ISIS - Integrated Student Information System Project Plan

Slate & Candle
Project Plan for

Miller College
Distribution
Version 0.47
Confidential
ISIS Integrated Student Information System
Page 1 of 16
Slate & Candle
Document Name:
Version No:
ISIS Integrated Student Information System Project

Plan
0.7
Version Date:
Thursday, 22 January 2004
Author:
Slate & Candle Ltd Team
Issue Date:
Thursday, 22 January 2004
Contacts
Name
Title
Contact info
P. Kevin
Remington
Project Manager
Email:
Kevin_Remington@embanet.com
P.Kevin.Remington@sympatico.ca
Kevin Kanawati
System Architecture
Carsten Drzensky
Technical Lead
Email:
Khairallah_Kanawati@embanet.com
Kevin.kanawati@oosd.com
Email:
Carsten.Drzensky@gxs.com
Carsten_Drzensky@embanet.com
APPROVALS
Company / Name / Title
Signature
Date
P. Kevin Remington
Digitally signed
Thursday, January 22, 2004
Kevin Kanawati
Digitally signed
Carsten Drzensky
Digitally signed
RECORD OF CHANGES
Rev #
0.1
Date
13-Jan-04
Version 0.47
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Requestor
n/a
Type*
A
Requested Change
Initial Release
Author
Carsten
Drzensky
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0.2
19-Jan-04
n/a
Initial Release - additions
0.3
20-Jan-04
n/a
A/C
Section 7, Appendix III
0.4
21-Jan-04
n/a
A/C
Section 5; Minor
amendments throughout the
document; Took of Appendix
III
0.5,
0.6,
0.7
22-Jan-04
n/a
A/C/D
All sections, testing, schedule
22-Jan-04
n/a
A/C
Risks, layout, schedule
P. Kevin
Remington
P. Kevin
Remington
Carsten
Drzensky
Kevin
Kanawati
KK
*Type: A= Addition, C= Change, D= Deletion
Team Profiles
P.Kevin Remington, has been working in the computer industry for insurance companies for twenty
five years. In that time he has acquired a vast skill set ranging from Network Administration to nuts
and bolts programming. He has managed many of the large conversions that have increased the
productivity of several insurance companies. In the later years Kevin found that it would be more
satisfying to assist those in the perils of change and helped start Slate & Candle. To date Slate and
Candle have never had a failed project and we owe that to the marvelous teams, and the leadership of
the Project Managers of which Kevin is a shining example.
Carsten Drzensky, worked for Global eXchange Services a leading provider of electronic trading
solutions doing business across the globe, experience with project management and systems design
with good working knowledge of Java, Perl and HTML over the years.
Kevin Kanawati, worked with a team of experts from ISC, EDS, and CGI to deliver 105
million dollars LAND system based on automation of the provincial government last 100
years paper-based land titles system integrated with the GIS applications to provide services
such as Land Titles registry, Writ registry, and Survey Plans associated with geographic
maps on the web. The projects was recognized as one of the top 3 finalist over 100 entries in
Microsoft Canada innovation Awards, Microsoft is currently using the LAND system in their
Agility marketing campaign.
Introductions
Founded in 2004, Slate & Candle Consulting is one of the largest independent Information
Technology consulting firm. Slate & Candle Consulting is based on the expertise of over 3
master students. Slate & Candle Consulting provides quality service to over 30 clients per
year and is steadily growing.
Slate & Candle Consulting provides a full range of IT services and has achieved ISO 9001
certification. Slate & Candle Consulting provides Network Designs, Intranet-Extranet
systems, consulting services, system integration and the management of business and IT
functions.
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TABLE OF CONTENTS
SECTION 1............................................................................................................................. 5
EXECUTIVE SUMMARY.......................................................................................................5
Purpose............................................................................................................................. 5
Background....................................................................................................................... 5
Objectives.......................................................................................................................... 5
Scope & Exclusions........................................................................................................... 5
SECTION 2............................................................................................................................. 7
Project Organisation Structure..........................................................................................7
Overview........................................................................................................................... 7
Customer........................................................................................................................... 7
User................................................................................................................................... 7
Supplier............................................................................................................................. 7
Project Manager................................................................................................................ 7
Project Assurance.............................................................................................................. 7
Project Support.................................................................................................................. 8
SECTION 3............................................................................................................................. 8
Risk Log............................................................................................................................... 8
SECTION 4............................................................................................................................. 9
EXISTENT & REQUIRED RESOURCES..............................................................................9
Hardware........................................................................................................................... 9
Software............................................................................................................................ 9
Other............................................................................................................................... 10
SECTION 5........................................................................................................................... 11
WORK BREAKDOWN........................................................................................................11
Phase 1 IT Infrastructure...............................................................................................11
Phase 2 RDBMS Update..............................................................................................11
Phase 3 Student Web Application.................................................................................11
Phase 4 Administrative Support Web Application..........................................................11
Phase 5 Putting The Parts Together.............................................................................11
SECTION 6........................................................................................................................... 13
PROJECT SCHEDULE.......................................................................................................13
Schedule......................................................................................................................... 13
Resources....................................................................................................................... 13
SECTION 7........................................................................................................................... 14
MONITORING & REPORTING...........................................................................................14
Tolerance & Exception Procedures..................................................................................14
Quality Assurance............................................................................................................14
Communication Plans......................................................................................................14
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SECTION 1
EXECUTIVE SUMMARY
Purpose
This document provides the main source of information for the ISIS Integrated Student
Information System for Miller College. The Project Plan addresses the following fundamental
aspects:
- What are the objectives of the project and what constraints apply?
- Who forms the project team, what are their roles and how looks the organizational
structure?
- What are potential risks and how can they be addressed?
- What are the requirements to carry out the project?
- What deliverables have to be produced and by which activities will they be produced?
- How and when will the deliverables be ready, what dependencies need to be considered
and who from the project team will work on them?
- What monitoring and reporting mechanisms will be used to update on project progress?
This Project Plan will act as main source of reference throughout the project lifecycle and will
have to be approved prior to project start. However some parts will be updated in the course
of the project to give the most accurate information on the project status. The Project Plan
may refer to other more detailed plans if necessary.
Background
Miller College is a small 4-year college residing on a small island in the Caribbean. The
college has about 4000 undergraduate students in a variety of majors. The school has an
antiquated student administrative system. Their system has several modules that are not
fully integrated and there is no web client. There are financial pressure to update the current
system to allow students to have access to their records and register on-line, for staff to
manage data through a robust Intranet, and for faculty to manage course information and
student advising on-line.
Objectives
The aim is to develop an integrated and web-enabled computer product that will replace the
existing out-of-date system and enabling Miller College to deal with the typical administrative
processes on campus. The new system will also allow students to perform certain selfadministrative tasks.
The project has a life span of 18 months. The solution will be delivered in phases and the
target date for turnkey delivery is July 15, 2005. The project has to stay within the given
budget of $2 million US dollars.
Scope & Exclusions

The staff of Miller College needs to continue servicing its students during the course of the
project thus extensive support from Miller Colleges personnel cannot be provided. Though
Miller College is dissatisfied with the current system no formal specifications of the new
system have been produced. The total budget of $2 million US dollars shall be spent for the
following activities:
-
Evaluation of the current computer hardware and proposal of recommendations for

upgrades that have to be implemented in a later phase of the project.
Gathering the functional and non-functional requirements of a new computer system that
will replace the existing one and adds new functionality.
The development of the new system that has a high level of security, high reliability, and
is highly integrated and web-enabled.
Rationalizing, consolidating and cleaning the existing databases.
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-
Planning for automated backup and archive facilities and subsequent implementation.
Provision of enhanced reporting capabilities of the system for the administrative units of
Miller College.
Training for end-users and technical / maintenance staff.
The budget does not include the total cost of hardware, or the initial and ongoing support of
the new hardware.
There will be a warranty period of one school term, 8 months, for the software and network
architecture. The hardware will be warranted as per individual vendor agreements. At the end
of the 8 months time period the system will have cycled through all the possible common
features. Within that time programming bugs and inconsistencies should have been
addressed.
The following Business organizational areas (business units) will be affected:
Student Affairs.
Admissions.
Financial Aid.
Student Services.
Locations which will be affected
All locations using Desktops and computer rooms
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SECTION 2
PROJECT ORGANISATION STRUCTURE

Overview
Though the Board of Trustees, of Miller College, has authorized the project, it was made
clear that there will be minimal direct support from the users or personnel. As a result the
project is headed and driven by Slate & Candle having a single contact person who will afford
access to other personnel as required, with a minimal interrupt of the college process.
Customer
The Board of Trustees, of Miller College has authorized the procurement of a new computer
system. Though ultimately the board will review the project, the contact with Slate & Candle
will be with Sam Smart, IT Manager.
Since the scope of the project is such that Sam does not have the resources to manage, or
implement, such a project he has agreed to be our liaison affording access to personnel and
resources, as required.
Slate & Candle will drive the project with regular updates for Sam who will forward them on to
the board, as required.
User
There has been much discussion about the lack of availability with the users for the new
system. As a result support and assistance shall be kept to minimal interference with the
everyday workings of the college. It has been agreed on, that when occasions arise that
specific personnel are required, Sam Smart will make arrangements between the users and
project representatives.
Supplier
In todays market there are such a variety of vendors as to make the ability to shop for best
prices that much easier. However, the college is subsidized by various high-tech vendors and
would appreciate, if at all possible, to stay within the scope available to these vendors for
hardware requirements. Software and network expertise may be shopped accordingly to
produce the best results.
Project Manager
Slate & Candle will be appointing Kevin Remington. Kevin has been with the company from
the start and has shown marvelous skills managing projects of this scope and technical
requirements. Kevin will be heading the development teams and keeping open channels of
communication with the college via Sam Smart.
Project Assurance
Slate & Candle take great pride in their quality assurance techniques. Throughout the entire
life cycle of this project we will have each task specifically scheduled and managed. During
the same process we will have other tasks operating concurrently. In the process of
organizing the synchronicity of tasks we are sure to find deficiencies in the requirements at
its early stages. We are sure to identify design misdirection. During the design phases and
early coding phases we can identify and correct potential problems before they are passed
on throughout the rest of the project. There will be regular Status Reports. Milestones will be
scheduled and further development will be adaptable to the conditions affected by each
milestone. Regular reviews of the project and its current status will be held at each
milestone.
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Project Support
The project will be assured through good communications with the college and its personnel,
via Sam Smart and Carsten Drzensky. The database model and network communications will
be tested within our labs before implementation. This affords Slate & Candle to draw upon
their technical resources within the company, and from those vendors with which a dynamic
technical relationship has been built.
Standard user documentation and technical manuals should be a map of where we have
been in the project. This documentation will be an evolving work that will be complete at the
end of the project.
SECTION 3
RISK LOG
Ref #
Date
Description
Initial
Score*
17-Jan-2004
Project going over budget
17-Jan-2004
Project being late
17-Jan-2004
Technical failure of hardware/software
17-Jan-2004
Security breach of getting access to student

information for cleaning databases
17-Jan-2004
Site / personnel to capable of dealing with

new system
22-Jan-04
User (internal and external) resistance to

change.
22-Jan-04
The deliverables do not meet the initial

objectives.
22-Jan-04
Not to fit with the existence system
Latest
Score*
*Score between 1 (least probability) 5 (highest probability)
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SECTION 4
EXISTENT & REQUIRED RESOURCES

Hardware
Existent
-
Fiber optic network across the campus connecting the various LANs via
One or more hubs per building
CAT5 cabling used within the buildings
Data connection ports in each room
T3 connection to the Internet
6 servers running MS Windows 2000 Server performing the following functions
- Web server for students
- Web server for everyone else
- Application server for faculty and course work
- Application server to for administration databases
- 2 backup servers
600 college owned PCs running MS Windows 2000 Professional
Undetermined number of student owned PCs
Required
Due to the relatively small nature of the network it would be advantageous to centralize the
databases and LANs, to assist the current staff in administration and ongoing service. This
would also reduce the possibility of physical network compromise by vandals. Physical
access to the servers should be controlled. Potentially the two backup servers should be set
up in a different building with equally secured physical access.
The best approach to ensure fast access to all network dependent facilities, the servers
should be a central database server, an administrative file and print server, and two servers
supporting the web-based application both internal facing and externally on a server in a demilitarised zone. The administrative server would handle the regular operations of storage of
user files, security access, spooling of print jobs and central anti-virus applications. The
database server would have fast access for data requests without interruption of regular
activity. The web servers would handle apart from the operation of the ISIS application the
email traffic and the public Internet appearance.
Since there is fiber optic connection to all the buildings and CAT5 cabling within the buildings
we recommend having a similarly fast connection to each building. The access speed for
inter building communication will also be improved by replacing the existing hubs with
100/1000 switches.
There is a fast T3 connection to the Internet. The web server in the de-militarised zone will
provide Internet access incorporating a firewall. With the faster network configuration one
internal and one outside facing web server should streamline the process by making best
use of the available bandwidth.
Software
Existent
-
5 independent database systems:

- Student database
- Registrar database
- Financial aid database
- Applied student database
- Student services database
MS Windows 2000 Server for 6 servers
MS Windows 2000 for 600 PC's serviced by Miller College
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Required
Due to the inconsistencies with the databases it would be best if all the data were combined
in one single database. The existing Sybase SQL Anywhere system is not adequate for the
task. Slate & Candle proposes the use of the simple but very robust Pervasive.SQL RDBMS
by Pervasive Software. The small kernel and small client make this system exceptionally fast
and well suited to operate in Miller Colleges environment. There is built-in option for data
encryption on the fly. A complete restructuring of the data will be required to eliminate the
redundancies, and assist in cross-referencing.
To stay current with service packs and software releases an automated roll-out solution
should be evaluated. Slate & Candle recommends Altiris.
Other
Existent
-
At this time the anti-virus solution, roll-out solution and firewall solution is unknown.
Required
-
Anti-virus solution in a server edition with automated updates for PC's.

Automated roll-out solution for patch and general software distribution.
Spyware protection.
Firewall solution, either only for central servers or in addition a personal firewall.
The current email solution should be updated to the latest MS Exchange Server.
There should be network monitoring systems implemented to gather both statistical data
and to identify and track intruders.
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SECTION 5
WORK BREAKDOWN
Upon Miller Colleges request the project will be carried by xx distinct phases. The advantage
is to quickly realize benefits while not affecting the current level of operation negatively. The
deliverables identified below provide a high level view only. A more detailed view will be given
when the analysis of the functional and non-functional requirements of the deliverables per
phase is completed.
Phase 1 IT Infrastructure
The first deliverable will center on the upgrade of the existing infrastructure. After the analysis
of the current hardware components and systems has been completed, a detailed proposal
will be put forward for approval. As Slate & Candle wants to secure investments best
possible, the phase is mainly concerned with the network infrastructure i.e. to replace the
hubs by switches as this is a medium-/long-term investment. One of the two backup servers
will be re-built to host the new database system for a transitional period.
Phase 2 RDBMS Update

In this phase the new RDBMS will be configured and populated with data. The five existing
databases will be evaluated, a common data structure identified, the design normalized and
a number of scripts written to transfer the data from the existing databases into the new
single system. The old and new database systems will run in parallel until the completion of
the ISIS solution. By this approach the current operation is not affected but the components
developed in later stages can already work on the new RDBMS. A daily batch job will transfer
the data however the frequency might be increased depending on future findings.
Phase 3 Student Web Application

Here the applications concerned with the student affairs and student services will be
developed in two sub-phases. After a detailed analysis of the current systems, their
deficiencies and the definition of the requirements of the new system, the development work
will start. It is expected that this component replaces the existing system once ready. In order
to maintain database consistency, the transfer scripts developed in the previous phase will be
reviewed and updated accordingly. To allow the logging of issues and making requests for
support services, this component will be included in this phase as well. The server hosting
this application has either to be sourced or the application is deployed on an existing server
for the transition period.
Phase 4 Administrative Support Web Application

The remaining two applications dealing with admissions and financial aid will be developed
after the analysis phase has been completed. As in phase 3 the new application will replace
the existing systems once signed off at the milestone review meeting. This milestone marks
also the end of the four old application systems however the database transfer scripts will be
amended in case a reversion is necessary. These two components will be deployed either on
the server sourced in phase 3 or if a spare server was used back that time, the new internal
web server for the ISIS application will be sourced and put in service.
Phase 5 Putting The Parts Together

In this final phase the IT infrastructure will be revised and if not already done, the old servers
will be replaced. This phase consists of several smaller sub-phases including inter alia the
transfer of the mail server, the setup of the external Internet facing web server including
firewall setup, the consolidation of the file and print server, the College wide distribution of
the anti-virus software and any other tools and finally the decommissioning of the old system.
As these activities are self-contained, no issue can be seen to group them into this phase. At
the end a final milestone review meeting will be held that marks the end of the project at the
same time. After acceptance the 8 months warranty period will start.
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Testing
Acceptance Testing is a critical step in the development and implementation of the
information system. A test plan will be submitted in a separate document later in the project
to address every phase of the project separately. The Acceptance Test Plan addresses
testing of all application code developed and integrated by the Slate & Candle Team.
Integrated hardware and operating system software will be tested in the functional Test Plan.
Each application process will be tested in isolation by the developer and integrated by the
team leader. This plan therefore will close the gap between hardware integration and
software integration testing and is limited to testing the functional Design of the system.
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SECTION 6
PROJECT SCHEDULE
Schedule
Resources
System
Architecture
Project Manager
Technical Lead
Assumptions
1. The website will receive full support from Miller College and will be seen as an
important major initiative for the involved departments.
2. Knowledgeable resources will be available for the duration of the project.
3. Funding will be available for required initiatives within the budget and objectives of
this project.
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SECTION 7
MONITORING & REPORTING

Tolerance & Exception Procedures
Due to the present condition of the computer architecture, tolerance and exceptions cannot
be defined at this time. In order to compare performance between the current and future
performance, metrics should be gathered over a two weeks period on response times, data
throughput rates, web page hit statistics, etc.
This area will be addressed in more detail as the project matures and subsequently
exception conditions well be worked out and agreed upon.
Quality Assurance
As each defined task is completed, the schedule will be adjusted to reflect the completion. At
each milestone a meeting will be held to assess:
- Where the specifications met?
- Did the function perform as expected?
Have the users accepted the completed portion of the project.
- Is the project performing according to plan?
- Whether adjustments to the plan are required?
In order to proceed to the next phase at each milestone the sign-off of the involved bodies
(Customer, User, Project Manager, Project Assurance) is required.
The Acceptance Criteria of the solution will be compiled in conjunction with the Tolerance &
Exception Procedures and form the basis for the work of the QA team.
Communication Plans
Regular planning meetings will be held by the Project Manager and the development team
on a bi-weekly basis. A more frequent schedule may be required upon occasion. The
purpose of the meetings will be to get an overall picture of the progress, issues and
conditions of the project on a specific level.
The Project Manager will meet with Sam Smart on a monthly basis for regular status updates
on the project. Other status updates will be scheduled depending on the milestones.
In the event of issues that directly affect the project, schedule or any of the team members,
the Project Manager will be meet with the development team to assess the depth of the
concern. If warranted, Sam Smart will be invited to attend such meetings. A status review will
take place as a follow-up to all issues and contingency actions.
A final meeting outlined the successful completion of the project will be held with Sam Smart
and a representative of the Board of Trustees to sign off acceptance of the completed
project.
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APPENDIX
Change Request Form
Change Request Form

Change No:
Business Area:
Change Requestor:
Project Name:
Change Request Date:
Project Manager:
Change Urgency:
Change Manager:
Change Description:
Add a brief description of the project changes requested. This should include any changes to resources,
deliverables, timescales and/or budgets
Business Drivers:
List any business drivers which necessitate this
change (e.g. recent change in safety policy)
System Drivers:
List any system drivers which necessitate this change
(e.g. reduction in system performance, lack of vendor
support)
Business Impact:
Describe the impact to the business if this change is
implemented (e.g. additional resources required,
reduce process efficiency, organisational structure
changes required)
Systems Impact:
Describe the impact to IT systems if this change is
implemented (e.g. integration required, temporary
down-time, new systems processes required)
Change Benefits:
Describe the financial and non-financial benefits
associated with the implementation of this change
(e.g. reduced transaction costs, improved
performance, enhanced customer satisfaction)
Change Costs:
Describe the financial and non-financial costs
associated with the implementation of this change
(e.g.$x budget required, temporary reduction in staff
performance)
Supporting Documentation:
Add any documentation references which may substantiate this change
Signature:
Date:
_______________________
___/___/____
PLEASE FORWARD TO THE CHANGE MANAGER FOR CHANGE APPROVAL GROUP SUBMISSION
BEFORE IT GOES TO TKT CONSULTING FOR THE CHANGE
Risk Registration Form
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Risk Form
Risk ID:
Business Area:
Raised By:
Date Raised:
Risk Description:
Add a brief description of the risk
Project Name:
Project Manager:
Likelihood:
Impact:
Choose either Low / Medium / High
Choose either Low / Medium / High / Critical
Impact Description:
Add a brief description of what affect the risk would have if it eventuated. This should include any effects on
deliverables, timescales and/or budgets
Recommended Preventative Actions:
Add a brief description of any actions that should be taken to prevent the risk from eventuating
Recommended Contingent Actions:
Add a brief description of any actions that should be taken in the event that the risk happens, to minimise its
impact on the project
Supporting Documentation:
Add any documentation references which may substantiate this risk
Signature:
Date:
_______________________
___/___/____
PLEASE FORWARD TO THE PROJECT MANAGER FOR PROJECT REVIEW GROUP SUBMISSION
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