselines.

The Basic Tasks of Quality Management are

 Plan quality management,

 Control quality,
 Perform quality assurance.

Quality management shall focus on both product/deliverable quality and project quality

Product quality in this context basically is concerned about what is delivered, and therefore
focuses on product specifications and requirements.

Project quality more is concerned about how the product is delivered, and focuses more on the
production processes, planning etc.

Quality management is performed throughout the project lifecycle with special attention to:

Quality Planning: here we have a plan to achieve the desired quality of the web application
consisting security: here are some requirements to fulfill:

8
  Project Deliverables and Project Processes
 Deliverable Quality Standards
 determine a successful outcome for a deliverable
 Satisfaction the customer.
We will take the following checklist as Quality measurements for the system:
 Does the system use a correct validation for accepting input in their forms?
 Does the system satisfy all user requirements
 How does the system performing in terms of speed/page size?
 Accessibility for users
 Does the system is working well?

Quality Assurance: During the project, all documents should be tested against quality standards
what we have stated above; both to conform to the chosen project documentation style and to
contain correct information of reasonable quality. The Quality Assurance Management states
the regulations and the way in which the plans to check whether these are followed in the
software Quality Assurance Plan.

Scope management plan

For this project, scope management will be the responsibility of the team mainly to the Project
Manager. Proposed scope changes may be initiated by the Project Manager, client or any
member of the project team.

All change requests will be submitted to the Project Manager who will then evaluate the
requested scope change.

Upon acceptance of the scope change request the Project Manager will submit the scope change
request to the client for acceptance. Upon approval of scope changes by the client and the Project
Manager will update all project documents and communicate the scope change to all
stakeholders.

The Project Manager, client and team will all play key roles in managing the scope of this
project. As such, the project client, manager, and team members must be aware of their
responsibilities in order to ensure that work performed on the project is within the established
scope throughout the entire duration of the project.

The table below defines the roles and responsibilities for the scope management of this project.

Name Role Responsibility

Clients Project owner
 Approve or deny scope change requests
as appropriate
 Evaluate need for scope change requests
 Accept project deliverables

9
Dehininet Project manager
 Measure and verify project scope
 Facilitate scope change requests
 Facilitate impact assessments of scope
change requests
 Organize and facilitate scheduled change
control meetings
 Communicate outcomes of scope change
requests
 Update project documents upon approval
of all scope changes

Dehininet,Nibre Participant
t  Participate in defining change resolutions
 Evaluate the need for scope changes and
communicate them to the project
manager as necessary

Table 4: Scope management plan

Communication Management
This Communications Management Plan sets the communications framework for this project. It
will serve as a guide for communications throughout the life of the project and will be updated
as communication requirements change. This plan identifies and defines the roles water billing
solution system project team members as they pertain to communications. It also includes a
communications matrix which maps the communication requirements of this project, and
communication conduct for meetings and other forms of communication. A project team
directory is also included to provide contact information for all stakeholders directly involved in
the project.

The Project Manager will take the lead role in ensuring effective communications on this
project. The communications requirements are documented in the Communications Matrix
below. The Communications Matrix will be used as the guide for what information to
communicate, who is to do the communicating, when to communicate it, and to whom to
communicate.

Disseminating knowledge about the project is essential to the project’s success. Project
participants desire knowledge of what the status of the project is and how they are affected.
Furthermore, they are anxious to participate. The more that people are educated about the
progress of the project and how it will help them in the future, the more they are likely to
participate and benefit.

10
This plan provides a framework for informing, involving, and obtaining buy-in from all
participants throughout the duration of the project.

Audience this communication plan is for the following audiences:

 Supervisor
 Steering Committee
 Project Manager
 Project team
 Client

Communications Methodology The communications methodology utilizes three directions for

effective communication:

Top-Down It is absolutely crucial that all participants in this project sense the executive support
and guidance for this effort. The executive leadership of the organization needs to speak with a
unified, enthusiastic voice about the project and what it holds for everyone involved. This will
be 'hands-on' change management, if it is to be successful. Not only will the executives need to
speak directly to all levels of the organization, they will also need to listen directly to all levels
of the organization, as well.

The transition from the project management practices of today to the practices envisioned for
tomorrow will be driven by a sure and convinced leadership focused on a vision and guided by
clearly defined, strategic, measurable goals.

Bottom-Up to ensure the buy-in and confidence of the personnel involved in bringing the
proposed changes to reality, it will be important to communicate the way in which the solutions
were created. If the perception in the organization is that only the Steering Committee created
the proposed changes, resistance is likely to occur. However, if it is understood that all
participants were consulted, acceptance seems more promising.

Middle-Out Full support at all levels, where the changes will have to be implemented, is
important to sustainable improvement. At this level (as with all levels), there must be an effort
to find and communicate the specific benefits of the changes. People need a personal stake in
the success of the project management practices.

Communications Outreach The following is a list of communication events that are established
for this project:

Weekly status reports the Project Manager shall provide weekly written status reports to the
Supervisor. The reports shall include the following information tracked against the Project Plan:

 Summary of tasks completed in previous week

 Summary of tasks scheduled for completion in the next week
 Summary of issue status and resolutions

11
Monthly Steering Committee Meeting These status meetings are held at least once per month
and are coordinated by the Project Manager. Every member of the Steering Committee
participates in the meeting. The Project Manager sends the status report to each member of the
team prior to the meeting time so everyone can review it in advance.

Bi-weekly Project Team Status Meeting These status meetings are held every other week. Every
member of the Project Team will be invited to participate in the meeting. Project Manager sends
the status report to each member of the team prior to the meeting so everyone can review it in
advance.
In this project it needs close communication with each other since everything are related each
other. Then communication with each other must and with other customers that give
information will be takes place with the following possible instruments:
 Email
 Phone call, and also Other social medias

Work Breakdown Structure plan

This section will be updated periodically as the development team progresses through the
software development process. This section will initially include the WBS for the SRS
document. Subsequent WBS will be prepared and distributed internally.

12
Figure 2: WBS

Resource Allocation Plan

Resource allocation is a plan for using available resources such as human resources, equipment
and money to achieve goals for the future.it is the process of assigning and managing assets in a
manner that supports strategic goals.

13
Since the availability of resources and the needed effort will determine the running time of the
various activities in the project, allocating resources is a necessary task in planning.

In this project our concern is mainly on man hours and we allocate resources in the form of
persons to the activities.

The following table shows the resource allocation for our project.

No. Activity Number of persons Who?

needed

1 Planning 2 Dehininet, Nibret

2 Requirement 2 Dehininet, Nibret

specification and analysis

3 System design 1 Nibret

4 Implementation 2 Dehininet, Nibret
5 Testing 2 All
6 Develop user manual 1 Dehininet
Table 5: Resource Allocation Plan

Human Resource plan

Involves identifying and documenting project roles, responsibilities, and required skills, reporting
relationships and creating staffing management plan. In our project plan document the human resource
management plan is described below:

Task Dehininet Nibret Dehininet Nibret

Planning R C I A
Requirement A R C I
gathering
Design C A I R
Implementation A R C I
Testing A R R C
Operation Training C R C

R=Responsibility, A=Accountability=Consultation, I=Informed

Table 6: RACI Matrix

14
 Cost Management Plan
This section estimates the amount of hours that Team members will need to complete the
different phases of the project, as well as their associated costs.

Project phase Hours Total Total Cost (Birr)

(Hrs.)
Planning phase 17*2 34 1360

Requirement elicitation and 10*2 20 250

Analysis

Software Design 8*2 16 800

Implementation 20*2 40 5000

Software Test 8*2 16 4800

User manual 4 *2 8 2000

Total 14210

Contingency cost 2000

Total cost 16210

Table 7: Cost Management Plan

15
 Time schedule

Figure 3: Time schedule

5. Monitoring and Controlling Mechanisms

We can monitor and control all the project progress with the following mechanism:
 Weekly project status review meetings
 Preparing baseline project plan and statement of work
 Project tracking by E-draw, MS Visio, MS project plan
6. Technical Procedure
The technical process model describes the methods that the team will use in representing the
technical details of the project. In addition, the technical process outlines how the team will
record and publish technical details during project development, as well as the version control
process that will be used.

Methods, techniques and tools

The Methods, Tools, and Techniques section aims to outline specific plans, methods, or tools to
be used during the management of this project.

16
Methods
There are a number of key methods for the work at water billing solution project. While they
each have a different purpose they are related to and integrated with each other. The key
methods are listed in the following table.

Method Purpose
Architecture Planning The Architecture Planning method drives technical architecture
decisions from business benefits. It creates linkages to ensure that
the architecture is maintained to date with changes in the business
or, alternately, that periodic assessment of technical changes can
be evaluated in a business context.
Business Contingency Business contingency planning is a new approach. It is used to
Planning analyze the business impact of significant events and create
response plans.
Testing Method The testing methods are integrated with the other development
approaches used by water billing system
Table 8: Methods

Main Phases/Activities
As described above our team member will use a range of methods to complete the program at
billing solution project. These methods all come from a common framework of approaches used
in billing solution they work with each other to provide a single complete approach.

The major activities within the methods are described below:

Main Activity Purpose Description Outputs When used

DAD Method
Plan Produce a Plan the business case, At the beginning of
realistic and activities of project plan, each project and
practical plan. the project. success program
criteria
Activate Prepare for Prepare the Educated team As above
start and for environment and prepared
success. and team for environment
success.
Control Ensure Control the Progress At milestones in each
successful on-going report, issues project and program
completion. project and list, project
drive for assessment,
completion. spotlight
report

17
Main Activity Purpose Description Outputs When used
Architecture Maintain Ensure the fit Infrastructure At the start of each
(Project) integrity of of the project Changes, program
architectures with the Standards
in projects. overall Changes
technical
architecture.
Plan extension
projects as
appropriate.
Domain Plan release Understand High Level At the start of each
Modeling based the program at Models, program
incremental a high level Release
builds. for planning Strategy, Co-
and co- ordination
ordination Model
purposes.
Business Understand Analyze the Business During each project
Object the business future Object Model, within a program
Analysis requirements. business Business
requirements Process
and produce a Threads/ Use
model as the Cases,
basis for Business
design. Scenarios,
Confirm Business
business rules Events,
before Business
building. Rules
Solution Design Design the Class During each project
Design solution and business and Diagram, within a program
plan systems Component
component solution. Packaging,
based build. Specify Application
physical Prototypes
design in
terms of
databases and
components to
be built.

18
 Main Activity Purpose Description Outputs When used
Build Construct Assemble Physical During each project
components existing and Design, within a program
and databases. build new Component,
components Component
and databases. Flow,
Database, Test
Scenarios
Deploy Put the Develop Training During each project
business materials to Plans, within a program
solution into support the Training
action. system in the Materials,
business. Help
Materials
End Plan for Gracefully Lessons At the end of each
continuity and end the learned, project or program.
learn from project, project
project. capture assessment,
materials for team
ongoing assessment,
maintenance library of
and capture materials
lessons
learned.
Table 9: Main Phases/Activities

Tools
Diagrams: Team member will use standard UML diagrams to represent data, relationships, and
requirements. Specific models and the requirements phase in which they are used can be found
below
The overall purpose of this project can be divided into four areas:

Phase Description Model/Diagram

Elicitation The team member will meet Use Cases
to identify the main ‘actors’
of the system and how they
interact with the system.

Specification The team member will Entity- Relationship

analyze the various ‘entities’ Diagram
involved in creating the
system and how they interact
with each other.

19
Table 10: Modeling Tools

Programming Languages & Tools.

The Team member will utilize various programming languages and tools. With the web-based
nature of this project, Team member will be using HTML, CSS, JavaScript, PHP and other
tools, to be determined as they become necessary.

20
Reference

"http://www.icde.org/filestore/Resources/Handbooks/e-earningAndDistanceEducation.pdf,"
[Online].

S. Johnson, Key issues for e-resource collection development: a guide for libraries, January
2012.

21