KIIT SCHOOL OF MANAGEMENT

Enterprise Document Management System

Software Project Management
Submitted to Prof Srikant Das 11/14/2011

Submitted by: Jenamani Amit Kumar Roll No: 10202139 MBA-II

Enterprise Document Management System

Project Title: Enterprise Document Management System Project Start Date: November 10, 2011 Projected Finish Date: June 10, 2012

Budget Information: College has allocated Rs. 10, 00000 for this project. The majority of costs for this project will be internal labor. An initial estimate provides a total of 67 hours a week. Project Manager: Jenamani Amit Kumar, (080)254 6534, jamit@tech9.com Project Objectives: Top Management: Top Management should have information how EDMS is providing static reports by delivery and archiving from University enterprise systems. Reports available in Enterprise Document Management System (EDMS) are the results of standard processes run in production. Monitoring the Overall Documentation: The Documentation Management System would focus on how many hours of operation are done & the mode of service whether it is online / offline along with cost factor. Identify Exceptions and Trends: By employing a consistent, structured approach to change management, we ensure that all changes are efficiently and promptly handled & thereby minimizing the impact of change-related incidents on service delivery. Respond to Special Request: EDMS performs daily system maintenance except Sundays. Every effort will be made to use the scheduled maintenance windows to perform maintenance activities to upgrade the system status page. Reduce Cost through Vendor Negotiations: These reports should be produced by organization unit, geographic area. Scheduled maintenance activity is expected to impact service will be communicated in advance. Communications would include the start time, end time, and a description of the maintenance to be performed. Research Exceptions: The information must be easily accessible and in a flexible format that will allow timely and accurate responses. EDMS is dependent upon the University data center power, network, and related systems. The availability of those systems will have a direct impact on the availability of this service.
Top Management

Monitoring Overall Documentation

Indentify Exceptions & Trends

Reducecost Through Negotiations

Respond to special requests

Research Exceptions

Enterprise Document Management System

Approach: Gather the resources that the college has and what all are required to implement the system. Information about the Enterprise Document Management Systems vendors in the market. Develop a survey to determine the various critical issues of documentation. Determine a way to measure the value of the application in terms of reduced costs and this information during the project and one year after project completion. Test new reports or modifications to existing reports to verify that they meet their expectations before such changes are implemented in the production system. Communicate and coordinate with IT staff in local units to minimize disruption to end users.

Roles and Responsibilities:

Name Avik Sarkar JenamaniAmitKumar Jonshon John Peter Park Tanujit Sekhar Kurgik Foxter Kimi Stevehu Joye Sam

Role Sponsor Project Manager Team Member Team Member Team Member Team Member Advisor Advisor

Position Tech9, CEO Tech9, manager

Contact Information avik@tech9.com jamit@tech9.com

Tech9,seniorconsultant john@tech9.com Tech9, consultant Tech9, IT department Tech9, IT department Client representative Client representative park@tech9.com tanujit@tech9.com kurgik@tech9.com deepti@gmail.com joye@gmail.com

Enterprise Document Management System

Project Title: Enterprise Document Management System Project Start Date: November 25, 2011 Prepared by: Jenamani Amit Kumar, Project Manager, (080)254 6534, jamit@tech9.com Project Justification: When we implement a digital document management solution our organization would be profitable as cost reduces approximately 40%. Improvement in efficiency of our work processes. With quality EDMS we can work as we want without clutter & limitation of paper. EDMS would help in solving the business-critical problems that we would face in daily basis & provide the right solution for the unique needs & implement it quickly & easily. Major technological upgrades that would provide more facilities in EDMS. Increase profitability as implementing this can result in up-front costs and lead to long term savings. Increase in productivity & efficiency would lead to have a better decision making. Document management solution with an automated workflow component deliver more efficient work processes. This system is easy to implement and use. Product Characteristics and Requirements: Hardware Required: Microsoft SQL Server or Oracle as EDMS would adapt existing infrastructure and work well with existing resources. Server Requirement: Database Management System is a software program to run on database server & allows management of data stored in database; also respond to queries from users. DBMS help in to get location of scanned image or electronic document. CPU: Pentium 4 1 GHz processor Memory: 512 MB RAM Communication: TCP/IP Operating System: Windows XP (Service Pack 2), Windows Server 2003 (Service Pack 1), Windows Server 2003 Release 2

Enterprise Document Management System

Database engine: Microsoft SQL Server 2000 (Service Pack 3), Microsoft SQL Server 2005 (Service Pack 1) Workstation Requirement: CPU: Pentium III 700 MHz processor, Memory: 256 MB RAM, Operating System: Windows XP Professional, Web Browser: Internet Explorer 6.0. Not required to purchase a new hardware to install a digital document management solution. Vendor would provide you the clear, understandable information on hardware requirement & configuration. Software Requirement: A browser based thin client solution can help to provide essential document management access. Licensing Requirement: Important part for installation. It determines types of DBMS as per requirement to communicate, to support & to access. Scanning Requirement: Automatic Document Feeder (ADF) speeds up the scanning. Security: The application must provide several levels of security. All internal employees will have access to the application, when they enter their security information. Up gradation: The application must be online 24 hours a day, 7 days a week, with no for shutdown. It should have a standby server so that it does not go offline while maintenance activities are performed. Search Feature: Different password we provided to outsider who want to e part of this and look for some information and separate link would be provided for them to access due to security reasons.

Summary of Project Deliverables

Project management related deliverables: business case, charter, team contract, scope statement, WBS, schedule, cost baseline, status reports, final project presentation, final project report. Product-related deliverables: Survey: Survey the employee and client to help & determine desired content and features.

Enterprise Document Management System

Files for Templates: Templates regarding the EDMS would provide for the first time users along with their suggestion. It would capacity to store unlimited information and also we can upgrade that information as per our requirement. Login ID: The link would be provided for external / internal user that would directly access the database of EDMS. The login id and password of the user would be asked for security reasons and verify the same. Files for tools: The application will include information on how to use the module, the limit (in terms of money) value of the employees as per his/her designation. User request: The interface will include an application to process and send the request for approval to the concerned authority. Articles: EDMS would have article related to the project by different authors. It would have the capacity of containing ten thousand articles in PDF formats. Expert Database: Here are answer to queries would be provided along with history document that would help to help the client or the person searching for some information. Links: It would given a link as per the user who would be login in as company/organization would have different link for login in. Test plan: Here we are taking suggestion from the client to make for software more reliable. Promotion: A plan for promoting EDMS will describe various approaches for soliciting inputs during design. Project benefit measurement plan: A project plan will measure the financial value of the Enterprise document management system.
Work-Break Down Structure:

S. No

Operation

Days 10 10 15 10 10

1. Map daily activities to business process 2. Diagram & Document the processes 3. Identify the break downs in the process 4. Identify how documents are related to process breakdowns 5. Identify the solution required

Enterprise Document Management System

6. Quantify the benefits by meeting 7. Analyze Software Requirements 8. Develop Software Architecture 9. Develop External Functional Specification 10. Produce and Deliver Software 11. Prepare for Software Sustaining and Operations 12. Perform Project Management Functions 13. Training Staffing 14. Linking , up gradation & security check 10 10 15 25 10 20 15 10 10

Project Success Criteria:

The main objective is to complete this project within the given time period using amount of Rs 10, 00,000. The project sponsor, Avik Sarkar, has emphasized the importance of the project paying itself within six months after the developing the system as that would help the organization to have the full information in well constructive manner. To meet financial goal for this project, the system must have strong user inputs. We must also develop a method for capturing the benefits while the system is being developed, tested, and after it is rolled out. Here by viewing the work down structure we can say that the first 6 operation are analysis phase where are decision is taken to have the better result, then the implementation part where we try to decide what we are going to provide in the EDMS. 7-12 operations come under implementation. Lastly 13 and 14 operations take the least time. It is in 7-12 operations where we are not only wasting more time but also the money as that requires management to take major decision for the success of the project. Here the process might be less to implement that would save the time as analysis of operation before we just again doing that to prevent from any problem and gain profits.