Office Supply Management System Capstone Project: MITS6500

Desklib provides solved assignments and past papers to help students succeed.

MITS6500 CAPSTONE PROJECT
(SECOND PART)

Table of Contents
Introduction................................................................................................................................2
Objective....................................................................................................................................3
Scope..........................................................................................................................................4
Organization...............................................................................................................................5
Structure.................................................................................................................................5
Role and Responsibilities.......................................................................................................5
Scheduling..................................................................................................................................7
Work Breakdown Structure....................................................................................................7
Gantt Chart.............................................................................................................................7
Control and Reporting................................................................................................................9
Risk/Constraints Management.................................................................................................10
Delivery Strategy.....................................................................................................................11
Approach or Methodology...................................................................................................11
Standard and Procedures..........................................................................................................12
Conclusion................................................................................................................................13
References................................................................................................................................14
List of Figures
Figure 1: Organizational Structure.............................................................................................5
Figure 2: Work Breakdown Structure........................................................................................7
Figure 3: Gantt Chart.................................................................................................................8
1

Introduction
This report is a detailed description of Office Supply Management working strategy. Office
supply management will work for the office needs and the supplies into all four different
departments of the office. A project plan will be developed for this project using Gantt chart
and WBS Structure so the project and the dependent team can analyze their work according
to the timelines so the work can be completed without any risk and delay.
2

Objective
The project is been developed named “Office Supply Management System”. It will be
developed for handling the distribution and purchase that will be required for the supplies of
office for all 4 branches of the company.
The aim or the objective for developing this system to keep all the supplies of the data on
office premises. It also keeps the information which will be stored in a single system with
proper security. The main criteria for selecting this project is to handle the complete
resources and database in a single system with proper security. The organization wants to
develop the system because of handling complete information or data regarding current
requests or the stocks by a computer system and the mobile devices.
3

Scope
The scope of the project or the system for managing the office supplies for managing the
complete records of the supplies for gratifying the several requirements in the 4 branches of
the company. This system will be helpful for the proper management of the data or
information regarding the stock counts or the requests.
4

Organization
Structure
It is the system which shows the complete outline of the organization for achieving the goals
or the targets of the organization. It includes their roles, rules, and responsibilities. It also
determines the flow of information between different levels of the company or organization.
Figure 1: Organizational Structure
In the above figure, it shows the organizational structure which shows each stakeholder in the
company having their own roles and the responsibilities. There are 6 stakeholders in the
organization stated above such as IT Architect, IT Team Lead, IT Manager, Store Keeper,
Department Manager, and Purchase Manager.
Role and Responsibilities
S. No. Stakeholders Roles and Responsibilities
1. IT Architect In the organization, the main role of this
stakeholder is to analyze the environment of
technology used in the development of the
software. It also used to create a prototype
before starting the process of the project.
2. IT Team Lead In the organization, the team leader has the
responsibility for guiding the employees for
completing the project. By proper guidance, the
team will achieve their goals easily and timely.
3. IT Manager In the organization, the main responsibility to
manage the whole process including planning,
organizing, monitoring and controlling.
4. Store Keeper In the organization, the main role of the
storekeeper is to manage all the supplies in the
5

office including the other duties that were
related to them.
5. Department Manager In the organization, the main role is to manage
each and every functionality and the
productivity of the project with the department
wise. Main strategy is to achieve all the goals
with the given budget.
6. Purchase Manager In the organization, he/she will seek reliable
suppliers or vendors for providing better
services in the given time.
6

Scheduling
For proper information of the project plan, the Work Breakdown Structure and the Gantt
chart is been designed.
Work Breakdown Structure
It is the structure that derives the deliverables of the project for organizing the working of
team members into the manageable sections.
Figure 2: Work Breakdown Structure
For the development of the system for managing the supplies of office, the work breakdown
structure is designed. The whole project is divided into 6 sections for identifying the
deliverables or the step-by-step process. The six milestones are Planning, Requirement
Analysis, Designing, Coding & Implementation, Testing and Deployment, and
Documentation. This segregation is so helpful for completing the project development easily
and effectively without any problem occurred (Siami, et al., 2015).
Gantt Chart
It is like a bar chart which illustrates the schedule of the structure. This chart performed in
time intervals and the vertical axis on the horizontal axis. The bars in the horizontal axis in
the graph was depended on every activity’s duration.
7

ID Task Name Duration Start Finish Predecessors
0 Office Supply Management52 days Fri 14-06-19 Mon 26-08-19
1 1 Plannings 15 days Fri 14-06-19 Thu 04-07-19
2 1.1 Regular Meetings 5 days Fri 14-06-19 Thu 20-06-19
3 1.2 Project Planning 7 days Fri 21-06-19 Mon 01-07-19 2
4 1.3 Research Methodology3 days Tue 02-07-19 Thu 04-07-19 3
5 1.4 Milestone 1: Completed0 days Thu 04-07-19 Thu 04-07-19 4
6 2 Requirement Analysis 12 days Fri 05-07-19 Mon 22-07-19
7 2.1 Gathering Information8 days Fri 05-07-19 Tue 16-07-19 4
8 2.2 Interviews 1 day Wed 17-07-19 Wed 17-07-19 7
9 2.3 Project Analysis 3 days Thu 18-07-19 Mon 22-07-19 8
10 2.4 Milestone 2: Completed0 days Mon 22-07-19 Mon 22-07-19 9
11 3 Designing 15 days Tue 23-07-19 Mon 12-08-19
12 3.1 Block Designing 6 days Tue 23-07-19 Tue 30-07-19 9
13 3.2 Build Prototypes 4 days Wed 31-07-19 Mon 05-08-19 12
14 3.3 Make Flow Chart 4 days Tue 06-08-19 Fri 09-08-19 13
15 3.4 Project Architecture1 day Mon 12-08-19 Mon 12-08-19 14
16 3.5 Milestone 3: Completed0 days Mon 12-08-19 Mon 12-08-19 15
17 4 Coding & Implementation6 days Tue 13-08-19 Tue 20-08-19
18 4.1 Software Development3 days Tue 13-08-19 Thu 15-08-19 15
19 4.2 Each Stage Report 2 days Fri 16-08-19 Mon 19-08-19 18
20 4.3 Storing Each Stage
Details
1 day Tue 20-08-19 Tue 20-08-19 19
21 4.4 Milestone 4: Completed0 days Tue 20-08-19 Tue 20-08-19 20
22 5 Testing & Deployment 3 days Tue 20-08-19 Thu 22-08-19
23 5.1 Unit Testing 1 day Tue 20-08-19 Tue 20-08-19 19
24 5.2 System Testing 2 days Wed 21-08-19 Thu 22-08-19 23
25 5.3 Milestone 5: Completed0 days Thu 22-08-19 Thu 22-08-19 24
26 6 Final Documentation 1 day Mon 26-08-19 Mon 26-08-19 25
27 6.1 Finalize
Documentation
1 day Mon 26-08-19 Mon 26-08-19 24
28 6.2 Milestone 5:
Completed
0 days Mon 26-08-19 Mon 26-08-19 27
04-07
22-07
12-08
20-08
22-08
26-08
12 17 22 27 02 07 12 17 22 27 01 06 11 16 21 26 31 05 10 15 20 25 30 05 10 15 20 25 30 04 09 14 19 24 29 04 09 14 19
June 2019 July 2019 August 2019 September 2019 October 2019 November 2019 December 2019
Figure 3: Gantt Chart
In the above figure, it shows the Gantt chart for the system designed for managing the
supplies of office. The overall project is divided into 6 milestones and every milestone has its
sub-activities that are to be performed completely for achieving every milestone. The time
period is also provided for each sub-task for completing every activity. The start date of the
project is June 14, 2019, and the end date of the project is August 26, 2019. For completing
the overall project development, it takes 52 days including non-working days (Ong, et al.,
2016).
8

Control and Reporting
S. No. Stakeholder Action Control Reporting
1. Methodology Advisor  Planning
 Requirement
Analysis
IT Manager
2. Technical Advisor  Planning
 Requirement
Analysis
IT Manager
3. Management Advisor  Planning
 Requirement
Analysis
IT Manager
4. IT Architect  Designing
 Coding and
Implementation
 Testing and
Deployment
IT Team Lead
5. IT Team Lead  Requirement
Analysis
 Designing
 Testing and
Deployment
IT Manager
6. IT Manager  Planning
 Requirement
Analysis
 Documentation
Sponsor, Director
7. Store Keeper  Planning
 Requirement
Analysis
Management Advisor
8. Department Manager  Planning
 Requirement
Analysis
Management Advisor
9. Purchase Manager  Planning
 Requirement
Analysis
 Documentation
Management Advisor
9

Risk/Constraints Management
The risks or the constraints that will be occurred while the development of the project are:
- Data Security: In the development of the project for managing the supplies of office, the
security of the data or the information is the main risk or constraint. The development
team has the responsibility for preventing unauthorised access.
- Required Skills: For the development of the project, the skills were required properly as
related to the project.
- Operational risk: It can occur from the process problems and poor implementation such
as the development of the project.
- Time management: While developing the project, the time will be managed with the
given budget (Mohagheghi, et al., 2015).
10

Delivery Strategy
Approach or Methodology
The project or the system is developed for managing the supplies of office for maintaining
the recent stocks counts and further requests. For the development of the project, the agile
methodology will be used. It is categorized by the building projects with the customer
requirements which allows the rapid production and the constant revisions. There are some
stages for the development of the project, such as:
- Collecting information and requirement analysis: In this step, the information or the
data is collected as per the requirement of the system.
- Prototype designing: After collecting the resources, the prototypes will be designed for
processing the development of the project.
- Coding or Implementation: After designing the prototypes, the development or the
coding part will be implemented. In this stage, the complete development of the project
will be completed.
- Testing or deployment: After the development of the project, the system will be tested
for finding and resolving the bugs or errors occurred.
- Documentation: After completing the testing section, the report or the documentation
will be designed (Maduenyi, et al., 2015).
11