Information Systems Project Plan Development

This assignment focuses on developing a detailed project plan for an information system. It requires identifying the project scope, objectives, tasks, resources, timeline, budget, and risk management strategies. The plan should also include communication and stakeholder engagement plans. The document emphasizes the importance of accurate estimations, risk assessment, and effective communication throughout the project lifecycle.

Running Head: PROJECT MANAGEMENT
Project Management: Development of Cloud Based Database for a
University
Name of the Student
Name of the University

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Executive Summary
Technology has developed sufficiently enough to replace manual data management processes as it has
also increased the overall operation efficiency by a large margin. In addition, the introduction of cloud
computing has decreased the need for physical storage devices as it can literally store infinite amount of
data without any need for physical storage. In this report, a project plan has been provided for the
development of such an information system for a university that will also include a cloud based
database for efficient data operation and management.

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Table of Contents
1.0 Project Background and Introduction....................................................................................................3
2.0 Project Outline.......................................................................................................................................3
3.0 Project Team Members.........................................................................................................................3
4.0 Project Plan............................................................................................................................................4
4.1 Project Scope.....................................................................................................................................4
4.2 Estimated Time for the Project..........................................................................................................5
4.3 Project Resources..............................................................................................................................7
4.4 Project Gantt Chart............................................................................................................................8
4.5 Project Network Diagram..................................................................................................................9
4.6 Cost Estimation..................................................................................................................................9
4.7 Quality Plan.......................................................................................................................................9
4.8 Stakeholder Analysis........................................................................................................................10
4.9 Communication Plan........................................................................................................................10
4.10 Risk Management..........................................................................................................................11
4.11 Deployment Plan...........................................................................................................................11
5.0 Project Handover and Signoff..............................................................................................................11
6.0 Post Project Review.............................................................................................................................12
7.0 Conclusion...........................................................................................................................................12
8.0 Recommendations...............................................................................................................................12
References.................................................................................................................................................13

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1.0 Project Background and Introduction
This project is based on the development of a cloud based database for ABC University. In this
university, the existing data entry and management system is handled manually. The main problem
faced by the university is that the manual process is extremely erroneous and moreover, the response
time of the system is very high. In the current system, the student and faculty databases are stored in
the physical hard drive of the central system that is administered by the university principal (Joslin &
Müller, 2015). Each new data (new student enrolment, recruitment of new staff/faculty, etc.) is entered
into the database manually. Hence, due to heavy load of data, the process takes a huge amount of time
and furthermore, many manual errors occur when the data is entered. As a result, the personal
information and others are misplaced from one student database to another. The new cloud based
database will be able to solve these problems and increase the overall system efficiency.
In this report, a project plan has been prepared for the development of cloud based database
for the university.
2.0 Project Outline
Project Title: Development of Cloud Based Database for ABC University
Project Start Date: 20/11/2017
Project End Date: 18/05/2018
Goals and Objectives:
The goals and objectives of the project are as follows.
 To replace the existing technical system with latest upgraded systems
 To install latest hardwares and softwares
 To subscribe to cloud services for creating the database
 To create the database for storing and managing of student and faculty data
 To create three separate portals for students, faculties and administrators

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3.0 Project Team Members
The team members who will be actively involved in the project are shown in the following table.
Development Skills Development of the Database Development Skills
Member 1 Management Skills Team Leader
Member 2 Development Skills Development of the Database
Member 3 Development Skills Development of the Database
Member 4 Technical Knowledge Hardware and Software
Installation and Upgrade
4.0 Project Plan
4.1 Project Scope
The scope of the project is defined as follows.
 Replacement of the existing IT system with the latest upgraded system is within the
scope of the project.
 Implementation of latest hardware and software is within the scope of this project.
 Development of different portals for students, faculties and administrators are within
the scope of the project.
The work breakdown structure for the project is shown below.

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Figure 1: Work Breakdown Structure of the Project
(Source: Created by Author)
4.2 Estimated Time for the Project
The estimated time for the project is shown in the following table.
Task Name Duration Start Finish
Development of Cloud Based Database
for ABC University 130 days Mon 20-11-17 Fri 18-05-18
Project Planning 19 days Mon 20-11-17 Thu 14-12-17
Analysis of Current Situation and 2 days Mon 20-11-17 Tue 21-11-17

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Setup
Analysis of Current Setbacks 2 days Wed 22-11-17 Thu 23-11-17
Decision Regarding Proposed New
System 3 days Fri 24-11-17 Tue 28-11-17
Preparation of Initial Project Plan 5 days Wed 29-11-17 Tue 05-12-17
Setting Requirements 2 days Wed 06-12-17 Thu 07-12-17
Stakeholder Appointment 5 days Fri 08-12-17 Thu 14-12-17
Project Analysis and Initiation 18 days Fri 15-12-17 Tue 09-01-18
Stakeholder Meeting 1 day Fri 15-12-17 Fri 15-12-17
Time Estimation 2 days Mon 18-12-17 Tue 19-12-17
Cost Estimation 2 days Wed 20-12-17 Thu 21-12-17
Resource Estimation 2 days Fri 22-12-17 Mon 25-12-17
Preparation of Final Project Plan 5 days Tue 26-12-17 Mon 01-01-18
Recruitment of Developers 5 days Tue 02-01-18 Mon 08-01-18
Initiation of Development 1 day Tue 09-01-18 Tue 09-01-18
Project Execution 85 days Wed 10-01-18 Tue 08-05-18
Procurement of Hardware 10 days Wed 10-01-18 Tue 23-01-18
Procurement of Software 5 days Wed 24-01-18 Tue 30-01-18
Installation of the Hardware 5 days Wed 31-01-18 Tue 06-02-18
Installation of Software 10 days Wed 07-02-18 Tue 20-02-18
Subscription to Cloud Services 5 days Wed 21-02-18 Tue 27-02-18

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Development of Database 20 days Wed 28-02-18 Tue 27-03-18
Testing of the Database 5 days Wed 28-03-18 Tue 03-04-18
Development of Online Portal 10 days Wed 04-04-18 Tue 17-04-18
Testing of the Portals 5 days Wed 18-04-18 Tue 24-04-18
Development of Graphical UI 5 days Wed 25-04-18 Tue 01-05-18
Testing of the Entire Developed
System 5 days Wed 02-05-18 Tue 08-05-18
Project Closure 8 days Wed 09-05-18 Fri 18-05-18
Project Handover 1 day Wed 09-05-18 Wed 09-05-18
Documentation 5 days Thu 10-05-18 Wed 16-05-18
Stakeholder Signoff 2 days Thu 17-05-18 Fri 18-05-18
4.3 Project Resources
There are two types of the resources needed for the project. These requirements are as follows.
Material Resources – The material resources for the project include the hardware and software
for the project. The hardwares should be of best possible configuration including high RAM
configuration (at least 4 GB), reliable processor (at least Quad Core Recommended with 5th Generation
chipset) and other technical parts like graphics card and others (Heldman, 2015). For the software, the
latest Windows OS is required along with other softwares that help to run, operate and protect cloud
computing systems.
Human Resources – The human resources for the project include the stakeholders as well as
other team members who will be involved in the project.

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4.4 Project Gantt Chart
The Gantt Chart of the project is shown in the following diagram.
Figure 2: Gantt Chart of the Project
(Source: Created by Author)
4.5 Project Network Diagram
The network diagram for the project is shown below.

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Figure 3: Network Diagram of the Project
(Source: Created by Author)
4.6 Cost Estimation
Based on the resource requirements of the project, the following costs can be estimated.
Resource Requirement Estimated Overall Cost
Processor $500
RAM $400
Technical Peripherals $250
Softwares $600
Network Peripherals $250
Payments to the Developers $1000
Other Costs $1000
TOTAL $4000
4.7 Quality Plan
Any project requires pre-set quality standards that are needed to ensure sufficient quality is
achieved in the project. In this project, the quality standard includes latest upgraded technical setup
that will run without any failure (Phillips, 2013). Furthermore, the new cloud based database should be
able to increase the overall system efficiency that was the main problem during the manually handled
system.
4.8 Stakeholder Analysis
In this project, several stakeholders will be associated that are explained in detail in the
following table.

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Stakeholder Designation Stakeholder Duty
Project Manager To manage all aspects of the project, control,
monitoring and change management
Finance Manager To manage all the financial aspects of the project
Procurement Manager To procure necessary material resources for the
project
Developers To develop the cloud based database system
Testers To test the developed system for bugs and glitches
Supervisor To supervise the project and report to the project
manager
4.9 Communication Plan
The proposed communication for the stakeholders involved in the project is shown in the
following table.
Stakeholder Reason of
Communication
Comm. Frequency Comm. Medium
Project Manager Any major changes or
information regarding
project
Weekly Weekly
meetings/emails/written
document
Finance Manager Financial
requirements/budget
allocation
As required Financial report
Procurement Manager Resource requirements As required List of required items
Developers Project requirements Before start of project Verbal
Testers Project requirements Post development Verbal
Supervisor Minor requirements
during development
Daily Verbal

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4.10 Risk Management
There are a number of risks associated with the project. Since the entire database will be set up
in the cloud, it will be vulnerable to external security attacks. These security attacks include breach of
security attack, malwares, virus and others (Larson & Gray, 2013). These external attacks may damage
the central administration system or steal confidential information from the server. Leak of online
question papers may occur that will hamper the existing examination setup of the university.
In order to prevent these risks, the developers should develop system firewalls and restrict the
internet usage. The university should develop a policy regarding the accessibility of the external
websites and the users should not be allowed access unauthorized websites using the system connected
to the central server of the university.
4.11 Deployment Plan
As per the deployment plan of the project, first the database will be created and developed as
per the needs of the university. Inside the database, suitable system should be developed that will be
able to automatically categorize various types of data entered in the system (like personal information,
question papers, grades, etc.) (Walker, 2015). In addition, three portals need to be developed – student
portal, faculty portal and administration portal. The respective users will need to register to the
database with their unique university IDs and passwords and they will need to login according to their
requirements. Furthermore, suitable graphical user interface will need to be deployed in the project.
5.0 Project Handover and Signoff
Project handover is done after all the deliverables are met and all specified steps are complete.
For this project, after the development is complete and risk assessment is done, the developers will
review the entire project for further changes (Furman et al., 2017). After that, the developed system is
then handed over to the parent organization for their own use.
Project signoff is done when all the stakeholders review and approve the overall outcome of the
project. When all the stakeholders agree that the project has been performed according to the
requirements and has been completed within the specified time and budget, they will sign the project
report document and will formally complete the signoff process.

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6.0 Post Project Review
Post project review is necessary in order to ensure all the deliverables have been met in the
project. The post project review is generally done by the project manager after the project
documentation is handed over to him by the project team members. In this project, after the
development is complete, the developers will prepare the project document describing each and every
aspect of the project including the gathered outcome (Kerzner, 2013). After other stakeholders sign the
document, the project manager will review it and compare it against the project requirement document.
When it is ensured that all the requirements are met, the project manager will sign the document and
close the project officially.
7.0 Conclusion
In this report, a suitable plan has been suggested for the development of the online cloud based
database for the ABC University. From this project, it is estimated that it will be feasible within the
budget and time limitation and moreover, it will be able to solve the problems caused by the existing
manually operated system. In this report, the scope of the project has been defined the overall plan has
been developed accordingly.
8.0 Recommendations
Based on the developed project plan, the following recommendations are suggested.
Assess Risks – Before the initiation of the project, the risks must be assessed and addressed
accordingly.
Accurate Budget and Time Estimation – The budget and time should be estimated accurately so
that no budget and time related issues arise during the project execution.

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References
Arvidsson, V., Holmström, J. & Lyytinen, K., 2014. Information systems use as strategy practice: A multi-
dimensional view of strategic information system implementation and use. The Journal of
Strategic Information Systems, 23(1), pp.45-61.
Cassidy, A., 2016. A practical guide to information systems strategic planning. CRC press.
Furman, K.C., El-Bakry, A.S., Song, J.H., Rocha, R., Grossmann, I.E. & Aragão, M.V.P., 2017. Optimization
and Engineering, 18(1), pp.215-240.
Galliers, R.D. & Leidner, D.E. eds., 2014. Strategic information management: challenges and strategies in
managing information systems. Routledge.
Heldman, K., 2015. PMP project management professional exam deluxe study guide: updated for the
2015 Exam. John Wiley & Sons.
Hornstein, H.A., 2015. The integration of project management and organizational change management
is now a necessity. International Journal of Project Management, 33(2), pp.291-298.
Hwang, B.G. and Ng, W.J., 2013. Project management knowledge and skills for green construction:
Overcoming challenges. International Journal of Project Management, 31(2), pp.272-284.
Joslin, R. and Müller, R., 2015. Relationships between a project management methodology and project
success in different project governance contexts. International Journal of Project
Management, 33(6), pp.1377-1392.
Kerzner, H., 2013. Project management: a systems approach to planning, scheduling, and controlling.
John Wiley & Sons.
Larson, E.W. and Gray, C., 2013. Project Management: The Managerial Process with MS Project.
McGraw-Hill.
Leach, L.P., 2014. Critical chain project management. Artech House.
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Phillips, J., 2013. PMP, Project Management Professional (Certification Study Guides). McGraw-Hill
Osborne Media.

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Svejvig, P. and Andersen, P., 2015. Rethinking project management: A structured literature review with a
critical look at the brave new world. International Journal of Project Management, 33(2),
pp.278-290.
Verzuh, E., 2015. The fast forward MBA in project management. John Wiley & Sons.
Walker, A., 2015. Project management in construction. John Wiley & Sons.