VIT MITS5001 Project Proposal: Cloud Document Management System

This project proposal outlines the development of a cloud-based document management system, addressing the challenges of document storage and accessibility. The proposal, submitted for the MITS5001 IT Project Management course, details the project's aims, objectives, and expected benefits, such as improved efficiency for state departments and convenient access for citizens. It includes a project timeline, stakeholder analysis, and identification of potential risks along with mitigation strategies. Furthermore, the proposal provides an initial cost estimate, encompassing project management, hardware, and software components. The project aims to reduce the burden of carrying and storing physical documents by offering a centralized, secure, and accessible cloud repository. The proposal references several academic sources and includes a detailed breakdown of costs, making it a comprehensive plan for IT project implementation.

MITS5001
IT Project Management
Project Proposal

MITS5001 Assignment 1
Project Proposal - 10% (Session 4) – Group Activity
Please complete the template below and submit it to the subject site drop-box by the end of the week
of Session 4 (one submission per group). This is a group activity, and the group must have completed a
Group Participation form prior to this submission. It is the student’s responsibility to ensure that the
proposal is submitted on-time. Your Project Proposal should be approximately 900 words and the
project must strictly be for an IT system. The proposal should be focused, concise and written in clear
language. The Project needs prior approval from your Lecturer/Tutor before commencing. All group
member names that were on the Group participation form must appear on the submitted proposal.
PROJECT TITLE:
Cloud document management repository
BACKGROUND AND CURRENT PRACTICE (1/2 page)
Document storage has been posing a significant challenge in the modern world due to the lack of
a centralized repository. Losing the document has remained a norm for many people because
they store them physically at home (Leikums, 2013). In some cases where materials are so
valuable, owners incur some expenses by depositing them at banks for safe storage. To avoid
losing some of the documents such as academic certificates, driving licenses and identification
documents, people have turned to google drive storage. Some of the storage methodologies
adopted for document storage such as banks have limited access. On the same note, google drive
storage does not guarantee security since it is vulnerable to loss of passwords (Wong & Sar,
2012). Development of cloud-based solution would help eliminate challenges such as security
and accessibility of valuable documents at all time when required.

MITS5001 Assignment 1
PROJECT AIMS/OBJECTIVES:
 Provide various entities with access to documents when required for official and personal
use conveniently.
 Increase efficient in service delivery in state department offices mandated with issuance
and replacement of these documents.
 Provide document owners with cheap and convenient means of storing and sharing
valuable documents.
START DATE & COMPLETION DATE:
Time (Weeks)
Events/activities
1 2-3 4-5 6-9 10
System planning
Requirements analysis
System development
Deployment and Testing
Handover and acceptance

MITS5001 Assignment 1
STAKEHOLDERS
State governments in various departments would require access to the system in order to
process, issue and track documents such as birth certificates, driving licenses and title deeds.
State departments would be able to validate document authenticity by tracking its acquisition
process (Rajablu, Marthandan, & Yusoff, 2015). Similarly, citizens would be a critical
stakeholder in the development and use of the system because they would be able to make
applications and receive documents with traveling. Finally, private entities, community and
would be part of stakeholders since they would use the system to request required documents
(Jainendrakumar & Margin, 2015). In some cases such as validation of the materials needed to
hold public office, the owner can authorize sharing of documents to any aggravated party.
PROJECT BENEFITS:
 It would provide reliefs to citizens from the burden of carrying, storing, sharing and
losing sensitive documents.
 It would help state government departments mandated with the issuance of documents
increase efficiency in service delivery.
 Lose of personal documents would be forgone once and for all.

MITS5001 Assignment 1
PROJECT TEAM
Project implementation encompasses a set of project members mandated with different
responsibilities during project actualization. During actualization of the system, project team
members would include; project manager charged with the responsibility of leading the other
team members (Muszynska, Dermol, Trunk, Dakovic & Smrkolj, 2015). Provides all the
requirements to the project team members to have successful project implementation. In this
regard, the project manager should have vast knowledge and skills in IT project management.
Next, system developers would be responsible for the development of the system. The team of
system developers would consist of both programmers and system testers. It is this group which
would convert system requirements into a usable product. Additionally, the finance team would
be responsible for providing the required financial support during the execution of the project.
Further, system users would be responsible for giving out system requirements as well as testing
of the final product (Rajablu, Marthandan, & Yusoff, 2015). Notably, this is an exceptional
group of project team members because it would determine product acceptance for use in the
market. Finally, the legal team consisting of lawyers and advocates would be responsible for
formulation and drafting terms and policies that govern the use of the system.

MITS5001 Assignment 1
INITIAL RISK IDENTIFICATION:
Project implementation is usually associated with risks that should be managed professionally to avoid
project failure. Some of the dangers that cripple most of the IT project are;
Risk
ID
Project Risks Probability
Of
occurrence
Impact Mitigation/Response
1 Human errors 0.6 Medium Employing skilled and experienced
staff, rewarding and training staff
members
2 Setting unmanageable
schedule and budget
0.7 High Having a frequent review of the
provided schedule and budget
3 Overestimation of IT
capability
0.6 High Having cost/benefits analysis,
carrying out technical analysis and
prototyping solutions
4 Quality of the
developed software
0.4 Low Creating prototype, constant
requirements review and
benchmarking
5 Requirements
alterations/changes
0.8 High Establishing a high threshold for
changes and encouraging
incremental development
methodology
6 Sub-standard
architecture,
performance and
quality issues
0.85 High Carrying out simulations and
modeling similar problems in
advance

MITS5001 Assignment 1
EXPECTED OUTCOMES:
 Reduce the number of employees in state government institutions that process and issue
subjected documents.
 Increases efficiency of service delivery in the relevant state government offices.
 Eliminate carrying and losing documents because they would be available from anywhere
and at any time.
INITIAL ESTIMATES OF COSTS:
WBS components Units Cost per
Unit ($)
Subtotal($) Total ($)
1.Project management
Project manager 1 1000 1000
Project team members 5 600 3000 4000
2.Hardware components - - - -
Laptops 6 300 1800
servers 2 2000 4000 5800
3. Software - - - -
System development 5000 5000
Testing 500 500 5500
Total 15,300

MITS5001 Assignment 1
References
Jainendrakumar, T. D., & Margin, P. (2015). Project Cost management for Project Managers
based on PMBOK. PM World Journal, 4(6), 1-13.
Leikums, T., (2013). Document Management System Mobility-Main Trend in Future Document
Management. International Journal of Computer and Communication Engineering, 2(4),
p.505.
Muszynska, K., Dermol, K., Trunk, V., Dakovic, A., & Smrkolj, G. (2015).
Communication management in project teams–practices and patterns. In Joint
International Conference (pp. 1359-1366).
Rajablu, M., Marthandan, G., & Yusoff, W. F. W. (2015). Managing for stakeholders: The role
of stakeholder-based management in project success. Asian Social Science, 11(3), 111.
Wong, T. Y. C., & Sar, H. K. (2012). Web-based Document Management Systems in the
Construction Industry. Construction Economics & Management, 5393.
SIGNATURE OF PROJECT MANAGER: (You must sign on behalf of your
group)
DATE:
What to Submit.
Project Proposal
Submit your Project Proposal by the due date and time to the Project Proposal
Drop-box in the Subject site. Each group should select someone responsible in
the group to make the submission.

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