ISIS Integrated Student Information System

Slate & Candle

Project Plan forMiller College

Distribution

Document Name:ISIS Integrated Student Information System Project Plan

Version No:0.7

Version Date:Thursday, 22 January 2004

Author:Slate & Candle Ltd Team

Issue Date:Thursday, 22 January 2004

Contacts NameTitleContact info

P. Kevin RemingtonProject ManagerEmail:Kevin_Remington@embanet.comP.Kevin.Remington@sympatico.ca

Kevin KanawatiSystem ArchitectureEmail:Khairallah_Kanawati@embanet.com Kevin.kanawati@oosd.com

Carsten DrzenskyTechnical LeadEmail:Carsten.Drzensky@gxs.comCarsten_Drzensky@embanet.com

APPROVALS

Company / Name / TitleSignatureDate

P. Kevin RemingtonDigitally signedThursday, January 22, 2004

Kevin KanawatiDigitally signedThursday, January 22, 2004

Carsten DrzenskyDigitally signedThursday, January 22, 2004

RECORD OF CHANGESRev #DateRequestorType*Requested ChangeAuthor

0.113-Jan-04n/aAInitial ReleaseCarsten Drzensky

0.219-Jan-04n/aAInitial Release - additionsP. Kevin Remington

0.320-Jan-04n/aA/CSection 7, Appendix IIIP. Kevin Remington

0.421-Jan-04n/aA/CSection 5; Minor amendments throughout the document; Took of Appendix IIICarsten Drzensky

0.5, 0.6, 22-Jan-04n/aA/C/DAll sections, testing, scheduleKevin Kanawati

0.722-Jan-04n/aA/CRisks, layout, scheduleKK

*Type: A= Addition, C= Change, D= Deletion

Team ProfilesP.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.

TABLE OF CONTENTS

5SECTION 1

5EXECUTIVE SUMMARY

5Purpose

5Background

5Objectives

5Scope & Exclusions

7SECTION 2

7Project Organisation Structure

7Overview

7Customer

7User

7Supplier

7Project Manager

7Project Assurance

8Project Support

8SECTION 3

8Risk Log

9SECTION 4

9EXISTENT & REQUIRED RESOURCES

9Hardware

9Software

10Other

11SECTION 5

11WORK BREAKDOWN

11Phase 1 IT Infrastructure

11Phase 2 RDBMS Update

11Phase 3 Student Web Application

11Phase 4 Administrative Support Web Application

11Phase 5 Putting The Parts Together

13SECTION 6

13PROJECT SCHEDULE

13Schedule

13Resources

14SECTION 7

14MONITORING & REPORTING

14Tolerance & Exception Procedures

14Quality Assurance

14Communication Plans

SECTION 1EXECUTIVE 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 self-administrative 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.

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

SECTION 2Project 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.

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 3Risk Log

Ref #DateDescriptionInitial Score*Latest Score*

117-Jan-2004Project going over budget4

217-Jan-2004Project being late4

317-Jan-2004Technical failure of hardware/software1

417-Jan-2004Security breach of getting access to student information for cleaning databases3

517-Jan-2004Site / personnel to capable of dealing with new system2

622-Jan-04User (internal and external) resistance to change.

5

722-Jan-04The deliverables do not meet the initial objectives. 2

822-Jan-04Not to fit with the existence system

*Score between 1 (least probability) 5 (highest probability)

SECTION 4EXISTENT & 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 de-militarised 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

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.

SECTION 5WORK 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.

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.

SECTION 6

PROJECT SCHEDULE

Schedule

Resources

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.

SECTION 7MONITORING & 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.

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

Risk Form

Risk ID:Business Area:

Raised By:Project Name:

Date Raised:Project Manager:

Risk Description:

Add a brief description of the risk

Likelihood:Choose either Low / Medium / HighImpact:

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

Project Manager

System Architecture

Technical Lead

Version 0.7Confidential USERADDRESS \* MERGEFORMAT ISIS Integrated Student Information System

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