Legal Document Online Information System Case Study 2022

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Legal Document Online Information System
First Name Second Name
Student ID
Tutor Name
Unit Number and Name

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Revision history
Version no. Date revised Revision comments
1.0 04/10/2019 Add contingencies cost
2.0 05/10/2019 Add requirements complexity
points.
3.0 09/10/2019 Adding an impact on not using
advanced technology when
doing the project.

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Business driver
In business transactions, many purchase items require some form of authentication
information in order to ascertain the ownership and legality of the product. However, many cases
are the time when traders are unable to access such information due to their demographic status
or lack of enough time. This pauses a risk of being affected by the purchase of illegal goods and
unauthorized properties that might lead to conviction.
The Legal Documents online (LDO) is an Australian based company that deals with
selling helpful information regarding companies, individuals and properties. The main
beneficiaries of this platform are the lawyers, conveyances, and solicitors who are involved in
commercial matters such as sale or purchase of commodities and litigation. Some of the main
types of information The LDO provides include company information, property ownership
certificates, rates certificates, transport interest certificates, contaminated land certificates and
property descriptions among others.
In a bid to improve their services and improve their customer base, LDO needs to
implement the new information system that its clients will able to access all the type of
information they need at one place any time. This will be of huge advantage to clients since they
will be able to place their information orders, monitor the status of the orders, reclaim search
results, receive invoices and have a favorable payment plan. Clients are not be limited to number
of information searches where the search results displays in form of pdf documents get be stored
in the client document store within the information system virtually. After successful search
returns a result, the client’s invoice is then updated automatically and can make payment through
a third party payment module within the system.
Implementation of this platform will greatly impact the operation of LDO in terms of
expanding its customer base, minimizing its operation cost, improving service delivery and
increased revenue. Clients will be able to leave a review and access information at the comfort of
their homes or offices amounting to reliability and convenience to clients.
Project objective
A project objective should be specific, measurable and contain key performance
indicators in getting the desired output for the project. LDO is planning to implement a digital
information system that will be able to be accessed from any location at any given time to ensure
the quality of information accessibility. This system will provide for an extra efficient and cost-
effective large and small scale approach to information diversification.
Competitive advantages: The system will enable clients’ access information at any time
and place hence saving a lot of time and resources. Reviews will ensure communication and
quality information is provided by the company in order to maintain a good picture to the public.
In addition, information will be secured through the online portal hence ease back up and
retrieval of data in the system. The company will reduce its cost of operation and maintenance
costs in a significant mode while still providing more complex and consistent services to its
customers.
Future potential: The system will impact the growth of the company through a wide
coverage of clients from anywhere hand generating a good amount of revenue to sustain its
operation and new projects. It will also support more developed functionalities such as cloud
database storage of information and backup system to ensure maximum security and safety of the
data in the system.
Enabling more efficient processes: The LDO system can provide a download option in
the clients’ document store where clients can use it at their own pleasure without the need to

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collect the documents physically in the LDO offices. Also, they can introduce promotional
services like discounts and free services in order to encourage their customers on their services.
Interface can be made more interactive and simple to understand for easier access to information
and payments. Communication with staff can also be improved through online chats or emails
with instant feedback to maintain customer satisfaction.
Integrate with current systems: This system will be integrated with the current systems
making a very easy to use environment for the clients and also the employees. Training and
surveys can be provided in order to educate on the operation and usability of the system.
Business benefits
Specific: The specific part of the information system project is to add more efficiency and
accessibility of information by responding to new features and functionalities from the existing
system to avail of a one-stop-shop website. This is meant to enhance multiple searches of
information, convenient payment plans, information backups, information security, and backup.
The major benefit of the information system is, providing more cost-effective and reliable
information on a large scale perspective in which it can be an added advantage since it can be
transformed into a more advanced system in future. The project will increase the market range
providing high-quality services at a convenient cost to the company’s customers.
Measurable: Running an online platform is cheaper than a physical office considering the
maintenance cost and staff recruited. It is clear that more than 40% of their annual cost of
operation will be saved compared to opening another office. Moreover, more clients can access
the information in the system at the comfort of their homes saving a lot of time and resources.
Assignable: This information system will be implemented entirely by the company
developers where the LDO project manager will be in charge of realizing the business benefits
emerging from the project. The managing director and operation manager will play the position
of business visionary and offer specialist advice on business solutions that might accrue during
the project. The Human resource manager can provide input into requirement and user training,
design and make reviews to the project activities in bid to help achieve the company goals.
Realistic: Upon total implementation of the information system, LDO will have the
ability to increase its revenue significantly by making the platform accessible anywhere. As a
result of this, they will be able to concentrate on digging for information from the providers to
equip it with any relevant information that a client might be looking for. Moreover, this will lead
to good impact on business benefits as it will attract more clients to use this system hence wider
coverage and more revenue.
Time-related: Implementation of the project is estimated to be achieved within 6 month’s
time to avail of all the necessary information on a one-stop-shop. This will impact the companies
operation, reputation, and customers’ feedback through their satisfaction on the project delivery.
Defining the scope
Project Name LDO Information System
Key project objectives
 Developing a digital information
system that can be accessed from
anywhere at any time from any
device.
 Ensure the availability of adequate
flow of information to clients.
 Allow clients to place orders

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automatically in the system,
monitor the progress of the search
and retrieve search results at their
own convenience.
 Ensure clients receive an invoice on
a monthly basis and access payment
platform from a third party payment
module that is convenient to them.
 Provide a client with an information
store within the system where all
the information and clients’ data
can be securely stored.
 Expanding business territorials.
 Improve customer service through
online customer care and reviews.
 Ensure quality information is
readily available online.
Project requirements
 The system has to fulfill the
company needs and objectives
 The system must adhere to the
state's rules and regulations.
 It has to fulfill the client’s basic
requirements.
 The system has to be user-friendly
to the client and the employees.
In Scope
 Information fed in the system can
be accessed from anywhere at any
given time.
 Communication between the client
and the customer care can be
enhanced through instant reply.
 Information will be readily
available to the client after
performing a search.
 Payments will be made within the
system via a third party payment
module.
 The online document store can be a
secure storage for clients’ data.
 Clients will receive promotional
products to motivate them.
 Other company products will be
advertised in the system.

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Out scope
 LDO will not be responsible for
financial transactions or any related
to finance.
 There will be no clients training or
guidelines on the system's
operation.
 There will be no questionnaires to
confirm the satisfaction of the
clients.
 LDO will not provide a download
option for the information in the
system.
Not yet clear
 The clients used to office service
will be directed online or they will
still be served.
 Hard copies will be obtained from
the office or they will be dispatched
online to download considering the
security measures of some
companies.
Summary of all deliverables
 Completion of the project will take
a maximum of 6 months.
 The project has three deliverables.
 Each deliverable is scheduled three-
time boxes.
Cost
Project planning budget is 2000 USD
Resources allocation and implementation is
6000 USD
Total budget will be 8000 USD
Project constraints
 End-users' considerations when
designing the system.
 Different clients' tastes, colors, and
outlook.
 Devices to be used to access the
system.
Success criteria
 Cost-effective charges
 User-friendly interface
development.
 Fast and secure system for both
clients and staff.

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 Beneficial to clients and investors.
Prioritized Requirements List, User Stories and MoSCoW
Task
ID Requirement/ user story points
MoSCoW
prioritation
1
As the system administrator, I need a user-friendly system
created to consolidate data, allow integration and dynamic
search ability tools.
5 Must have
2
As the project system administrator, I would like to have access
to such information collection at ones and able to interact with
any information management interface flexibly.
4 Must have
3
As the projects system developer, I want to encrypt information
back up information so it will enhance security to the systems
data and client information.
7 Must have
4
As the project manager, I want to have access to a dashboard
view of all the activities and operations in the system in order to
monitor operation.
5 Must have
5
As the system administrator, I want to have interaction with the
control metric function for the purpose of controlling a user’s
accessibility.
2 Should
have
6
As the project system administrator, I want to have access to
comprehensive review report and system history in order to
manage the server performance.
7 Must have
7 As a client, I would want to have full access to the information I
need anytime anywhere.
9 Must have
8 As a staff, I want a comprehensive technical and theoretical
training and instructions about the new system so that I can
manage to operate the system.
7 Must have
9 As the IT manager, I want all the backups done regularly in
order to keep the data protected.
8 Must have
10 As a client, I want to be able to register, access services in the
system and give feedback easily.
9 Must have

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Relative size estimating
1 As the operation director, I want to get information about clients
through questionnaires and surveys.
5 Should
have
2 As a client, I would want to create and update my profile that
suits my requirements.
4 Could
have
3 As a client, I want to have updates notifications about any new
relevant information in the system.
8 Should
have
4 As the finance manager, I want to see all clients’ transactions to
confirm adherence to the firm payment policy.
9 Must have
5 As a client, I would want to be able to pay the fees electronically
without the need to go to the bank or the company’s office.
9 Must have
6 As the managing director, I want a comprehensive weekly and
monthly report about newly registered clients to identify the best
working marketing method.
6 Must have
c
o
u
l
d
h
a
v
e
s h o u ld h a v e
m u s t h a v e

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Justify the chosen methodology
The DSMD has a user-centric approach, (Sael 2018) that has the capability to promptly
collaborate with any out coming change hence much focus on the project contrary to the
advancements only or product delivery. Through prioritization, the project can be implemented
on the articulated time, enhancing the quality of the project being delivered. As the business
transitions into live use, it is more likely to feel possession of the solution as it evolves adding
chances of the final solution meeting the actual business need. In addition, deployment is much
probably possible considering the cooperation of all people concerned throughout the whole
project development ( Merzouk, 2018)
Key stakeholders

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Role Resource Organization Role Responsibility
Project Level
Business Sponsor
Mr. Willy Martin Managing Director
Individual who
has been
awarded overall
accountability of
the
project and
management
including
decision-making.
Project Manager Mr. J. Kange Chief Development Officer
Overall
responsibility for
the
flourishing
initiation,
and control of
the
Initial project.
Business Visionary MR. Mamba Okoth Marketing Director
Defining and
explaining the
business plan of
the project
before providing
guidance to
achieve
the stated
business goals.
Solution Development Team
Business Analysis Mr. Peter Operation Manager Analyze the
overall business
necessities and
focus on
the rapport
between the
business and
development
agendas.

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Team Leader Mr. Jullius Commercial Manager Is liable for
scheduling,
executing and
promoting the
activities on the
project.
Business Ambassador Mr. Collins Tameka Chief Accountant liable for day to
day
operation and
communication
among the
project and the
Business in
terms of finance.
Solution Developer
Mr. Ken
Dr. John
Mr. William
Programmers Design, program
and develop the
system
according to the
requirements.
Other stakeholders Third-party Clients and service
providers.
Individuals and
business partners
who are involved
by the company
either to deliver
or supply to the
company.

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Outline solution.
Key risks
Communication between stakeholders (Ro1): In order for reliable project outcomes,
communication should be optimum and any incorrect communication might lead to procedural
errors and critical influence on the project progress.
Stuff turnover (R02): In cases where any stakeholder or a project team leaves before
project completion the project might be stopped in regard to Agile methodology where every role
and responsibility is attached to each other.
Proposed changes (R03): stakeholders might struggle due to changes that are proposed by
either the development team creating conflict between the developers and the business sponsors
together with the business visionary.
Cost overruns and exchange rate variability (R04): The estimates provided by the project
cost management might be inaccurate due to inexperience or the use of poor estimation
techniques. This would be managed by using better estimation techniques and acquiring advice
from experienced project managers.
Poor quality of the project product (R05): In some instances, the quality might not meet
the expected standards in terms of technology or usability. This might be caused by using
outdated technology and missed match components of the product. Well experienced developers
and the provision of latest software and hardware might solve this problem.
Delays to stakeholders’ approval (R06): This is common to many organizations where
deadlines might be exceeded due to the busy schedule of the managers. To mitigate this, all the
contact details of the stakeholders should be gathered and stored before the project commences.
Risk of wrong decision making (R07): Making decisions without taking into
consideration all the relevant information and waiting for approval of all members and
stakeholders will lead to bad decision making. This should be mitigated by gathering all the
members and stakeholders when making a decision.

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Delay of the required resources (R08): The necessary software and hardware compulsory
to implement the project might not be availed on the stated time fostered by late payments hence
delay of delivery. Keeping in touch with the suppliers and early payments to the stuffs will
combat the problem.
Risk Assessment Table:
Avoid risk: R01,R05, R07, R08
Mitigate risk: R02, R04, R06
Accept risk R03
Transfer risk
5
4
3
Probability
2
1
1 2 3 4 5
Impact
Delivery and release planning: The project duration is estimated to take 6 months as increment
duration is given 20 days and time box duration given 10 days.
Increment A: Delivering the prototype of the information system.
Increment B: Deliver the information system with dashboard implementation.
Increment C: Back up recuperation and details generating.
Increment D: Completed Information system with security functionalities.
R07 R01
R05
R02
R04 R06
R08
R03

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Increment Timebox Start date End date Resourc
e
Deliverable description Release
date
A 1 01/01/2020 20/01/2020 Mr.
Willy
Martin
Mr. J.
Kanga
MR.
Mamba
Okoth
present the initial prototype of the
Information system.
25/01/2012
0
A 2 21/01/2020 05/02/2020 Mr.Okot
h
Mr.
Peter
Mr.
Julius
Storage of information to the
system and saving it.
10/02/2020
B 1 07/02/2020 20/02/2020 Mr.
Willy
Martin
Mr. J.
Kanga
MR.
Mamba
Releasing the centralized
information system with a user-
friendly interface.
27/02/2010
B 2 26/02/2020 08/03/2020 Peter
Mr.
Julius
Mr.
Collins
Tameka
Introducing the clients to the new
system and implementing
performance.
10/03/2020
C 2 10/03/2020 20/03/2020 Mr. Ken
Dr. John
Mr.
William
Users’ interaction with the system
and giving feedback and reviews.
30/03/2020
D 2 01/04/2020 15/04/2020 Mr.
Collins
Tameka
Integration with the current system
and encryption for total reports
and functionalities.
01/05/2020
D 2 01/05/2020 01/06/2020 Mr. Ken
Dr. John
Mr.
William
Mr.
Collins
Staff training on new systems and
information dispatch to clients
through the system.
30/06/2020

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Project control
These are the steps taken and the documentation used to keep track of the project initially in the
process of checking the progress as outlined in the project plan.
The following techniques are used to manage;
Trade-offs between the project variables scope, time and budget: This technique requires
a project plan to be established to enable creation of priority requirement lists and deliverable in
order to complete the major functionalities of the project and concentrating with the minor ones
later on.
Quality of the product: The main agenda for the project team is to maintain the product
quality until the deployment stage of the project. When using the agile aspect, several techniques
are observed to maintain the quality including deliverable outcomes where the client is allowed
to give reviews on each output (Wang 2012).
Project process tracking: The objectives and scope are explained to all team members
through a timetable which outlines the tasks and parties involved in the control process. In order
to avoid breach of deadlines, burnout charts and Gantt charts are useful in tracking the progress
met during the project development.
Ongoing business case justification: When applying the agile methodology, any change
can be understood in detail and solutions to address those changes are created hence no
compromising with the quality of the product. This will lead to incremental development at each
project phase hence more profitability.
Project Cost
Estimations regarding the project costs involving the cost of; software developer, project
manager, software tester, team leader, business analyst, business ambassador, and the technical
coordinator.
Hardware cost calculation
Hardware Price per item No. of items Total
Desktop 100USD 10 1000USD
Printer 150USD 2 300USD
Server 200 USD 1 200USD
Total hardware cost: 1500USD
Software cost calculation:
Software Subscription Number of
subscriptions
Total price
Microsoft
professional
500USD 1 500USD
Microsoft OS 600USD 1 600USD
Total software cost: 1100USD
Government, Training& payrolls
resource No of Months No. of working Hours Total amount
system developers 1 8 hours 2000USD

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System tester 1 8 hours 200USD
Team leader 6 8 hours 1000USD
Staffs
Analysts, ambassador,
and technical
coordinator.
6 8 hours
2000USD
Licenses 12 - 700USD
Contingency cost - - 1000UD
Total budget for the project: 8000 USD

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References
Barbee, D. (2013). What are scrum, XP, and DSDM? (pp. 1-1) J. Ross Publishing, Inc.
Britton.D(1996). Understanding Technology costs(2019). Retrieved from
https://networkalliance.com/understanding-technology-costs/
Ellingham.G(1994). The DSDM Agile Project Framework (2014). Retrieved from
https://www.agilebusiness.org/resources/dsdm-handbooks/the-dsdm-agile-project-
framework- 2014-onwards
Huo, M., Verner, J., Zhu, L., & Babar, M. A. (2004, September). Software quality and agile
methods. In Computer Software and Applications Conference, 2004. COMPSAC 2004.
Proceedings of the 28th Annual International (pp. 520-525). IEEE.
Lotz.M.(2018). Waterfall vs. Agile(2019) Retrieved From https://www.seguetech.com/waterfall-
vs-agile-methodology/
Liang, H., Wang, J. J., Xue, Y., & Cui, X. (2016). IT outsourcing research from 1992 to 2013:
A literature review based on main path analysis. Information &
Management, 53(2), 227-251.
Merzouk, S., Elhadi, S., Cherkaoui, A., Marzak, A., & Sael, N. (2018). Agile Software
Development:
Wang, J. (2012). Project management techniques and innovations in information technology
(1sted.). US: Information Science Reference (Isr).

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Appendix B: PAQ
Project Approach Questionnaire (PAQ)
Project: Name:
Date: Poition:
Indicate the closest collective opinion
Ref Statement Strongly
Agree
Agree Neutral disagree Strongly
Disagree
Where
appropriate
comment on
issues or
risks related
to a more
negative
response to
this aspect
of the DSM
approach.
1 All team members
of the project
accept the DSDM
approach
( philosophy,
principles and
practices)
x Some team
members do
not
understand
the
methodolog
y aspects so
training is
required.
2 The Business Sponsor
and the Business
Visionary demonstrate
clear and proactive
ownership of the
project.
x
3 The business vision
driving the project is
clearly stated and
understood by all
members of the
project team
x
4 All project participants
understand and
accept that on-time
delivery of an
acceptable solution is
the primary measure
of success for the
project
x

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5 The requirements can
be prioritised, and
there is confidence
that cost and time
commitments can be
met by flexing the
scope of what's
delivered.
x
6 All members of the
project team accept
that requirements
should only be defined
at a high level in the
early phases of the
project and that detail
will emerge as
development
progresses.
x
7 All members of the
project team accept
that change in
requirements is
inevitable and that it
is only by embracing
change that the right
solution will be
delivered.
x
8 The Business Sponsor
and Business Visionary
understand that active
business involvement
is essential and have
the willingness and
authority to commit
appropriate business
resources to the
project.
x
9 It is possible for the
business and solution
development
members of the
Solution Development
Team to work
collaboratively
throughout the
project.
x
10 Empowerment of all
members of the
Solution Development
Team is appropriate
x

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and sufficient to
support the day-to-
day decision-making
needed to rapidly
evolve the solution, in
short, focused Time
boxes
11 The DSDM roles and
responsibilities are
appropriately
allocated, and all role
holders understand
and accept the
responsibilities
associated with their
role.
x
12 The Solution
Development team
has the appropriate
collective knowledge
and skills (soft skills
and technical skills) to
collaboratively evolve
an optimal business
solution.
x
13 Solution Development
Team members are
allocated to the
project at an
appropriate and
consistent level
sufficient to fully
support the DSDM
time boxing practice
x Members
have full
support of
the DSDM
14 Tools and
collaborative working
practices within the
Solution Development
Team are sufficient to
allow effective
Iterative Development
of the solution.
x
15 All necessary review
and testing activity is
x

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fully integrated within
the Iterative
Development practice.
16 Project progress is
measured primarily
through the
incremental,
demonstrable delivery
of business value.
x
17 There are no
mandatory standards
or other constraints in
place that will prevent
the application of the
DSDM Philosophy and
Practices on this
project.
x