Printshop Workflow Automation System

Revision 1

Printshop Workflow Automation System

Professor: Masoud Sadjadi

Paul White

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1 Overview ... 3

1.1 Purpose scope and objectives ... 3

1.1.1 General Requirements ... 3

1.2 Assumptions and constraints. ... 3

1.2.1 Assumptions ... 3 1.2.2 Time Constraints ... 3 1.2.3 Budget Constraints ... 4 1.3 Project deliverables ... 4 1.3.1 External deliverables ... 4 1.3.2 Internal Deliverables ... 4

1.4 Schedule and budget summary ... 6

1.4.1 Deliverables and Milestones ... 6

1.5 Overview of the document ... 6

2 Definitions, acronyms, and abbreviations ... 7

3 Project Organization ... 8

3.1 Project Personnel ... 8

3.2 Roles and Responsibilities ... 8

3.2.1 Project Manager ... 8 3.2.2 Administrative Assistant ... 8 3.2.3 Requirements Analyst ... 8 3.2.4 Software Architect ... 9 3.2.5 Software Developer ... 9 3.2.6 Test Analyst ... 9

4 Managerial process plans ... 9

4.1 Start-up ... 9

4.1.1 Estimation ... 9

4.1.2 Staffing ... 9

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The client, XYZ Printing CO., needs a system to help automate the customer order submission, employee workflow and management activities for a “gang run” print shop

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The main purpose of PWAS is to help automate the customer order submission, employee workflow and management activities for the XYZ Printing Co. This will enhance productivity and efficiency by:

 Allowing customers to submit and track their orders online

 Minimize the amount of paper work and manual data entry required

 Providing a central system for receiving, organizing, and scheduling orders

1.1.1 GENERAL REQUIREMENTS

The following general requirements were specified for the proposed system:

 The system shall allow customers to place and track orders, utilizing a payment method of their choice.

 The system shall allow customers to view their order history and account information.  The system shall allow employees to organize, track and complete customer orders.  The system shall allow administrators to manage user accounts, customer orders and

printing properties.

 The system shall have user access control for security and access differentiation. The requirements will be defined and analyzed completely in the Software Requirements Specification, one of the project deliverables.

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1.2.1 ASSUMPTIONS

 For this project plan we assume that the Requirements Analysis Document has already been completed and has been approved by XYZ Printing Co.

 The personnel resources necessary for the project will be hired through Fictitious Corp. human resources.

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All deliverables must be submitted to XYZ Printing as detailed in the Schedule & Budget Summary section of this document.

1.2.3 BUDGET CONSTRAINTS

XYZ Printing Co. has agreed to pay a fixed sum at the completion of the proposed system. The proposed system will be determined as complete once the deliverables as described in the Project Deliverables section of this document have been completed and delivered to XYZ Printing Co.. Any changes requested by XYZ Printing Co. to the proposed system requirements after user

acceptance of the Software Requirements Specification by XYZ Printing Co. will be considered a change request and will carry additional costs. The cost of implementing a change request will be determined at the time of the request based on the size and complexity of the change.

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1.3.1 EXTERNAL DELIVERABLES

The following items will be delivered to XYZ Printing Co. according to the time table in the Schedule and Budget Summary section of this document:

 Requirements Analysis Document - Lists the client and contractor approved functional and non-functional requirements that the proposed system must accomplish to be

determined complete. Will be provided as an Adobe Acrobat PDF file emailed to the XYZ Printing Co. POC.

 Executable Code - The set of all files and data needed for XYZ Printing Co. to operate the proposed system on their own computer systems. Will be provided as a Windows

compatible CD-ROM disk.

 User’s Guide - The User Guide is a printable document that details how to install and operate the proposed system. Will be provided as an Adobe Acrobat PDF file emailed to the XYZ Printing Co. POC.

1.3.2 INTERNAL DELIVERABLES

The following are the internal deliverables that will not be submitted to the client, but will be used for internal measurement and tracking of progress.

 Project Plan - This document, which outlines the plan for this software project.  Quality Assurance Plan – Documents the plan for the systematic monitoring and

evaluation of the various aspects the project to ensure that standards of quality are being met. The Quality Assurance Plan defines processes and standards to follow during the development process such as requirements definition, software design, coding, source code

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control, code reviews, change management, configuration management, testing, release management, and product integration.

 Test Scenarios & Test Data – Built from the RAD, defines the set of scenarios and sample data which can be used to verify that the proposed system meets the requirements.

 Design Document – Created by the Software Architect, documents the design for the program and database and all associated systems for the project.

 QA Test Reports – Report of the current status of the quality of the software and if it meets the goals defined in the Quality Assurance Plan.

 Source Code – The source code is the implementation of the design, written by the Software Developers and tested by the Test Analysts.

 User Acceptance Report – Once the User Acceptance Report has been completed and the client agrees that the project has been completed and meets the requirements the project is complete and enters the Maintenance phase.

 Change Requests – Once the project has entered the Maintenance phase, any feature requests or changes must be submitted as a change request and is outside the scope of the original project.

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1.4.1 DELIVERABLES AND MILESTONES

Client Deliverable Internal Deliverable Milestone

Stage of Development Stage Completion Date Deliverable Deliverable Completion Date Requirements Definition 2/01/2010 Requirements Analysis

Document Final Complete

Stage Completion Planning 3/22/2010

Project Plan 3/15/2010

Quality Assurance Plan 3/22/2010 Stage Completion 3/22/2010 Design 4/12/2010

Draft Design Document 4/8/2010 Test Scenarios & Test Data 4/10/2010 Design Document Final 4/12/2010 Stage Completion 4/12/2010 Implementation 6/21/2010

Draft Source Code 6/20/2010

User Guide 6/21/2010

Stage Completion 6/21/2010 QA & Testing 7/20/2010

QA Test Reports 7/16/2010

Source Code Final 7/20/2010 Stage Completion 7/20/2010 Installation &

Acceptance 8/10/2010

Executable Code Final 7/30/2010 User Guide Final 7/30/2010 User Acceptance Report 8/10/2010 Stage Completion 8/10/2010

Maintenance Never Change Requests Never

Stage Completion Never

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 Administrator: A member of the company, who has all the rights of a regular Employee plus other administrative rights such as deleting a user, editing a user's information, etc.

 Customer: A client of the company, who can submit orders for printing, pay those orders, and track the orders as well.

 Company: Specifically, XYZ Printing Co.

 Customer Service: A member of the company who can take an order on behalf of a customer – to act as a proxy for an offline customer.

 Worker: A member of the company, who has all the rights of any User plus other rights such as create print runs, add orders to print runs, etc.

 Finishing: The part of the company workflow where the cutting and resizing process is taking place.

 Order: A User can create an order and save it into the system, which contains specifications regarding printing details, a file to be printed, and payment information.

 POC: Point of contact

 Portal: Web-based interface presented to customer and employees.

 Printing: The part of the company workflow where the print-manufacturing process is taking place.

 Print Run: A single file created by an employee, which is sent to printing.

 PWAS: Printshop Workflow Automation System, the name of the proposed system

 System: PWAS is considered the system, and it entails all the software that takes care of the workflow management.

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Job Title Number Needed

Project Manager 1 Administrative Assistant 1 Requirements Analyst 1 Software Architect 1 Software Developer 3 Test Analyst 1

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The general duties and responsibilities for the required personnel are described below. A complete job description for each will be created during personnel acquisition.

3.2.1 PROJECT MANAGER

The Project Manager is overall in charge of the project and is the main POC for the client, XYZ Printing Co. Some of the Project Manager’s responsibilities include:

 Developing the project plan

 Managing the project stakeholders  Managing the project team

 Managing the project risk  Managing the project schedule  Managing the project budget  Managing the project conflicts

3.2.2 ADMINISTRATIVE ASSISTANT

The Administrative Assistant will provide administrative support to the project team and/or Manager. Duties include general clerical, receptionist and project based work. Project a professional company image through in-person and phone interaction.

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The Requirements Analyst is responsible for eliciting, analyzing, and recording the functional requirements and the non-functional requirements. Some responsibilities of the Requirements Analyst include:

 Conducting interviews with the client during requirements elicitation  Developing use cases and scenarios for the proposed system  Developing the Software Requirements Specification

3.2.4 SOFTWARE ARCHITECT

The Software Architect is responsible for designing the software solution for the proposed system. They will report to the Project manager and will manage the Software Developers. Some

responsibilities of the Software Architect include:

 Designing the overall architecture of the software and database scheme  Choosing the Development Process Model for the project

 Recording the proposed system design in Unified Modeling Language  Developing the Design Document

3.2.5 SOFTWARE DEVELOPER

Software Developers are responsible for implementing the design as specified by the Software Architect. The Software Developer will develop the algorithms, and write the source code for the proposed system.

3.2.6 TEST ANALYST

Responsible for identifying and defining the required tests, monitoring detailed testing progress and results in each test cycle and evaluating the overall quality experienced as a result of testing

activities.

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4.1.1 ESTIMATION

4.1.2 STAFFING

4.1.3 RESOURCE ACQUISITION

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5.1.1 ADMINISTRATIVE ASSISTANT

EDUCATION AND EXPERIENCE

High school plus advanced adminstrative and business coursework and minimum of five years of diversified administrative and business experience, with at least two of these in a responsible

administrative capacity. Or Associate's degree in Business or related major three years administrative experience.

SPECIAL SKILLS

Strong Microsoft Office skills (Word, Excel, Outlook and Power Point) with major emphasis on Excel spreadsheet experience related to finanicials. Development of presentation graphics for finanical information a plus. Solid communication, interpersonal and organizational skills. Pleasant demeanor necessary. Good command of English is necessary.Minimum word processing speed of 60 wpm. Knowledge of Oracle Financials a strong plus.