The Interpret And Record Requirements

Published Date: 02 Nov 2017

7.8. Scope

The main purpose of the scope definition is to clearly describe the boundaries of your project (2013, tutorialspoint) which require the project stakeholders’ and clients agreement too. Basically, if there is changes to make on requirement may require the project stakeholders’ agreement by developing the APBITSC system. This system is used to provide assistance or real-time reliable services which used by GARCL. Besides that, a full-time basis system administrator is in need to fully administer the system to avoid and system based problems and maintenance. Any type of duplicate support services can be avoided by the Asia Pacific regional offices by looking into regulation and classification of supports.

The drafted plan and timeline will be set after the requirements of the support service are drafted properly, this process only take place after enhancing the new support service system that have been done. The project estimation will be reanalyzed the budget needed to develop the system which eventually will be discussed and drafted on this research part later. Basically the overall time given to complete this project will be 8 weeks. On the other hand, the requirements of the APBITSC system are:

First level hardware and software of technical support are required to be provided for all the branches.

The system is built to support IT infrastructures of all the regional office in Asia Pacific.

Reliable Internet links with backup are required to support all the activities in all the branches.

7.8.1. Target Users

The basic target user for this APBITSC system will be their employees of the GARCL Company and backup staffs from regional offices themselves. This system should provide technical support service where the users will be able to access to the intended service and transmit the technical support from different regional branches. The staff must be able to respond to the incoming request all the time despite the fact that the company is branded as International Corporation and branches located in different regions with different time zones. The real-time support service would only be applicable if there is technical-based experience staff working in different work shifts located in Asia Pacific branch, provided the live-support system would be ensured.

7.8.2. Resources

7.8.3. Testing Plan

7.8.4. Scope Justification

7.9. Constraints

A constraint is defined as Element, factor, or subsystem that works as a bottleneck. It restricts an entity, project, or system (such as a manufacturing or decision making process) from achieving its potential (or higher level of output) with reference to its goal. (2013, businessdictionary). The people, time, and equipment have been identified as the main constraints of this project.

7.9.1 People

Since APBITSC System is used in every regional office which mainly centralized in Asia pacific require the system to work simultaneously in each region. The language conflict might occur with different countries where each country has their own understanding which might cause delay in the System implant progressions. Besides that, people’s familiarity or lack of skilled people do limits the presented system. A mental model which is held by people can cause behavior that becomes a problem as well.

7.9.2 Time

Sometimes, the project stakeholders are optimistic about the time taken to complete this system completely. On the other side, the resources to complete and implementing the system over all regional offices might take longer than expected to be completed. This can cause the time extension happen on the system development and implementation.

Besides that, sometimes the staff that required being train and deployment for the system might ill or a sudden staff change which causes the project managers can find their schedules under assault.

7.9.3 Equipment

The advance technology which in term hardware and software that been used is new to the staff that going to use this system over every regional offices. The concern on managing the equipment and conduct is a secondary concern whereby the time and budget would be the primary concern which adding the new equipment.

7.10. Deliverables/Success Criteria

The main motive of this project is in developing, provide and implement a centralized support system that need to respond to various type of technical support which is requested from different regional branches available. The successful response on responding for the questions made by the customers/staffs which will be attended by full time support staffs will be another success criterion of this system. This project basically include all the important elements which is extremely need to complete the perfect system such as work breakdown structure(WBS) which Is mainly need to allocate the tasks among the project team to accomplish the project within the given time frame. After that, project estimation is take place where estimate the cost, time, and resources take place to make sure everything possibilities is considered in order to complete this project. Risk management , project charter , scope, timeline and other relevant documents have been included in order to brief and explain in further to complete this project perfectly on time.

7.11. Work Breakdown Structure (WBS)

Work breakdown structure, WBS, captures all the elements of a project in an organized fashion. Breaking down large, complex projects into smaller project pieces provides a better framework for organizing and managing the project (2013, tenrox.com). WBS basically contains the logical breakdown of the activities involved in the APBITSC project. Below Image 1.1 is the overview of the phases involved in the APBITSC project.

WBS.jpg

7.11.1. WBS Research & Assumptions

7.11.2. WBS Explanation

In the APBITSC system project, the works are breakdown into 5 major phases which are Initial Planning, Requirement Analysis, Development, Testing, and Deployment (shown as figure 1). Each phase is broken down into sub-phases and smaller tasks.

Planning phase

Planning phase contain 6 sub-phases namely identify the aims and scope, Define the requirements, Scheduling, Feasibility study, Personnel and budget estimation. As mentioned earlier, the initial parts of this phase’s task is to define the goals, scope and milestone followed by identify the requirements. In requirement phase, every possible needed requirement are to be identify such as resources in order to build this system. A feasibility study analyzes a proposal or an idea to find out whether it is viable.(2013, A.Marva Gladden). Gannt chart, Pert chart, Budget estimation is carry out on scheduling phase based on each individual phase. Another important phase will be identifying the expert’s personnel that need to be recruited for the project. Furthermore, the expert’s candidates will be interview and selected for job than required to do contract signing. The last task is to distribute the tasks among the team member. This overall planning phase is estimated to be complete in 7 days.

Requirement analysis phase

 The business need "defines the problem that the business analyst is trying to find a solution for." (2013,Susan Weese) which means every activity, new product and new project undertaken in workplace is created in response to a business need. But we always feels that, despite spending a lot of time and resources, there is divergence between what have been designed and what exactly is needed. Below are the five basic step guides which we used to conduct our own business requirement analysis.

Step 1: Identify Key Stakeholders

We need to start the first step by identifying the main people who will be get affected by this project. This people can be internal or external clients. We need to clarifying exactly who is the project’s sponsor. It is crucial to know the person who will give the final say on what will need to be included in the project’s scope and what not to. Following identifying mentioned above, we need to further identify who use the solution, product, or service which is will consider our end-users. Our project is intended to meet their needs, so we need to consider the inputs carefully.

Step 2: Capture Stakeholder Requirements

The key stakeholders or group of stakeholders need to provide their requirements for the new product or service.

Step 3: Categorize Requirements

To make analysis easier, consider grouping the requirements into these four categories:

Functional Requirements – These define how a product/service/solution should function from the end-user's perspective. They describe the features and functions with which the end-user will interact directly.

Operational Requirements – These define operations that must be carried out in the background to keep the product or process functioning over a period of time.

Technical Requirements – These define the technical issues that must be considered to successfully implement the process or create the product.

Transitional Requirements – These are the steps needed to implement the new product or process smoothly.

Step 4: Interpret and Record Requirements

Once we have gathered and categorized all of the requirements, determine which requirements are achievable, and how the system or product can deliver them. To interpret the requirements, do the following:

Define requirements precisely – Ensure that the requirements are:

Not ambiguous or vague.

Clearly worded.

Sufficiently detailed so that everything is known. (Project over-runs and problems usually come from unknowns that were not identified, or sufficiently well-analyzed.)

Related to the business needs.

Listed in sufficient detail to create a working system or product design.

Prioritize requirements – Although many requirements are important, some are more important than others, and budgets are usually limited. Therefore, identify which requirements are the most critical, and which are "nice-to-haves".

Analyze the impact of change – carry out an Impact Analysis to make sure that you understand fully the consequences your project will have for existing processes, products and people.

Resolve conflicting issues – Sit down with the key stakeholders and resolve any conflicting requirements issues. You may find Scenario Analysis helpful in doing this, as it will allow all those involved to explore how the proposed project would work in different possible "futures".

Analyze feasibility – Determine how reliable and easy-to-use the new product or system will be. A detailed analysis can help identify any major problems.

Once everything is analyzed, present your key results and a detailed report of the business needs. This should be a written document.

Circulate this document among the key stakeholders, end-users, and development teams, with a realistic deadline for feedback. This can help resolve any remaining stakeholder conflicts, and can form part of a "contract" or agreement between you and the stakeholders.

Step 5: Sign Off

Finally, make sure you get the signed agreement of key stakeholders, or representatives of key stakeholder groups, saying that the requirements as presented precisely reflect their needs. This formal commitment will play an important part in ensuring that the project does not suffer from "scope creep" later on. Scope creep means small changes in a plan or project that necessitate other changes which lead to still more changes (2013,BusinessDictionary)

Development Phase

Figure 1.1 source: (2013, http://www.czechinvest.org/en/phases-of-company)

Seed

During the early phase of the company’s life-cycle, when the entrepreneur has a basic concept of the product and business plan, they proceed to the next level of research and development, into which the predominant part of financial resources is directed.

Start-up

This concerns an established or only recently founded company which, however, has not begun commercial sale of its products or services and has no profit. Financing is connected with commercialization of the product developed in the preceding phase.

Initial growth

In this phase, the company is already producing its product, has established relationships with its partners (trade and financial) and defined its own place on the market. Financing of the company is oriented particularly toward ensuring the company’s operation and covering initial investments that the firm undertook following the start-up phase.

Expansion

The growth phase of the life-cycle of an existing firm which has prepared a new product represents a significant change in its offer. Financing in this phase is focused on the expansion and growth of the company; it is possible to finance growth of production capacities, development of new products/services or financing of working capital.

As for the development phase, the project team will need to implement network infrastructure and test the network before finalizing. The same team will also implement database to test for errors and bugs. Once the implementations done, the team than will put the system and interface to gather feedbacks for system finalization. This stage is estimated to complete in 11 days.

Testing Phase

This is considering the final phase where this phase ensures all the requirements are fulfilled in IT project life cycle perception. The main task on this phase is to verifying the functions performed are accurate or not, the system works with system interface or not, and finally it also check the new system meet the quality or standard requirements or not.

Inputs

Project Manager (PM) must understood each of the components to monitor the process, but that doesn’t mean he have to take part in completing the phase. The testing phase involves do identify the inputs as well. The initial step of test phase is to identify the following inputs.

Corporate IT standards

The corporate standards are used to determine the set of testing tools to be used for the different stages of testing.

Conversion plan

The conversion plan specifies the order in which parts of the application will be implemented and the functionality corresponding to each release.

Data conversion process

The data conversion process documents the design of the application required to create the databases for the system.

Design document

The application flow and workflow section of the design document are used during the testing phase to ensure that the product works as intended.

Requirements specifications

The requirements specifications are used to ensure that the product meets all of its functional and quality requirements.

Testing tools

The following step, distinguish the devices, includes instruments that can be utilized to test the framework and track the effects. Standard tools, for example word processing software, presentation and spreadsheet tools, and the specialized tools shown below, could be utilized as a part of the testing phase. Testing tools are utilized to test the system. They are particular to the sorts of environments, programs, and testing to be performed on them. For instance, Web-based environments require Web-based testing tools, for example a Web browser. The Bug tracking databases tools recognize, order, log, and track the determination of bugs. Case in point, a spreadsheet with a description of the situation, a rating, a potential explanation, and the date and signature of the individual reporting the bug is a sort of bug tracking database. The Source code control systems tools help when distinctive individuals are taking on units of the code in the meantime. These aides to abstain from overwriting or undoing alterations of alternates. Case in point, actualizing renditions of the feature and doling out variant control to one individual around then is a sort of control system.

Conduct the key activities.

The third step of the testing phase is to direct the primary activities. The reason for this activity is to prepare for the testing that occurs. In the first place you need to verify the level of testing then afterwards the types of testing. At that point make the test plan where includes making a test plan that incorporates the particular testing to be performed, the testing approach, the test conditions, the test schedule, the expected outcomes, and the staff involved.

After that, make the test model which includes making a system test model to represent a production environment and include all databases and documents. It is utilized to totally test each system alteration. Perform the integration and user acceptance testing. The integration test verifies the exactness of the conveyance right around all programs in the new system. The user acceptance test recreates the true working states of the new system, incorporating the user manuals and procedures. then check the overall results. This action includes the PM and the team members checking the test outcomes of every cycle to verify the best possible exhibition of every role under ordinary and strange.

Obtain the desired outputs.

The next step in the testing phase, obtain the desired outputs, involves obtaining the test results, which are used as evidence that all the planned cycles have run successfully and that all outstanding issues have been resolved.

Meet the milestones to complete this phase.

In the final step, the PM obtains a conversion readiness sign-off form from the stakeholders of the project. This is the milestone that needs to be met for this phase of the project. The testing phase ensures that the product meets all requirements and increases the chances of a successful project. Once it is completed, the project can move on to the final phase of the IT project life cycle—the rollout phase.

In this stage, the system will be tested by integration test and system test to identify any bugs or errors and creating a solution to solve the know problems. Project team will conduct interview with test users and survey to collect feedback about the system, and improving or update the system regarding the feedbacks. In testing phase, it is estimated to be complete in 11 days.

Deployment phase/ Implement phase

The ultimate goal of the Deploying Phase is to place the solution into a production environment. Supporting goals include deploying the solution technology and components, stabilizing the deployment, and transitioning the project to operations and support. After the deployment, the team conducts a project review and a customer satisfaction survey. Stabilizing activities may continue during this period. The Deploying Phase culminates in the Deployment Complete Milestone, when the team obtains final customer approval of the project.

Part of the Software Development Life Cycle (SDLC): after the system has been tested during the Testing Phase, and accepted by the user, the system is installed and made operational in a production environment, in accordance with the requirements.

In the last phase of the system in work breakdown structure, the system meets the user requirement and completely done. In this phase, the development team will create the user manual and installation manual for the APBITSC system. During the installation of deployment phase, required software and hardware will be installed for the system and lastly database and other tools will also be installed. This stage is expected to be completed in few days.

Our major Deploying Phase Tasks and Owners

Completing deployment preparations

Our team updates the deployment plan installs, configures, and tests hardware and software components.

Creating operations procedures

Our team creates and documents procedures and defines checkpoints to help the operations team monitor and maintain the solution.

Deploying the solution

Our team deploys the core technology and completes site deployments.

Stabilizing the deployment

Project team and operations work toward a predefined state of completion for the solution.

Transferring ownership to operations

Our team formally hands over responsibility for the solution to the operations team.

Closing the deployment phase

Our team meets the Deployment Complete Milestone requirements and later completes post-project reviews with the customer and project team.

Risk Management