8-Month Software Implementation Project Management

The provided content discusses various aspects related to project management, including the development, testing, and training of employees. It highlights the importance of using software tools such as Microsoft Project, Oracle Primavera P6, and free and open-source options like OpenProject and Trello for effective project planning and control. Additionally, it touches on stakeholders engagement, communication, and collaboration, emphasizing the need for clear expectations, roles, and responsibilities in a project management framework.

Biogas production in Australia
Contents
1 Executive summary........................................................................................................................2
1.1 Project title............................................................................................................................2
1.2 Introduction and Project Background....................................................................................2
1.2.1 Project Domain..............................................................................................................2
1.3 Stakeholder Register..............................................................................................................2
2 Requirements Specifications.........................................................................................................3
2.1 Analysis and Integration of Business Processes.....................................................................3
2.2 Acknowledgement of Traditional Owners.............................................................................4
2.3 SRS Documents......................................................................................................................5
3 Design Specifications.....................................................................................................................6
3.1 Description of Business Continuity Plan (BCP).......................................................................6
3.2 Proposed Project Management Tool.....................................................................................8
3.3 Assumptions, Constraints and Standards...............................................................................8
4 Performance test plan...................................................................................................................8
4.1 Test Plan Proposal for the Project ICT....................................................................................8
4.2 Application and Testing.........................................................................................................9
4.3 Advantage of the Proposed Project Tool...............................................................................9
4.4 Disadvantages and Risk of the Proposed Project Tool.........................................................10
4.5 Test Plan (Pass / Fail criteria)...............................................................................................10
4.4.1 Effective utilizations and ongoing improvements........................................................10
4.4.2 Functional and non-functional requirements..............................................................10
4.4.3 Description of business workflows...............................................................................11
4.4.4 KPI matrix.....................................................................................................................11
5 Implementation of ICT.................................................................................................................12
5.1 Proposed System Acquisition Plan.......................................................................................12
5.2 Advantages and Disadvantages of the proposed acquisition plan over the alternatives.....13
6 Conclusion...................................................................................................................................14
7 References...................................................................................................................................14

1 Executive summary
1.1 Project title
Development of Biogas Optimizer for increasing competitiveness of biogas producers in Australia
1.2 Introduction and Project Background
1.2.1 Project Domain
A mixture of methane and carbon dioxide is called biogas which is produced from biological
materials found in the organic waste through degradation of bacteria in absence of oxygen. As it is
produced using waste treatment, biogas is considered as a renewable energy source. Globally, many
countries have adopted methods to produce biogas including Germany, Sweden, and more. The
biogas production projects are financially supported by regulatory and government bodies across
nations. This project would involve production of biogas in Australia. The project would involve
development and implementation of biogas optimizer software that would enhance the
competitiveness of the biogas producer by accelerating the production processes, reducing the
downtime, and reducing the investments through the efficient use of small digesters.
1.3 Stakeholder Register
Stakeholder Role Requirements Expectation Influence Classification
Government
official
Manager Need to know
how the
production
would affect
society, business
and people
Availability of
all the
performance
and regulatory
compliance
data
High Government
NGO
Volunteer
Social
Service
Manager
Need to know
how the
production
would affect
society, and
people
Availability of
all the people
and
environment
related data
Low NGO
Individuals
and
companies
using biogas
Multiple
stakeholder
s
Specifications
and
functionalities
that gets added
upon
development of
the software for
optimization and
the benefits to
be
communicated
The biogas
should provide
efficient fuel
for use in the
factories or for
personal
needs.
High Customers
Staff Multiple
employees
Training on how
the system
would be used
and
communication
about how it
Effective
training and
support for
understanding
new systems
working
Moderate Employees

would impact
their working
Educational
institutes
Principals Understand the
impact of new
systems and
technologies on
biogas
production,
employment of
students post
graduation in the
production unit
guidance and
training to
students
through
various
programs
Low Institutions
Parts,
electricity,
housekeeping,
labour, and
transportation
suppliers
Multiple Order as per the
requirement of
the production
An advance
communication
for the order
and
information on
the desired
specifications
of parts
High Suppliers
News Media
and PR
persons
Multiple Receive the
information to
be disclosed
publically
Get the
correct, latest
and accurate
information
that is of public
interest
Moderate Media
Residents
living nearby
Multiple Communicate
the changes
made in the
plant systems if
they would affect
the public in
some way
Assurance of
no adverse
social or
environmental
impacts to the
locality as a
result of
development
Low Local Residents
(Kushta, 2012)
2 Requirements Specifications
2.1 Analysis and Integration of Business Processes
The current business processes of an organization would be studied and the site would be prepared
for the adoption of the new optimization software. For this, the baseline production facilities have to
be assessed and then Biogas Optimizer has to be demonstrated such that results can be verified to
understand if the optimizer has served its purpose. The baseline information about the production
of biogas would be collected so that a comparison can be made between the performance of the
biogas unit before and after the implementation of the optimizer (Mela, et al., 2015).
This demonstration of optimizer would be carried out in four phases including the trial phase where
the optimizer would only be tested for basic application, full scale testing in all features would be
tested including recommendations followed by an adjusting period in which the plant systems would

follow the recommendations and apply the same to the production unit to bring improvements and
lastly, another full scale testing would be done after modifications are done to understand if the
production parameters are improved after the installation of Optimizer. This would include
measurements of production efficiency and reactor capacity utilization (Cook, 2008)
2.2 Acknowledgement of Traditional Owners
The project would be committed to support any requirements for the reconciliation with the
traditional owners in Australia including indigenous and non-indigenous people. For this, the
traditional owners would be acknowledged and recognized wherever their training is required.
Respect would be paid to the elderly people who played important roles in past for the development
of the community. An acknowledge statement would be prepared which would show the
commitment of the owners of the project for reconciliation and would also recognize the
responsibilities of project owners and other institutions. The statement would recognize the
following:
 That the indigenous residents in Australia living on the lands are the traditional owners of
the land and thus, have their own associations
 The associations that are treasured by the traditional owners respect the culture, spirituality,
art, law, and culture of Australia
 Traditional owners are important as they have made contribution to the development of the
community and the land where biogas plant has been established
 Traditional owners can provide equitable participation in the development of community for
which they should be provided with sufficient resources and must be respected for their
contribution
 Reconciliation process is important for building relationships between the indigenous and
non-indigenous people living in the nearby land in Australia (Baltzan & Phillips, 2016)
To do this, the project team would have some responsibilities like:
 Provide reconciliation to gather the support from the nearby residents, communities and
institutes over time
 Redress any disadvantages that people in the community have by providing them required
education through various social, cultural and academic programs
 Incorporate the learning in the nearby institutes and universities curriculum
 Encourage people from communities to take part in resource for identification and
resolution of local issues
 Provide guidance and resources to encourage researches by the indigenous communities on
subjects of importance while maintaining ethics
 Encourage the staff of the plan to carry out activities that allow traditional owners to present
their perspectives in research processes
 Increase awareness of the cultures and issues to promote the reconciliation in local
communities
 Recruit, select and support the development of the local staff in development and
implementation
 Develop and implement policies for management of the cultural diversity in the organization

 Create an environment in the company that respects the rights and interests of traditional
owners of Australia.
 Acknowledge the contribution of the Australian staff and students by providing those awards
and recognition (QUT, 2017).
2.3 SRS Documents
A set of Software Requirements Specification (SRS) documents would be prepared which would
include details of the functionalities of the optimizer system. It would cover the details of features,
user interface, hardware requirement, software requirement, related terminologies, technical
dependencies, key milestones, external interface requirements, performance requirements, safety
needs, security needs, and other attributes that may be important to the user. The main SRS
document would have the following sections or areas covered:
Project Scope: The Optimizer would have two components including client-side interface that would
run on systems of users and server-side application that would be connected to the biogas
production system. The document would explain the architecture, interaction, and working of these
two components.
Product Features: Key features and functionalities of the Optimizer would be outlined in the
document. Essential features can include online monitoring of bio-reactors, protection from
overload and disturbance, and facilitation of close to maximum capacity operation in reactors
keeping safety margins. Besides there, there could be additional features that would be added at
later stages if required.
Process Characteristics: The processes used in the plant for biogas production would have certain
characteristics that would be recorded in SRS such as site classification, reactor types, operating
modes, measurement requirements, biogas utilization, and digester volume.
Potential Scenarios: Different situations where the users of the plant would be using the optimizer
would be visualized as different scenarios and the same would be tested for reliability, users-
friendliness, accuracy, and exception handling.
Operating Environment: The system would not have any hardware constraints and it is not graphic
intensive. The application is self-contained with required software components that can be
connected to the production systems directly through the server.
Design Constraints: design has to be created considering the needed efficiencies of the system such
that the interfaces are advanced in system handling but not in graphical usages.
User Documentation: Documents would be prepared for providing training and guidance to the
users through help menu inclusion in the software and tutorial documents. Tutorials would teach
the users about how the application works and how it can be used by them.

3 Design Specifications
3.1 Description of Business Continuity Plan (BCP)
Business continuity plan is prepared to ensure that an organization keeps running in the situation of
a major interruption to its operations such as a disaster that happens unexpectedly. The objective of
the plan is to minimize the damages and keep the organization competitive. Traditionally, disaster
recovery systems were used to restore the data that was lost in the cases of disaster which involved
development of a centralized datacenter. However, with heavy reliance on technology today, just
the recovery of data would not be enough for business continuity. The business would not be able to
survive without running the technologies as they are used 7 days a week in industries and any
disruption would cause the plant machinery to halt and the operations of the company would be
affected severely. Thus, there is a need for business continuity planning that not just recovers the
data but also ensures that the business operations are managed even in the case of the disaster.
A business continuity plan needs to cover multiple events in a factory setting such as:
 Equipment failures which is usually managed by avoiding or minimizing damage using
predictive maintenance of the systems
 Disruption of power supply or communication systems can be taken care of any having
alternate modes of power supply and communications such as inverter systems and
alternate communication systems
 Failure of applications or database servers that can be taken care of by having disaster
recovery systems along with the redundant servers that allow taking over of the business
operations by alternate servers in case of damage to existing systems
 Entry of malicious software such as worms, viruses, Trojan that can lead to data breaches,
hacking and other issues that could be prevented or managed using software applications
like anti-malware, anti-spam, anti-virus, intrusion detection, and more.
 Social unrest caused by political disturbances, war like scenarios or terrorist attacks can also
result into disasters and the result of which can be an operational or business damage. In
such cases, insurance covers and physical security provisions can be used for business
continuity
 Human errors or human induced problems like strike or sabotage can be recovered through
the use of appropriate access control systems, policy structures, and other provisions that
can help minimize the damage and keep the systems working as normal
 In case of natural disasters such as cyclone, earthquake, fire, or flooding, disaster recovery
systems can be set up at alternate locations such that in case of the physical damage to the
mains, the recovery infrastructure can be used to continue the work in the plant (PMI
Standards Committee., 2015)
Some essential measures that would be taken to ensure that the continuity of the business is
managed well include:
 Creation of a cold site where empty facility is installed as offsite location such that in case of
the disaster, the cold site can be made active and used for taking over the business
operations.

 A backup site can be created to save the data with similar configuration of machines such
that in case of data lost, the backup site serves the need for recovery
 A hot site containing the essential software, network and hardware can be installed just like
the production site which can be used as primary site in case of a disaster at the primary
site.
 Remote journaling which involves regular backup of the active transaction data would also
minimize the loss of data and help in reducing the time for recovery.
 A backup centre can be developed within own facility or outside depending on the
availability of space, ability to maintain the redundant equipments in the plant relationships
with vendors who would be providing replacements, adequacy of the funds, and availability
of the skilled people work the work (Cross, 2013).
Business Continuity Planning would be carried out in phases as follows:
Project Initiation: In this stage, the objective and the scope of the plan would be defined and a
steering committee would be established that would come up with the business continuity policies
to follow.
Business Analysis: At this stage, a risk analysis and the business impact analysis would be conducted
with consideration of the alternative strategies to be used for the business continuity. The
alternatives can be selected on the basis of the cost benefit analysis which is done considering which
a budget would be allotted for the execution of the plan (Frost, 2013).
Design and development: In this stage of business continuity management, a business recovery
team is set up and tasks for recovery would be assigned to the team members. This stage also
involves identification of the recovery plan structure, its major components, backup and recovery
strategies, execution plan, escalation and notification criteria, and the administrative policy for the
organization.
Implementation: At this stage, emergency response procedures are developed which includes
preparing of the contracts, purchase of recovery resources, and communication of the roles and
responsibilities to the recovery team members.
Testing: In this phase, an action plan is prepared and the training is provided to all the personnel
who would be involved in the business continuity plan execution. For this, a testing of the developed
systems would be done from which lessons would be gained and used for the training on how to
manage situations of disaster for recovery.
Maintenance: The business continuity plan is continuously reviewed and updated based on the
running conditions such that changes are made to bring improvements. The updated plan can then
be distributed to the members of the recovery team. Tests are designed to see if the system has the
network recovery capability. During the testing phase, the recovery procedures and checklists are
also tested to discover the weaknesses of the plan such that measures can be taken to update the
same for improvement (Kendrick, 2010)
Business continuity strategy is determined after business analysis of the organization, industry
analysis that includes exploration of the public interests and regulatory requirements. Business

continuity plan is managed by the continuity coordinator who maintains the related documents and
distributes the same to teams for periodic review and updating. The owner receives updated
documents from the project team members and approves the changes to authorize them. The
coordinator must ensure that the system is regularly updated as needed by the organization (SANS,
2002)
3.2 Proposed Project Management Tool
This project would use Microsoft as the project management tool. The tool provides following
features that can be used by the company for managing the software development and
implementation project:
 Features that can be used with traditional processes of project management such as
calendar for tracking, gate review process management, interactive Gantt chart
development, project scheduling and support for multiple project management from the
same interface.
 It also provides some advanced Agile project management features such as burndown charts
 Emails of the project managers and the project team members can be integrated with
Microsoft Project so that they can get notification of changes or any progress on the project
 Budget and expenses can be recorded and monitored through the use of features like
creation of budgets, forecasts, hourly rate calculations, track burn rate, project hours
tracking, and traffic hours tracking.
 Project team members can collaborate through a number of features like group creation,
document management, instant messaging, social collaboration and web conferencing
(Graphiq Inc., 2017).
 It can be used for creation of the project WBS using its scheduling features
3.3 Assumptions, Constraints and Standards
There are certain assumptions of this project and these include:
 The company has the sufficient staff with sufficient knowledge and skills to manage the tasks
required for the development and integration
 A development consultant that is hired for the development of the optimizer software has
the experience and skulls required for effective development.
 The company has sufficient funds needed for this development project including the
contingency amount.
 The company has sufficient time for the development of the optimizer system (Zhou & Shao,
2012)
4 Performance test plan
4.1 Test Plan Proposal for the Project ICT
Purpose: The purpose of a test plan is to ensure that all the testing requirements and procedures are
properly identified and document such the decision maker would understand the testing
requirement of the new system to be developed.

Items to be tested: The software that would be developed would be tested for the working and
delivery of the functional and non-functional requirements of the project.
Testing approaches: Each module of the developed software would be tested and first in the test
environment such that any bugs are identified and rectified and only after that the module would be
implemented in the actual production system in the biogas plant.
Testing criteria: The criteria for testing would be defined for each type of test considering the
deliverables needed and the expectations of the stakeholders.
Test deliverables: Deliverables of testing would be the test results report, list of identified bugs, and
recommendations for the changes in coding or other steps for rectification of errors or elimination of
bugs.
Test environment: A test environment simulating the production environment of the plan would be
created in which the testing would be done because actual implementation in the real production
environment.
Tests: There would be multiple tests that would be done for the system for ensuring it’s functional
and non0functional requirements are met. These include conformance testing, functional Testing,
load testing, performance testing, stress testing, system testing, unit testing, and User Acceptance
testing (Mangal, Vandana, Karmarkar, & Uday., 2012)
4.2 Application and Testing
Coding and testing of the product that would be developed would involve testing of then
functionalities and the system workflows to understand if they are working fine. This would include
technology support, verification of functionalities, validation of processes, and product integration.
The codes for the development of the Optimizer software would be written first and testing for the
partial system in the testing mode without actual implementation of the whole system. The testing
would involve review of the functional units, integration testing, defect identification and correction.
Once the improvements are made, the tests are conducted again to ensure everything is working
fine post which the software would be implemented in the whole system and final system test would
be conducted to check if the software is able to meet all the functional and non-functional
requirements that were defined in the development plan (Legunsen, et al., 2010).
In testing stage, there are repeated coding and iterations through multiple tests for which specific
arrangements have to be made involving people who would be assigned specific tasks for testing
and coding. The output of each iteration involving testing and coding is recorded and the state of
project is understood so that decisions can be taken on requirement for improvement (Vukovi},
2004).
4.3 Advantage of the Proposed Project Tool
Reasons why this tool has been chosen for management of the software development project are:
 Ability to learn and start the development project fast

 Availability of the templates for project management, scheduling and other processes in the
software
 Ability to use the software on multiple devices to streamline and integrate processes.
 Availability of guides and tutorials with easy interfaces and outputs need less time for
training of the employees who would be working on the project
 It provides dashboards that can be used for getting a comprehensive view of all the activities
 Timelines of the project can be customized and can be easily shared with the project
stakeholders whenever needed
 Custom reports such as burnout charts and financial performance reports can be generated
based on the requirements of the biogas project
 This tool allows customization of tables and views which makes project tracking
straight forward (Commella, 2014)
4.4 Disadvantages and Risk of the Proposed Project Tool
There are certain disadvantages and risks of using Microsoft Project as the project management tool
such as:
 The tool provides burndown charts for Agile project management but does not include
management of the backlogs of the projects managed
 The tool is somewhat complicated and needs good learning to be able to make the best use
of all its features (McGevna, 2010)
4.5 Test Plan (Pass / Fail criteria)
4.4.1 Effective utilizations and ongoing improvements
The organization already has some processes and resources that need to be used in order to
proceed with the project. An effective utilization of the same would be needed to be able to succeed
in the development project. The company is already carrying out some improvement activities for
that such as employment of more experienced people in the company who are equipped to identify
and resolve manufacturing challenges. With an aim of the development of the software solution for
optimization, the people working in he company are being trained to understand how processes and
equipments and identify places where the processes need optimization. This information would then
be used for the development of the optimizer software for the biogas manufacturing plant (Marshall
& Freedman, 2012).
4.4.2 Functional and non-functional requirements
The software requirement development goes beyond the stage of product conceptualization and
product development. The purpose of requirement development is to understand the needs of the
users, validation of requirements, tracing and control of the same. The requirement analysis is
usually done using analysis of the data that is gathered through stakeholder and user surveys.
Functional requirements of the software include:
 Plant optimization
 Browser based interface

 Close loop integration
 Automated testing (Mandl-Striegnitz & Lichter, 2000)
Non-functional requirements of the project include:
 Self -adaptation of the software system as the plant conditions change
 Comprehensive support for the capabilities of the plant
 Easy upgrading of the plant optimizer system in future through effective migration
 Low cost of maintenance through reduction in runtime and maintenance fee
 Reduced costs of operations
 Compliance to environmental processes (Emerson , 2005)
4.4.3 Description of business workflows
The software development project would involve considerations of two functional areas including
project management and system. The functional area of project development would involve project
management, project development, technology support, document management, daily
management and employee management. The system function of the project would include user
management, document management and role management.
The first stage of the project management would be the product concept stage in which the concept
for the development of the software would be defined. A product development proposal can then
be made containing details of the software features and the roles of the project staff in
establishment that are approved by the management (McGrath, 2012').
Once approved, the project would go to the planning stage in which an action program including
research and development and the project management would be developed. At this stage, project
costs are estimated and the project plan is accordingly approved.
After the plan is approved, the system would go to the design and development stage. System
design includes system structure, database, user interface, and coding to meet the requirements of
the software project (Chadli, Toval, Idri, & Nicolás, 2016).
4.4.4 KPI matrix
There are several key performance indicators that can help assess the performance of the project. It
is not possible to use all the KPIs on a single project and thus, most relevant and important KPIs have
to be identified for which KPI matrix can be used. In the matrix KPIs can be identifies as those
primary to the current project, those that company aspire to achieve, KPIs that need to take caution
about to ensure that project is in line and not making losses while other KPIs of low level of
importance can simply be forgotten. For the current case, the KPI matrix below identifies KPIs n
each of these categories:
Importance Aspire list of KPIs
Return on Investment
Cost performance index
Productivity
Resource Utilization
Primary KPIs
Planned Value
Actual project cost
Process management costs
Scheduled performance index

Customer Satisfaction
Strategic alignment
Cost savings
Percentage of tasks completed
Forget
Economy of reserve funds
Caution
Overdue project tasks
Share of overhead expenses
Scheduled variance
Project Deviations
Missed milestones
(Tsipes, 2004)
Availability
5 Implementation of ICT
5.1 Proposed System Acquisition Plan
As the optimizer software would be expensive if new software has to be developed as would need
consideration of all the factory settings and understanding of how systems work which can also be
time consuming. A better approach would thus be acquisition of existing optimizer software
available in the market with the customization options and customize the same with modification sin
setting or recoding in case of the requirement based on the requirements of the organization. An
acquisition plan would help in ensuring that the acquisition is done correctly and in the right way
which is presented here:
Objectives of acquisition: Objectives of acquisition of the existing software and its customization is
to have low cost development and an availability of the expertise to ensure that the solution would
work find when implemented in the systems of thee organization.
Performance requirement: The new software must be able to improve the performance of the
biogas production systems through optimization of processes using the developed software
Cost considerations: The Company has limited budget under which all the activities needed for
acquisition must be completed (Moon, 2013).
Budgeting and Funding: The budget allotted for this project is $20,000,000 which includes funds for
the acquisition of the license of the software, its customization, integration with factory systems,
data migration and training of employees on the use of the new Optimizer.
Alternatives: Alternatives to this approach of acquisition include no action and the new software
product development internally (Park, Spink, & Howarth, 2013).
Milestones: The software would be acquired and customized for the need of the organization within
the eight months after the approval of the plan and the milestones that would be achieved during
these 8 months are presented in the table below assuming the start of the project by 1st Dec 2017
Deliverables Milestones

Request for Proposal from the vendors of optimization software and consultants
for their services
5th Dec 2017
Selection of the consultant for guidance on software development 15th Dec 2017
Selection of vendor for the acquisition of license 20th Dec 2017
Acquisition of the license of the optimization software 31st Dec 2017
Identification of the need for customization based on the analysis of the
company system done by the consultant
31st Jan 2018
Development of the custom code for the modification of the software for the
company needs - 1st iteration
26th Feb 2018
Testing of features developed 30th mar 2018
Modification of the custom code for the elimination of bugs for the company
needs - 2nd iteration
15th Apr 2018
Testing of features developed 20th Apr 2018
Modification of the custom code for the elimination of bugs for the company
needs - 2nd iteration
5th Apr 2018
Testing of features developed 15th May 2018
Final development 20th June 2018
System testing 5th July 2018
Installation in the company 10th July 2018
Integration with existing systems 20th July 2018
User acceptance testing 30th July 2018
User training 20th Aug 2018
Project Sign off 31st Aug 2018
Business Considerations: Testing must be completed using available resources without exceeding
the budget allotted for testing of the system
Technical considerations: The bugs that are revealed in the testing procedures must be corrected
before next iteration and testing is done
Logistics Considerations: The main users of the system must be taken input from while planning the
tests to ensure that all their requirement are well tested (Haris, 2013)
5.2 Advantages and Disadvantages of the proposed acquisition plan over
the alternatives
Alternatives to the software acquisition and customization would be no development or change in
the organization and the development of new software. The chosen acquisition method has
advantages and disadvantages over each of these methods as illustrated in the table below:
No Action Development from
scratch
Customization of existing
software
Advantages No cost
implications
Full control over features
and the development
process
Ability to develop a highly
customized software that
takes care of the needs of
the industry and the
company
Cost effective as the cost of
customization of an existing
software would be lesser than a
new development.
Less time of development as
only customization would have
to be done
Assurance of the software as it

would already have been tested
and implemented in another
factory setting.
Disadvantages No improvements
in the current
system and the
challenges faced by
the organization
currently would
remain unresolved
High cost of development
High risk in case the
software developed is
unable to produce the
desired output
Significance cost of development
in case the existing software
needs a significant modification
to meet the needs of the current
organization
6 Conclusion
This report was a project plan created for the development of new Optimization software for the
biogas production plant. The plan included details of functional and non functional requirements of
the development, design specification, test plan and implementation plan. The project plan was
prepared assuming that the company would take a license of existing optimizer software and would
modify it based on the needs of the organization. Microsoft project tool would be used for the
management of the software implementation project and the project would take 8 months from
acquisition of licenses to the final development, testing and training of employees.
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