Saturday, December 13, 2014

IT6103 BIT UCSC UoM Project Proposal Guidance

Project Proposal
Project Details
Title of Project:
The best titles are descriptive, succinct, and a little bit clever
Repeat Student
Number of Attempt: …………………………………………………………………………
Earlier Project Title:
Name and address of client:
Motivation for project:
(1 to 3 paragraphs)
    • What is the history of the problem?
    • Why is this problem interesting?
    • When and why does the problem occur?
    • Is the problem already solved? What is done now?
    • Are there any similar systems or solutions to the one you propose? If so, reference and very briefly explain them.
    • Are there are possible improvements to current solutions?
Objectives and scope of proposed project:

What in general will this project achieve? (Do not delve into details or timelines.)
The first step in planning your deployment is defining your project objectives. It is in this step that you identify the specific business goals you want to achieve and how Windows 2000 can help you achieve them. This strategy will also help you choose the most useful Windows 2000 features.
In your project objectives, indicate the specific business concerns that you need to address. Include specific, short-term objectives, for example, "deploy Windows 2000 to 2,500 computers by the end of the business quarter," as well as more general, long-term objectives, such as "reduce ongoing software distribution costs."
Determine your objectives before you proceed with your deployment planning because they affect what you do and how you do it. Clear objectives help you stay on course.
When you document your project scope, indicate the areas, functions, and environments that your Windows 2000 implementation will cover. For example, you might be interested in updating an older file server but not in implementing an infrastructure-wide deployment of Active Directory.
Table 3.1 outlines some common Windows 2000–related business concerns and project objectives. Note that this table is only an example. You need to assess your own business concerns to derive your own objectives. You might find that a single business concern could be addressed by a number of project objectives, or that a single project objective could address a number of business concerns.

What to Include in a Project Scope Statement

The Scope Statement is an essential element of any project. Project managers use the Scope Statement as a written confirmation of the results your project will produce and the constraints and assumptions under which you will work. Both the people who requested the project and the project team should agree to all terms in the Scope Statement before actual project work begins.
A good Scope Statement includes the following information:
  • Justification: A brief statement regarding the business need your project addresses. (A more detailed discussion of the justification for the project appears in the project charter.)
  • Product scope description: The characteristics of the products, services, and/or results your project will produce.
  • Acceptance criteria: The conditions that must be met before project deliverables are accepted.
  • Deliverables: The products, services, and/or results your project will produce (also referred to as objectives).
  • Project Exclusions: Statements about what the project will not accomplish or produce.
  • Constraints: Restrictions that limit what you can achieve, how and when you can achieve it, and how much achieving it can cost.
  • Assumptions: Statements about how you will address uncertain information as you conceive, plan, and perform your project.
Think of your Scope Statement, when viewed together with the other components of your project plan, as a binding agreement in which
  • You and your team commit to producing certain results.
    Your project’s requesters commit that they’ll consider your project 100 percent successful if you produce these results.
  • You and your team identify all restrictions regarding your approach to the work and the resources you need to support your work.
    Your project’s requesters agree that there are no restrictions other than the ones you’ve identified and that they’ll provide you the support you declare you need.
  • You and your team identify all assumptions you made when setting the terms of your Scope Statement.
    Your project’s requesters agree that, if any of these assumptions prove to be invalid, you may have to modify some or all of your project plans.
A well-written Scope Statement is an important resource for helping to manage stakeholder expectations.
Of course, predicting the future is impossible. In fact, the farther into the future you try to look, the less certain your predictions can be. However, your Scope Statement represents your project commitments based on what you know today and expect to be true in the future.
If and when situations change, you have to assess the effect of the changes on all aspects of your project and propose the necessary changes to your Scope Statement. Your project’s requesters always have the option of either accepting your proposed changes (and allowing the project to continue) or canceling your project.

 Sample Windows   2000 – Related Business Concerns and Project Objectives
Business Concern
Project Objective
Reduce total cost of ownership by extending the life of older systems.
Use Terminal Services to provide a Windows 2000 desktop experience to systems that would otherwise require an upgrade.
Make it easier for users to locate and access resources on the network.
Use Microsoft® Active Directory™ to store information about all objects on the network.
Support roaming users by providing access to their documents and system information from multiple computers.
Use Roaming User Profiles to copy desktop settings and documents to a location on the network so that a user's settings and documents are available wherever the user logs on.
Critical functionalities for project:

Critical functionalities are the functions that you would expect form the system in order to call your project a success - i.e. functions that are critical for the business. These are the functions, without which your system would be useless. This would be the core business functionalities of the application.
For example, a Student Registration is no good if you cannot register students... How good the UI is, etc, would be of no use if you cannot perform the critical functionalities...
The reason they ask for these to be specified is to check if your project is a success... In order to call you project a success, you should implement the critical functionalities, at least.

"Scope" would include the mentioned "Critical functions" plus certain "Nice-to-have" functions... Not all of the features provided by your system would be critical (I guess)... some of the would be supporting functions. It would be Ok if you couldn't provide some of the "nice-to-haves"... but it is a must to provide critical features!
For example, in case of the Student Registration system, printing of Student IDs might not be a a critical feature, but still it could be provided by the application. And even reports... some reports are "must-haves" while others would be an added advantage. Of course, what is critical would come from the domain plus the client requirement... Things that seem critical for one client might not be that critical for another client...

Itemized list of deliverable of the system:
Note: Deliverables are items that you would deliver to the client at the end of the project.
Itemized list of deliverables of the system with respect to the functionality of the system (not dissertation, CD, software etc.) – user and management reports.
• User documentation
• Installation guide
• WEB based system module.
• Eg - Standalone Payroll and Employee Database module.
• System Reports and charts 

The products, services, and/or results your project will produce (also referred to as objectives).
Work breakdown structure for project (include the work involved in system development
as well as writing the dissertation):

1. Widget Management System
    1.1 Initiation
        1.1.1 Evaluation & Recommendations
        1.1.2 Develop Project Charter
        1.1.3 Deliverable: Submit Project Charter
        1.1.4 Project Sponsor Reviews Project Charter
        1.1.5 Project Charter Signed/Approved
    1.2 Planning
        1.2.1 Create Preliminary Scope Statement
        1.2.2 Determine Project Team
        1.2.3 Project Team Kickoff Meeting
        1.2.4 Develop Project Plan
        1.2.5 Submit Project Plan
        1.2.6 Milestone: Project Plan Approval
    1.3 Execution
        1.3.1 Project Kickoff Meeting
        1.3.2 Verify & Validate User Requirements
        1.3.3 Design System
        1.3.4 Procure Hardware/Software
        1.3.5 Install Development System
        1.3.6 Testing Phase
        1.3.7 Install Live System
        1.3.8 User Training
        1.3.9 Go Live
    1.4 Control
        1.4.1 Project Management
        1.4.2 Project Status Meetings
        1.4.3 Risk Management
        1.4.4 Update Project Management Plan
    1.5 Closeout
        1.5.1 Audit Procurement
        1.5.2 Document Lessons Learned
        1.5.3 Update Files/Records
        1.5.4 Gain Formal Acceptance
        1.5.5 Archive Files/Documents

Hierarchical Structure

The hierarchal structure is similar to the outline view but without indentation. Although this format is more difficult to read, it may be useful where you have many levels and indenting each level would make the table to large to fit into a document.
LevelWBS CodeElement Name
11Widget Management System
31.1.1Evaluation & Recommendations
31.1.2Develop Project Charter
31.1.3Deliverable: Submit Project Charter
31.1.4Project Sponsor Reviews Project Charter
31.1.5Project Charter Signed/Approved
31.2.1Create Preliminary Scope Statement
31.2.2Determine Project Team
31.2.3Project Team Kickoff Meeting
31.2.4Develop Project Plan
31.2.5Submit Project Plan
31.2.6Milestone: Project Plan Approval
31.3.1Project Kickoff Meeting
31.3.2Verify & Validate User Requirements
31.3.3Design System
31.3.4Procure Hardware/Software
31.3.5Install Development System
31.3.6Testing Phase
31.3.7Install Live System
31.3.8User Training
31.3.9Go Live
31.4.1Project Management
31.4.2Project Status Meetings
31.4.3Risk Management
31.4.4Update Project Management Plan
31.5.1Audit Procurement
31.5.2Document Lessons Learned
31.5.3Update Files/Records
31.5.4Gain Formal Acceptance
31.5.5Archive Files/Documents

Tabular View

The Tabular View is a nicely organized table view of the WBS. It is a good option for organizations which prefer table formats.
Level 1Level 2Level 3
1 Widget Management System1.1 Initiation1.1.1 Evaluation & Recommendations
1.1.2 Develop Project Charter
1.1.3 Deliverable: Submit Project Charter
1.1.4 Project Sponsor Reviews Project Charter
1.1.5 Project Charter Signed/Approved
1.2 Planning1.2.1 Create Preliminary Scope Statement
1.2.2 Determine Project Team
1.2.3 Project Team Kickoff Meeting
1.2.4 Develop Project Plan
1.2.5 Submit Project Plan
1.2.6 Milestone: Project Plan Approval
1.3 Execution1.3.1 Project Kickoff Meeting
1.3.2 Verify & Validate User Requirements
1.3.3 Design System
1.3.4 Procure Hardware/Software
1.3.5 Install Development System
1.3.6 Testing Phase
1.3.7 Install Live System
1.3.8 User Training
1.3.9 Go Live
1.4 Control1.4.1 Project Management
1.4.2 Project Status Meetings
1.4.3 Risk Management
1.4.4 Update Project Management Plan
1.5 Closeout1.5.1 Audit Procurement
1.5.2 Document Lessons Learned
1.5.3 Update Files/Records
1.5.4 Gain Formal Acceptance
1.5.5 Archive Files/Documents

Tree Structure View

The Tree Structure View is the most popular format for the Work Breakdown Structure. It presents an easy to understand view into the WBS; however, it is also tricky to create without an application specifically designed for creating this organizational chart structure. The Tree Structure below was created using only Microsoft Word and the SmartArt graphics option under the insert menu.
Work Breakdown Structure Tree View

WBS Dictionary

The WBS Dictionary contains all the details of the Work Breakdown Structure which are necessary to successfully complete the project. Most importantly it contains a definition of each Work Package which can be thought of as a mini scope statement. Resources on the project will look at the WBS dictionary to determine the scope of the Work Package they've been assigned, so it's important to be clear when writing the definition. Most WBS dictionaries contain more information than we show in our sample. These things usually include Level of Effort, Cost Control Numbers, Resource Assignments, Responsibility Assignments - just to name a few.
LevelWBS CodeWBS CodeDefinition
11Widget Management SystemAll work to implement a new widget management system.
21.1InitiationThe work to initiate the project.
31.1.1Evaluation & RecommendationsWorking group to evaluate solution sets and make recommendations.
31.1.2Develop Project CharterProject Manager to develop the Project Charter.
31.1.3Deliverable: Submit Project CharterProject Charter is delivered to the Project Sponsor.
31.1.4Project Sponsor Reviews Project CharterProject sponsor reviews the Project Charter.
31.1.5Project Charter Signed/ApprovedThe Project Sponsor signs the Project Charter which authorizes the Project Manager to move to the Planning Process.
21.2PlanningThe work for the planning process for the project.
31.2.1Create Preliminary Scope StatementProject Manager creates a Preliminary Scope Statement.
31.2.2Determine Project TeamThe Project Manager determines the project team and requests the resources.
31.2.3Project Team Kickoff MeetingThe planning process is officially started with a project kickoff meeting which includes the Project Manager, Project Team and Project Sponsor (optional).
31.2.4Develop Project PlanUnder the direction of the Project Manager the team develops the project plan.
31.2.5Submit Project PlanProject Manager submits the project plan for approval.
31.2.6Milestone: Project Plan ApprovalThe project plan is approved and the Project Manager has permission to proceed to execute the project according to the project plan.
21.3ExecutionWork involved to execute the project.
31.3.1Project Kickoff MeetingProject Manager conducts a formal kick off meeting with the project team, project stakeholders and project sponsor.
31.3.2Verify & Validate User RequirementsThe original user requirements is reviewed by the project manager and team, then validated with the users/stakeholders. This is where additional clarification may be needed.
31.3.3Design SystemThe technical resources design the new widget management system.
31.3.4Procure Hardware/SoftwareThe procurement of all hardware, software and facility needs for the project.
31.3.5Install Development SystemTeam installs a development system for testing and customizations of user interfaces.
31.3.6Testing PhaseThe system is tested with a select set of users.
31.3.7Install Live SystemThe actual system is installed and configured.
31.3.8User TrainingAll users are provided with a four hours training class. Additionally, managers are provided with an additional two hours class to cover advanced reporting.
31.3.9Go LiveSystem goes live with all users.
21.4ControlThe work involved for the control process of the project.
31.4.1Project ManagementOverall project management for the project.
31.4.2Project Status MeetingsWeekly team status meetings.
31.4.3Risk ManagementRisk management efforts as defined in the Risk Management Plan.
31.4.4Update Project Management PlanProject Manager updates the Project Management Plan as the project progresses.
21.5CloseoutThe work to close-out the project.
31.5.1Audit ProcurementAn audit of all hardware and software procured for the project, ensures that all procured products are accounted for and in the asset management system.
31.5.2Document Lessons LearnedProject Manager along with the project team performs a lessons learned meeting and documents the lessons learned for the project.
31.5.3Update Files/RecordsAll files and records are updated to reflect the widget management system.
31.5.4Gain Formal AcceptanceThe Project Sponsor formally accepts the project by signing the acceptance document included in the project plan.
31.5.5Archive Files/DocumentsAll project related files and documents are formally archived.

Gantt Chart

Resource requirements for project (e.g., hardware,software,...):

Project Professional 2013 installation requirements

Computer and Processor
1 GHz or faster x86/x64 processor with SSE2 instruction set
  • 1 GB RAM (32-bit)
  • 2 GB RAM (64-bit)
Hard disk
2 GB available
Operating system
Supported versions:
  • Windows 7
  • Windows 8
  • Windows Server 2008 Release 2
With .NET Framework version 3.5 or 4.0
Graphics hardware acceleration requires DirectX10 graphics card
1024×576 resolution
Browser requirements
Supported versions:
  • Internet Explorer 11
  • Internet Explorer 10
  • Internet Explorer 9
  • Internet Explorer 8
  • Mozilla Firefox (latest released version)
  • Apple Safari (latest released version)
  • Google Chrome (latest released version)
Visual Reports requirements
  • Office Excel 2007, Excel 2010, or Excel 2013
  • Office Visio 2007, Visio 2010, or Visio 2013

Proposed way of evaluating the success of your system:




Effective 2012/2013
Students can find the past projects titles in This will help you to select a suitable project.
Please note that you must submit your Project Proposal on or before 21st January 2013 to the VLE. No hard copy submission to External Degree Centre (EDC) is required.
Project Proposal Form (You may upload the word document from the VLE).
The required registration fees (Rs.1500) for the project must be paid on or before 21st January 2013. Only those who have submitted the Project Proposal and paid the fees will be called for the project evaluation.
Those who follow this course are advised to log on to the BIT VLE to get more details and to submit the project proposal.
Students must make arrangement to submit the duly filled Supervisor agreement Form to the EDC on or before 1st February 2013.
Preparing your Proposal

This section covers, with examples, the way in which you should fill the proposal.

The BIT website will have the project proposal format and you should generally give only the information that is asked for and not volunteer too much information.  Also try to fit your content into the space provided, as a lengthy proposal can cause some issues.

Once the proposal is complete, you have to upload it via the VLE either as a PDF or as a form that you will online (the exact process changes time to time).

You would not receive any feedback for the proposal, and that’s why it’s important that you meet with the supervisor and discuss about the suitability of your project.  It is your responsibility to ensure that a project with a proper scope has been submitted.

2016 Project Guidelines are not yet updated on the site (as of 09/01/2016), but the 2015 guidelines are available here.

Based on that, and assuming that there are no major changes in the project proposal format, the next sections will show you how to fill it up.

Supervisor / Advisor Details

This is where you give the details of the person that has agreed to supervise your project.  Although there is space for two, only the first one is compulsory.  Keep in mind that the supervisor agreement form will have to be submitted separately.

Title of Project

A good project title should identify three things.  This is not compulsory, but for most projects, this would result in a meaningful title.

Classification of the system – it is a web based system, online system, real time system, etc
Type of System – Payrol, Inventory, Student Management, etc
Client name – the name of the company / client for which this project will be implemented.
Based on that, here are a few examples

Web based Human Capital Management System for XYZ Associates
Inventory Management System for ABC Investments.
Online Brokerage Tracking System for XYZ Securities.
Web Based Sales & Distribution Management System for PQRS Distributors.
Name and Address of Client

A real client is compulsory, since you need to gather requirements, discuss progress, install, train, test, etc and finally get a client certificate stating that the system is implemented.  Here you give the company / client name, along with their address.  Personal names are not required.  Just the client name is enough.  If the client does not have a registered company, but uses a trade name, that name is find.

Motivation for Project

Here you should explain why you selected this specific project, and not something else.  You could say that there is a timely need for such a system, it’s a challenging area that interests you, it’s in an area that you are familiar with and you believe that you can apply yourself effectively to it, it’s for your workplace and this would help increase your effectiveness and efficiency, etc.

Objectives and Scope of the proposed project

Most people mix up what Goals and Objectives are, so here’s a brief explanation of it.  Your project will have one main Goal, and there will be several objectives that allow you to reach your goal.  For example, the goal could be for the Client to be the best provider of XYZ service in the country.  In order to achieve that goal, their objectives may include offering customers true value for their money, increasing revenue by 10%, decreasing waste by 10%, etc

So, objectives for your project could include:

Position the products of the company globally, so as to increase sales by a minimum of 10% (if this were a web based sales system)
Decrease the staff turnover rate by 20%, and allow the senior management to have a real-time view of the Human Capital (for an HR system)
Objectives should generally be measurable (10% and 20% in the above example), and have a time limit (within your project duration)

Scope is basically what your system is about – it defines the major modules or the features.  This can be defined either positively (i.e. the system will be able to do X, Y, and Z) or negatively (… but the system would not include P & Q)

Example: The main scope of this project involves the development of a web based sales management system including product and category management, customer registration, as well as order processing and delivery.  It would not include online payments, but would have the capability to handle cash on delivery and other offline payment options.

Critical functionalities for project

I have seen some people fill this section up with what they believe to be the critical things that they must do at the beginning such as meet the client, meet the supervisor to finalise project area, gather requirements, etc – I believe this to be wrong.

A functionality is defined as “the range of operations that can be run on a computer or other electronic system”.  Therefore, this section should highlight the 3 or 4 main features / functions that your system would have, once completed.

For example, for an Inventory Management System the main functionalities would be:

Allocate proper stock codes to each item so that we may track where each item / batch is stored for easy location and management.
Be able to identify stock age on a first in first out basis so that older stock is issued first, so as to minimise waste.  Expiry buffer time should be definable in the system, so that alerts are issued for items which are to expire in the next few months, so as to run offers and promotions
Ability to generate required reports and documents including GRN’s, Stock reports, Returns, etc
Ability to define and manage minimum re-order levels within the system.
You don’t have to mention everything here, just the most important ones.

Itemized list of deliverables of the system

These are the final items that you delivery to the customer.  These are mostly physical, and not logical / virtual.

Complete XYZ system consisting of all critical functionalities.
CD / DVD with required installation / setup files
User Manual and Administration Manual
Training and implementation Support
A project plan using Gantt chart (include the work involved in system development as well as writing the dissertation)

This is ideally given in the form of TWO SEPARATE Gantt charts – one for the project, and one for the dissertation.  These should be drawn using Microsoft Project (a link to the trial edition is available under ‘Useful Resources‘).  Not recommended to use anything else.

Your first Gantt Chart should be for the project, and you should consider adding the following activities (A) / milestones (M).  Use the timeline here to give the approximate dates in the chart.

Project Initialisation (M)
Shortlist Project Areas (A)
Find suitable Supervisor (A)
Client Identification (A)
Requirement Gathering (A)
Analysis (A)
Design (A)
Interim Report Submission (M)
Development / Coding (A)
Testing (A)
Dissertation Writing (A)
Implement / Install (A)
Training (A)
Client Certificate (M)
Submit Dissertation (M)
Also include the 10 progress reports as Milestones

Take the start date of your project as January 1st week, since this is where you start the work officially.  Time the end of the project to the end of September, since that’s where you submit your dissertation.

The second Gantt chart is an expansion of the ‘Dissertation Writing’ Activity in the above chart.  This means that the start / end dates for the second chart should match with the start and end dates of that main activity.  Here we simply expand that activity to show the production / evolution of the dissertation.

Main sections would include:

Title Page
Abstract (although this appears here, it is written last, so make sure to put the start / end time towards the end)
Table of Contents
List of Figures
List of Tables
List of Acronyms
Chapter 1 Introduction
Chapter 2 Analysis
Chapter 3 Design
Chapter 4 Implementation
Chapter 5 Evaluation
Chapter 6 Conclusion
Appendix A – System Documentation
Appendix B – Design Documentation
Appendix C – User Documentation
Appendix D – Management Reports
Appendix E – Test Results
Appendix F – Code Listing
Appendix G – Client Certificate
Glossary and Index
Resource requirements for project

Under two separate headings, mention the Software and Hardware resources that you would need in order to complete this project.  Don’t put hardware that is too extreme, or stuff that you do not have.  Put your normal computer’s configuration.

Under software, mention the language / editing environment (PHP, Java with NetBeans, JQuery, etc), DBMS technology (SQL Server, mySQL, Oracle, etc), any special servers (eg: Apache HTTP Server), etc.  Don’t put too much information about libraries and extensions since you may not be sure whether you can really use them or not.  General rule of thumb would be to put only what you are sure about.

Proposed way of self evaluating the success of your system

Here you need to mention about your testing strategy.  You could talk about using white box and black box techniques, using real world data to test the system, getting critical evaluations from your friends, installing the system at the client premises and getting them to do User Acceptance Testing, etc.

That’s it.  Your project proposal is complete!  Make sure to show it to your supervisor before you submit it.

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