Project Administration Toolkit Requirements Analysis

TABLE O F CONTENTS
EXECUTIVE SUMMARY...............................................................................1
Business Overview..........................................................................................................................1
Project Overview.............................................................................................................................1
POTENTIAL BENEFITS................................................................................2
PROJECT SCOPE ........................................................................................2
Mission Statement...........................................................................................................................2
Objectives.........................................................................................................................................2
Critical Success Factors..................................................................................................................2
Target Audience..............................................................................................................................2
Functionality excluded from the Scope ........................................................................................3
Change Control Mechanism..........................................................................................................4
BUSINESS PROCESSES.............................................................................4
Sanitized Company.
Project Administration
Toolkit
R E Q U I R E M E N T S A N A L Y S I S
R E L E A S E 1 . 0 —
S E P T E M B E R 2 6 , 1 9 9 7
U P D A T E W I T H 1 . 0 A
R E Q U I R E M E N T S : J U L Y 7 , 1 9 9 8

Current Process - Overview of Project Set-up and Maintenance..............................................4
Company Information Screen.......................................................................................................4
Project Information Screen...........................................................................................................4
USER TYPES.................................................................................................7
FUNCTIONAL REQUIREMENTS: RELEASE 1.0........................................8
Create & Modify a Project.............................................................................................................8
Select and Edit Team ...................................................................................................................10
Set up and Edit Tasks...................................................................................................................11
Assign Team Members to Tasks and Edit Task Assignments..................................................12
Delete a Project.............................................................................................................................13
Search for Project.........................................................................................................................13
DATA/DATABASE REQUIREMENTS........................................................13
Database Tables: Release 1.0.......................................................................................................13
Data Relationships........................................................................................................................16
Required Interfaces......................................................................................................................19
Security & Audit...........................................................................................................................19
Security Features........................................................................................................................19
Audit Features.............................................................................................................................21
User Interface..............................................................................................................................21
TESTING REQUIREMENTS........................................................................21
Acceptance Criteria......................................................................................................................21
Application Tests...........................................................................................................................22
IMPLEMENTATION AND SUPPORT.........................................................22
Implementation Plan....................................................................................................................22
Initial database load......................................................................................................................22
Training Requirements................................................................................................................22
Documentation Requirements.....................................................................................................22

RISKS AND RISK MITIGATION..................................................................22
Risks...............................................................................................................................................22
Risk Mitigation..............................................................................................................................23
REFERENCE DOCUMENTS.......................................................................23
Project Roles..................................................................................................................................24
Data Dictionary/Cross-over Table between MIS and EIS........................................................25
Glossary........................................................................................................................................30
Outstanding Issues........................................................................................................................32
Document Reviewers....................................................................................................................33
Delivery.........................................................................................................................................34
Change Log....................................................................................................................................35
Project Tool 1.0a Maintenance Release .....................................................................................36
Project Tool 1.0b Maintenance release.......................................................................................37
Project Tool 1.1 ............................................................................................................................37

Sanitized Company.
Project Administration Toolkit
Requirements Analysis
R E L E A S E 1 . 0 — 0 9 / 2 6 / 9 7
Executive Summary
Business Overview
Sanitized Company. (SC ) is a custom software development consulting firm. It develops software
using the Microsoft suite of tools. The company’s stated mission delivers solutions that collect,
analyze, present, and disseminate critical business information. We create extraordinary value
for our clients through partnership. We provide a unique blend of focused technical expertise,
genuine business knowledge, and a pragmatic, delivery-oriented approach. We are the
recognized leader in our chosen toolset. We are a responsive, agile, and creative organization.”
The company is currently in a high growth mode with a strong focus on project management
for the upcoming year.
Project Overview
Sanitized Company seeks to develop a project administration application in order to facilitate
project management of SC Project Managers (both in and out of the PMQA group) as well as all
members of SC who are involved in project management, client reporting, budgeting, and billing.
This system will eventually link to the contact management, billing, and time reporting systems
where appropriate. This application will also be available to employees in all of SC’s geographic
sites.
The Project Administration Toolkit (Project Tool) is not a substitute for project management tools.
In other words, people still do project planning in MSProject, Team Manager, or another planning
tool.

Potential Benefits
This release (1.0) of the application will provide a fast, intuitive, and simple to use solution to
setting up and managing project information. It will provide the first step in the development of a
full project management toolkit that will link to SC’s other Management Information Systems
(MIS) applications.
Project Scope
Mission Statement
This application will provide a project administration system for all members of SC to furnish
accurate current and historical project status information for all SC projects.
Objectives
The primary objectives of this release (1.0) of the Project Application Toolkit are:
 Replace Project Ancillaries
 Allow a project leader or administrator to setup a project so that assigned staff members
can report their time to it and perform other types of project-related status and event
reporting
 To collect various attributes or properties of projects that are important for marketing,
sales, billing, or management reporting purposes
 To allow a project leader to shut down various aspects of a project (team, task…)
 Provide User Defined Tasks
 Gives all MIS applications the same look and feel
 Security will be maintained by use of the MIS Security Group
Critical Success Factors
The Critical Success Factors in this application will be:
 Ease of maintaining project changes
 Speed of access to the system from remote offices
 System won't cause table locking
 Can be used by all members of the entire user community simultaneously on-line or via
RAS
Target Audience
The primary user target audience for this application is SC Project Managers (both in and out of the
PMQA groups). Other user groups include:
 Project Managers
SVC Document Name  2

 Project Team Members
 Resource Managers
 Corporate Management
 Sales
 Marketing
 PMQA Audit
 Administration
 Human Resources
Functionality excluded from the Scope
Subsequent development efforts may address the following groups/functionality:
1. Attachment Module to TRS for Actuals Detail on each task
2. Attachment Module to allow import of project plans generated in MS Project, MS Excel or
other planning tool
3. Updates of project plans with actuals
4. Document Management (direct ties to project documents such as: Specs, Proposals, Status
Reports, etc.)
5. Auto notification via exchange of certain status conditions (i.e. the sales executive gets an
e-mail if the client status is updated to “not referenceable” by the PM
6. Reporting Module--the module that will allow for customized reports to be designed.
7. Import Module--the module that will allow for importing data from and exporting data to
other applications.
8. Audit Projects Module--the module that will allow for audit trails of changes in project
particulars in a viewable fashion.
9. Legal Module--the module that will handle legal information concerning agreements,
budget information, and specific contractual agreements that relate to the project.
10. Project Review Module--tool for PMQA to do "performance" reviews of projects.

Change Control Mechanism
Hr and VP of Development will be signing off on the Requirements Document, which will be used
for the development effort. The project team will document changes in scope past this "freeze."
Business Processes
Current Process - Overview of Project Set-up and Maintenance
In order to track project information and to assure that clients are billed for work done on their
projects, Project Managers use a tool called Project Tracking. This allows them to set up
information on the client , budget items, and information used to calculate the number of hours for
each assigned staff member for purposes of billing.
Company Information Screen
The Project Manager first sets up a client record including the company name, the divisions within
the company for which the project is being done and the contacts. Without this information, no
project can be set up.
Client Name
 Full name of the company
 Abbreviated name
If the company does not exist on the table in the application then it has to be added.
Maintain Divisions
 Division Name
In the case where a company record does exist, it may be possible to select a division from
that record. If the division does not exist, it must be added. You cannot add contact records
to client records without the name of a division.
Maintain Contacts
 Contact Name
A new contact is only added for a division if the person does not appear on the existing
contact list for that division.
Project Information Screen
After the company record has been properly set up, the Project Manager creates a new project
record. In this record, the PM provides a name for the project, including an intuitive short name,
and a short description of the project. The project number has to be assigned and keyed by a super
administrator. Each week she runs an audit report, showing recently created projects. For these
project records with no numbers, she assigns one, which is obtained form an old Access2.0
database. The location of the SC office that is handling the project is selected from a list of all the
offices in the project form. The names of the Project Manager and Relationship Manager are both
selected from a list of all SC Employees. The latter is the person responsible for the client
relationship. The start date and end date for the whole project has to be entered as well as the

number of man hours that are estimated to be needed to complete the project in time and within
budget. Whether the client will accept expenses for reimbursement of related costs such as travel
and shipping costs is indicated, as is the expected revenue. The number of users anticipated to use
the application being developed is tracked here as well.
Information about and used by the Sales Division is entered and maintained by the designated
administrator. This includes where the lead came from, who handles the client relationship, and who
closed the deal. This Sales List is generated by this administrator by adding the staff member from
the Staff Ancillaries application.
Adding a New Project
General project data fields follow:
 Project Name
 Project Number - assigned by Kim Forsberg
 Short Project Name
 Location
 Market Name (not used)
 Description
 Active
 Expense Reimbursable
 Demo (Y/N)(not used)
 Start Date
 End Date
 Budgeted Revenue
 Number of Users
 Man Hours
 Project Manager
 Relationship Manager
The following items appear on the Sales Screen:
 Sales Rep
 Ref. Sales
 Ref. Relationship Manager
 Closed By
 In Bound/Out Bound
 Lead Source
 Lead Source Detail
 Lead Comment
Adding Team Members
(Assign Team Members button)

Once the above information has been saved, team members are selected from the Available
Staff list, which is generated from the Staff Table. Double clicking the employee names on
the left side of the screen places them in the selected list on the right side of the screen. The
employee's role comes from the standard role table list. This can also be manually added.
The rate for the employee is selected from a list or manually added. There can only be one
Project Manager but there can be more than one project leader.
Note: Once saved an employee cannot be removed from a team.
The following are the fields required for setting up the team:
 Employee's name
 Employee’s role
 Employees’ billing rate
Adding Time Reporting Tasks
(Maintain Project Tasks button)
In order to correctly bill team members' time to the client, staff members log their time in
the TRS using project names and tasks. For non-billable activities, SC has specific projects
that are assigned to employees based on their placement in the company. Such things as
vacation, holidays, sick time, and education fall into these categories. For billable tasks,
each employee is given access to only those projects and tasks upon which the person will
actually work. The Project Manager sets up these project and task access rights in Project
Ancillaries.
Once the tasks are defined for the project, they are assigned one at a time to a team member
by highlighting the sub task and choosing "Yes" or "No." The default is blank should it be
desired to do the task assignments later. The task description, which is self-defined by the
Project Manager, provides a more detailed explanation of the specific allowable tasks (i.e.
if more than one development task is need for a project, the description field allows the PM
to differentiate between the two tasks for clarity when staff members report their time).
Each project task created must be assigned a bill type. Most of our projects are Time &
Materials, but if we have a Fixed Contract project, the proper bill type should be assigned.
In addition, any SC strategic projects need to have the proper bill type assigned. SC’s
internal non-billable projects (e.g. Time Off, Education, Non-Billable Work, etc.) need to
be assigned the Non-billable bill type for proper tracking. At this level, the budget estimate
per task is added. There is a limit, in Project Ancillaries, to how large this budget can be.
This allows for planning tasks and budgeted amount against the budget total for the whole
project.
This is the list of data fields for adding the time reporting tasks:
 "New” button to add a new task.
 Sub-task. - generic tasks
 Description
 Revision # (not used)
 Billing types
 Budget for the task.
 Start date
 End dates

 Revised Budget
 Revised End
 Est. End
User Types
Name Description
Project Manager/Co Manager “Super-users” who will have access to all functions
of the system excluding update rights on Sales and
Marketing
Project Technical Manager Manage the technical development of the project. In
most cases they are the ones who have to “live” up to
the committed hours for the tasks of the project.
Project Team Member Team members will work on the specific tasks of the
project plan. They are set up as part of the project
creation process.
Resource Manager Managers can view the tasks that their resources are
committed to, and how long they are committed
Operations Manager (Interested Party) Operations managers have responsibility for all
projects delivered out of their office.
HR HR is responsible for ensuring that project reviews
are done, thus they need to have view access to
particulars on projects.
Accounting Accounting needs to be able to view budget and
billing information.
Admin Those staff members given the responsibility to do
additions and updates for their office or department.
Account Executive/Account Manager Account Execs need to view information for “their”
clients’ projects. They also have update ability on the
Sales Screen for their own clients.
Marketing Marketing needs view ability to use statistics about
project types It also has update ability on the
Marketing Screen. Industry, Technology, etc.).
Legal Legal has corporate responsibility for appropriate
contracts/proposals/letters of engagements thus it
needs to know if work has started without a signed
agreement as well as if there is a possibility of
running over budget.
Office Sales Manager To be defined
PMQA Manager/Auditor Responsible for adherence to corporate standards and
tracking of all projects for Sanitized Company. May
have to do back up work in the absence of a PM or
Co-Manager.
Management Corporate responsibility for the company as a whole
and thus has view ability for the entire application.

Functional Requirements: Release 1.0
Create & Modify a Project
Used by: Project Managers. Account Executives, Legal, Marketing, Admin
Intent:
To allow Project Managers to enter vital project information from their project
management tools as simply as possible.
This function should also automatically generate the project number for new
projects.
Description:
The Project Administration Toolkit provides the ability to enter and track
information on all projects that are undertaken by Sanitized Company. As one of
the project management tools, it assists the Project Manager in allocating their
resources and tracking budgets. It also allows for setting up the necessary
information on billable employee activities used to invoice clients. Project
Managers can create a project, enter initial information, and update as required.
Other designated users can create and modify their fields.
Pre_Conditions:
Before a project can be created the following have to exist:
 Client for a project
 Companies/divisions
 Contact
Client Information:
Information about the company for which sc is doing the project must exist before
a project can be set up.
 Company Name
 Division
 Contact Details
– Salutation
– First Name
– Last Name
– Preferred Name
– Assistant Name

– Assistant Phone
– Address Description
– E-Mail
– Address
– City
– State
– Zip
– Country
– Phone (multiple)
– Fax
General Project Information
Certain general information must exist for a project to be saved to the system.
Some of it is selected from MIS tables while others is keyed manually. The project
number is assigned by the system. The following is a list of the data required for
all projects:
 Select client information:
– Company name
– Division
– Project contact
– Primary contact
– Billing contact
– "Other" contact (optional)
 Project Number (auto-generated)
 Project Name
 Short Project Name
 Strategic Project (Y/N) Strategic Projects are not billable.
 Location
 Description
 Status (Active: Y/N)
 Inactive projects shall not appear in anyone’s TRS
 Expense Reimbursable
 Demo (Y/N)
 Start Date
 End Date
 Budgeted Revenue
 Number of Users
 Budgeted Hours

 Project Manager (PM)
 Co-Manager
 Set-up Date (auto-generated)
 Old Project Number (manually added)
Project Sales Information
The Sales division uses information for tracking client and project information, for
use in planning proposals and for calculating sales commissions. The information
is added and maintained by the Sales Division is:
 Account Executive (AE)
 Account Manager
 Referring AE
 Closed By
 Lead Source
 Lead Source Detail
 Lead Comment
 Vertical Practice
Project Marketing Information
For purposes of marketing’sproducts and doing studies on what types of work and
what tools are being used for which industries, Marketing wishes to track a number
of variables. These marketing categories are:
 Business Type (E.g. Budgeting, Foreign Exchange, Equity Research…)
 Function (E.g. 123 to Excel, Financial Model, Internet/Intranet…)
 Industry (E.g. Banking, Brokerage, Legal, Pharmecuetical…)
 Tools (E.g. Excel, Exchange, VB…)
Select and Edit Team
Used by: Project Managers
Intent:
To allow Project Managers to enter information on the members of a project team.
Desc ription:
This function will allow Project Managers to select, edit delete or inactivate
-project team members; select or edit the role of each team member and set or edit
the billing rate of each team member.
It should be possible to highlight one or more employee names to perform a group
selection
 Employee's name

 Employee's Rate
The billing rate the employee is assigned in the Staff Management Application.
 Employee's Level
 Employee Role
 Employee Role billing rate
Each role has a standard rate associated with it. This will be the default but the
Project Manager can use either the employee's rate from the Staff Management
Application, which will show along with the employee's name and level in the
company, or edit it manually.
 Inactivate team members
Causes the team member or members not to appear in "available" team members.
A project shall not appear in the TRS of an inactive team member.
 Delete Team Members
Team members are never really deleted unless they did not do billable work on the
project. We should be “archiving” the information where the employee did work..
For instance, it should be possible to d over who the previous Project Manager or
contact for the client was before the current one. It may also be necessary to know
which employees worked on a project in the past.
Set up and Edit Tasks
Intent:
To allow Project Managers to enter information on the type of tasks to be
performed during a project.
Description:
A Project Manager must set up a three tiered hierarchy of tasks for purposes of
projecting the resources needed as well as the time necessary to fulfill the
requirements of the agreement with the client. This information is also used to
assist in budget planning and revenue realization. In order to bill the client
correctly for SC staff work, employees use the Time Reporting System that feeds
into the Billing Application. Through the Project Administration Tookit's "Set up
Task" function the 3 levels of tasks appropriate to a particular client are identified.
The 3 levels of tasks are all user defined. The third task has as an attribute an
appropriate SC Task (a standard) in order to assist in estimating billing rates for
future projects of a similar type. The SC Task comes from the list of standard tasks
used by TRS.
This function does not have to be performed at the same time that the project is set
up. It must be performed before employees need to log their hours to the Time
Reporting System.
The following is a list of the fields for setting up the tasks for a project:
 Task Level One (Can be "None")

– Task Name
– Task Description
 Task Level Two (Can be "None")
– Task Name
 Task Level Three (Required)
– Task Name
– Billing type
– Budget for the task.
– Start date
– End dates
– Revised budget
– Revised end
– Estimated end
– SC Standard Task
– Comments
 Inactivate task
Causes a task to be disabled for one or more up to the whole team in one shot
 Delete tasks
A task should never be deleted unless no work was ever done. If some work was
done and billed, the task would only be inactivated or archived.
Tasks cannot be deleted if they have reported hours. They can be transferred with
the new Time Adjustment Function.
Assign Team Members to Tasks and Edit Task Assignments
Intent:
To associate SC project team members with tasks.
Description:
Once the tasks for a project have been set up, each project team member must be
allocated to perform them. This function need not be performed immediately that a
project is set up but must be performed before billable work begins on the project.
The employee name should not disappear from the employee list when it is chosen
for a task. A single task should not show the same employee more than once.
The following functions are to be performed:

 Assign employee (s) to task from the previously selected list of team members
 Allot one or more employees to each task..
Post-Conditions:
The billable tasks used in the Time Reporting System for billing clients have now
been set up.
Delete a Project
Intent:
To allow Project Managers to delete an incorrectly stored or entered projects that never started.
Description:
A project can only be deleted if there are no actuals for it.
Search for Project
Used by: Project Managers and others so assigned
Intent:
Intent:
Allows Project Managers and other qualified users to locate past and current projects for the
purposes of copying to a new project, analyzing actuals on prior projects, etc.
Description:
Users of the application must be able to search for a project by keywords such as tools used, type of
industry, business application and so on. Searching will also be available by Project Manager and
Client. This will assist them in designing plans for new projects, discovering a source of stored
procedures or experienced staff members. It will be of value to Sales in developing proposals and
Marketing in planning strategies and new products.
Data/Database Requirements
Database Tables: Release 1.0
Data Table Source Input Desription
Events EVENT_LOG MIS Project Tool Retains a record of all system
events and may be viewed on the

project or invoice level
Task Level
One
TASK
Should be renamed
TASK_ONE
MIS Project Tool Retains the high-level, user
defined level 1 tasks.
Task Level
Two
SUB_TASK
Should be renamed
TASK_TWO
MIS Project Tool Retains the mid-user defined level
2 tasks.
Task Level
Three
PROJECT_TASK
Should be renamed
TASK_THREE
MIS Project Tool Retains the detailed, user defined
level 3 tasks.
SC
Standard
Task
Sanitized
Company_TASKS
To be Created
MIS Project Tool
New
Retains the SDF defined tasks.
Employee
Role &
Rate
STAFF_PR-TASK MIS Project Tool Retains a list of the roles (e.g.
Project Manager; Developer) and
rates that an employee may
perform.
Employee
Name
STAFF MIS Staff
Management
Tool
Maintains the full name of each
employee.
Project
Informatio
n
PROJECT MIS Project Tool Retains project data for
editing/adjustment and for use in
setting up and maintaining general
project information. (includes all
project information other than
employee related.)
Security
Group
STAFF MIS Staff
Management
Tool
Retains information on Security
Groups within SC that assign level
of access to different applications.
Location Sanitized
Company_LOCATIO
N
MIS Staff
Management
Tool
Retains location information of
Offices.
Business
Line
BUS_LINE
To be created
MIS Project Tool Retains information for Marketing
on the type of business that the
client will perform with the
application. E.g. Budgeting,
Human Resources, Publications
and Presentations.
Business
Function
BUS_FUNCTION
To be created
on the function that is being
worked on for the client by
Sanitized Company. E.G.
Client/Server, Data Integration,
Word Perfect to WORD.
Industry INDUSTRY
To be created
on the client's industry type. E.G.
Manufacturing/Industrial, Retail,
Shipping, Brokerage.
Tool TOOL MIS Project Tool Retains information for Marketing
on the tools that are used by SC in

To be created fulfilling the project specifications.
E.G. WORD, SQL Server, Internet
Studio, VC++
Marketing
Name
PROJECT
(pr_namemktg)
MIS Project Tool The name used by Sales and
Marketing for a project that allows
for the client name to be removed.
COMPAN
Y
TBD MIS Project Tool Retains information on client
company names.
Division DIVISION MIS Project Tool Retains information on client
division names.
Contact CONTACT MIS Project Tool Retains information on client sales
contacts.
Project
Contact
PROJECT_CONTAC
T
MIS Project Tool Retains the names of client project
contacts.
Billing
Type
BILL_CATEGORY MIS Project Tool Retains information on billing
type. E.g. Time and Materials,
Fixed
Lead
Source
LEAD_SOURCE MIS Project Tool Source of the lead to the client.
E.g. Trade Show, Press Release,
Client, Partner
Lead
Source
Detail
LEAD_DETAIL MIS Project Tool Detail about the Lead Source. E.G.
Name of Trade Show, Date of
Press Release, Contact name at the
Client, Name of Partner.
Vertical
Practice
VERT_PRACTICE
To be created
MIS Project Tool Industry type used by Sales.

Data Relationships
Entities Description
PROJECT A project shall have three levels of tasks
1. Task Level One
2. Task Level Two
3. Task Level Three
One of the attributes of Task Level Three Standard Task.
A plan may have any number of tasks at each level.
Project Short Name The project short name must be easily recognizable.
Demo Available Is there a demo of the product for use by sales?
Number of Users There can be one or more users.
Number of end users, if project is a software system
Project Alarm Indication that a project is at risk and must be renewed.
Legal wants this with reference to the budgeted amount
being approached.
Old Project Number The number that was used in Project Ancillaries. There
can only be one old project number per project.
Project Number A project number must be unique.
There can only be one project number per project.
Account Exec There can be only one Account Executive responsible
for the project. There can be one or more than one per
AE per client.
Account Manager There can be only one Account Manager for a client.
Rel. Referral There can be one or more Relationship Referral
Ref. AE There can be one or more AE referring the project
Relationship Manager There can be only one SC employee acting as the
Relationship Manager for the project
Closed By There can be only one Sales Rep who completes the deal
Man Hours Number of hours required to complete task
Project Name A project can have only one name.
A project can have many tasks.
Project Description Text description of the project.
Market Name Project name to be used in marketing, with client
identity removed
Lead comment Additional comments about the lead
Lead Source Missing from Data Model There can be only one lead.
Lead Source Detail Missing from Data Model A lead source can have more
than one detail.
STAFF
Employee Name There can be one or more employees assigned to each

sub task.
An employee can have more than one role.
Security Group Needs a Table. A team member can be in one or more
security groups.
TASK LEVEL ONE High-level. A project can have one or more than one
level one tasks.
Name of Level OneTask
Short Name of Level One Task
Description of Level One Task
TASK LEVEL TWO Mid-level
Name of Level Two Task A Level Two Task can have one or more than one level
one tasks assigned to it.
Short Name of Level Two Task
Description of Level Two Task
TASK LEVEL THREE Finest degree of desc ription. A Level Three Task can
have one or more Level Two Tasks attached to it.
Task Level Three Name
Short Name of Level Three Task
Description of Level Three Task
Budget for the task The estimated amount for completion of the third level
task. This field cannot be revised after the start of
billable work.
Start date A Level Three Task can have only one start date. This
field cannot be edited after the start of billable work.
End date A Level Three Task can have only one end date. This
field cannot be edited after the start of billable work.
Revised budget The revised budget can be repeatedly revised and each
revision must be logged.
Revised end date The revised end date can be repeatedly revised and each
revision must be logged.
Estimated end date The estimated end date can be repeatedly revised and
each revision must be logged.
Billing Type A Level Three Task can only have one billing type.
Sanitized Company_TASK Needs a Table
Sanitized Company_TASK There can be one or more Level Three tasks attached to
a life cycle designation.
STAFF_PR_TASK (Employee Role)
Employee Role An employee can have more than one role.
Employee Billing Rate An employee can have a different rate for each role
played.
BUS_LINE A project can have one or more than one business line.
Needs a Table
BUS_FUNCTION A project can have one or more than one business
function. Needs a Table
INDUSTRY A project can have more than one industry. Needs a

Table
TOOL A project can have one or more than one tool. Needs a
Table
VERTICAL PRACTICE A client can fall into only one Vertical Practice Needs a
Table
COMPANY A Company can have one or many divisions.
DIVISION A Division can have one or many projects.
CONTACT A Project can have one or many contacts.
PROJECT CONTACT A Project can one or many project contacts.

Required Interfaces
 Relationship for Company, Contact tables
 Time Reporting System through the project plan tables
 Reports Module
 Excel-based reports
 Billing
 Project Plan
Security & Audit
 Various project properties shall have "owners" and only the owners shall be allowed to
change those properties. The "owner" will be provided this access through the MIS
Security Group.
 Certain reports will be developed in a later release that can be viewed by certain groups
but not others. E.g. Reports for Sales that are specific to their needs.
Security Features
The application will use the standard Sanitized Company/MIS Security Groups for
assigning different levels of access and rights.
Name Security Group Description Functions
Project Manager or
Acting Project
Manager
PM Group Edit ability to all
functions of the
system on own
1. Create Project:
2. Modify Project:
PAT
ProjectManager,et.al.
ProjectPlan
TRS
HoursWorkedMISCompanyTableRelationshipDatabase
Relationship Billing
ExcelBasedReports

projects with the
exception of sales
and marketing
data.
3. Update a Project Task’s
Budget/Delivery Date or add a
task
4. Update Project Status: Open,
Closed, Suspended
5. Delete a Project
6. Search for Project
7. View all Projects but not the
budget information on those of
other project managers
8. Some Table Maintenance
PMQA
Manager/Auditor
Management Responsible for
adherence to
corporate standards
All Project management functions
Project Audit Functions
Table maintenance
Project Technical
Manager
PM Class All Project management functions
for purposes of back up.
Search
View
Project Team
Member
Self For now, team members will view
the project via hard-copy reports
delivered to them by the Project
Manager
Resource Manager PM Class "Read only" for
projects where
their resources are
part of the team.
Search
View
Operations Manager Management "Read Only" for all
projects delivered
out of their office.
Search
View
HR HR and/or HR
Admin
HR is responsible
for ensuring that
project reviews are
done.
Report on PMs for Active Projects
Accounting Accounting
Admin Admin Perform data entry such as
changing a resource across projects
Account
Manager/Account
Executive
Sales View information
for “their” clients’
projects.
Search
View
Update Sales screen
Table maintenance
Marketing Sales Marketing will
want to use
statistics about
project types
(Industry,
Technology, etc).
Search
View
Update Marketing reen
Some table maintenance
“Other Project”
Project Manager
PM Class Other Project
Managers will
Search

want to copy
project plans into
their project plans
View (as granted by permissions)
Legal Legal Class Corporate
Responsibility for
appropriate
contracts/proposals
/letters of
engagements
Search
View
Management Management Corporate
Responsibility.
Audit Features
There is an event log in the database that records user and system related changes that
affect projects. In addition, all tables contain current update date and userid and last update
date and userid for the fields defined as auditable.
 The same method will be used as in Staff Management Application.
User Interface
None
Testing Requirements
Acceptance Criteria
Acceptance criteria should be obtained from the business objectives and the critical requirements,
which were defined in the analysis phase of the project.
Acceptance test cases should not be limited to functional requirements. Non-functional
requirements should also be included such as
• Response times
• Hardware/Software compatibility
• Security
Acceptance Criteria requiring clear measurements
• Easy to use
• Faster
The client needs to quantify what items such as ‘easy to use’ and ‘faster’ mean. They can perhaps
be measured relative to their current systems inadequacies.

Application Tests
User Interface Test
Application/Business Process Test
Parallel Test
Stress Test
Performance Test
Security/Access Control Test
Recovery Test
Installation Test
Implementation and Support
Implementation Plan
Initial database load
Training Requirements
Documentation Requirements
Risks and Risk Mitigation
Risks
Contacts and Company information are to be handled in Relationship. What happens if Relationship
is not ready to use when Project Tool is ready?
Can the application be used from all offices and with speed?
Data Base not ready to use.

Risk Mitigation
Accurate timing of project completions will assure success.
Reference Documents
PROPRIATARY

Appendix
Project Roles
Project Role Assigned To: Responsibilities
Senior Project
Champion
2 VP members Eliminate roadblocks, motivate staff, and
encourage cooperation, required to sign off on all
functionality/usability.
Project Manager Sr. Project Manager Primary Point of contact; facilitator; ultimate "say
so" on business rules, functionality inclusion and
project phasing. Also responsible for sc heduling
and budgetary tasks.
Assistant Project
Manager
Sandy Clements Facilitator, eliminate roadblocks, motivate staff,
encourage cooperation, assist with, functionality
inclusion and project phasing.
Technical Manager Sr. Tehnical Project
Manager
Primary technical point of contact; versed in
existing systems; interfaces; network; hardware
installations; tech support, manages development
effort, works closely with the Project Manager
Quality Assurance
Manager
QA staff Plan and execute Quality Assurance activities
including testing.
Visual Basic
Developers
Sr. Developer User Interface Development
Database
Administrators
DBA Team Database Development and Administration
Business Analyst Sandy Clements Business Requirements Document, Scope,
Functionality, Phasing, Prototype Guide.

Data Dictionary/Cross-over Table between MIS and EIS
MIS EIS
BILL_CATEGORY billcategory
bi_type char(15) NOT NULL bi_type char(15) NOT NULL
COMPANY company
co_seq float NOT NULL co_seq float NOT NULL
co_name varchar(50) NOT NULL co_name varchar(50) NOT NULL
co_nameshort char(12) NOT NULL co_nameshort char(12) NOT NULL
co_updateloginid char(15) NULL co_updateloginid char(15) NULL
co_updatedatetime datetime NULL co_updatedatetime datetime NULL
DIVISION division
di_seq int NOT NULL di_seq float NOT NULL
co_seq float NOT NULL co_seq float NOT NULL
di_name varchar(50) NOT NULL di_name varchar(50) NOT NULL
di_namemktg varchar(50) NULL di_namemktg varchar(50) NULL
di_updateloginid char(15) NULL di_updateloginid char(15) NULL
di_updatedatetime datetime NULL di_updatedatetime datetime NULL
CONTACT contact
cn_seq int NOT NULL cn_seq float NOT NULL
cn_middleinitial char(1) NULL cn_middleinitial char(1) NULL
cn_salutation char(8) NULL cn_salutation char(8) NULL
cn_assistantphone char(20) NULL cn_assistantphone char(20) NULL
cn_contacttype char(15) NULL cn_contacttype char(15) NULL
di_seq int NOT NULL di_seq float NOT NULL
cn_leadqualifiedby float NULL cn_leadqualifiedby float NULL
cn_relationshipmgr float NULL cn_relationshipmgr float NULL
cn_relationshipref float NULL cn_relationshipref float NULL
cn_leadquality tinyint NULL cn_leadquality tinyint NULL
cn_namefirst varchar(25) NULL cn_namefirst varchar(25) NULL
cn_namelast varchar(35) NULL cn_namelast varchar(35) NULL
cn_namepreferred varchar(20) NULL cn_namepreferred varchar(20) NULL
cn_title varchar(50) NULL cn_title varchar(50) NULL
cn_assistantname varchar(50) NULL cn_assistantname varchar(50) NULL
cn_emailaddress varchar(75) NULL cn_emailaddress varchar(75) NULL
cn_updateloginid char(15) NULL cn_updateloginid char(15) NULL
cn_updatedatetime datetime NULL cn_updatedatetime datetime NULL

Cn_contactcomment varchar 255) NULL
CONTACT_ADDRESS contact_address
ca_seq int NOT NULL ca_seq float NOT NULL
cn_seq int NOT NULL cn_seq float NULL
ca_primaryflag tinyint NULL ca_primaryflag tinyint NULL
ca_desc ription varchar(25) NULL ca_desc ription varchar(25) NULL
ca_address1 varchar(50) NULL ca_address1 varchar(50) NULL
ca_address2 varchar(50) NULL ca_address2 varchar(50) NULL
ca_city varchar(25) NULL ca_city varchar(25) NULL
ca_state char(2) NULL ca_state char(2) NULL
ca_zipcode char(10) NULL ca_zipcode char(10) NULL
ca_country varchar(30) NULL ca_country varchar(30) NULL
ca_phone char(20) NULL ca_phone char(20) NULL
ca_fax char(20) NULL ca_fax char(20) NULL
ca_updatedatetime datetime NULL ca_updatedatetime datetime NULL
ca_updateloginid char(15) NULL ca_updateloginid char(15) NULL
PROJECT_CONTACT project_contact
pr_seq int NOT NULL pr_seq float NOT NULL
mma_pr_server_id int NOT NULL
cn_seq int NOT NULL cn_seq float NOT NULL
pc_primaryflag char(18) NULL pr_primaryflag smallint NULL
pc_primarybilling char(18) NULL pr_primarybilling smallint NULL
pc_updatelogin char(18) NULL
pc_updatedate char(18) NULL
Sanitized Company_LOCATION location
mma_loc_code int NOT NULL lc_seq float NOT NULL
ml_nameoffice varchar(40) NOT NULL lc_nameoffice varchar(30) NOT NULL
PROJECT project
pr_seq int NOT NULL pr_seq float NOT NULL
di_seq int NULL
co_seq float NULL
pr_nameshort char(12) NOT NULL pr_nameshort char(12) NOT NULL
pr_expreimbursable char(1) NULL pr_expreimbursable char(1) NULL
pr_demo char(1) NULL pr_demo char(1) NULL
pr_type char(10) NULL pr_type char(10) NULL
pr_active char(1) NULL pr_active char(1) NULL

pr_oldnumber char(15) NULL pr_oldnumber char(15) NULL
pr_leadinout char(1) NULL pr_leadinout char(1) NULL
pr_plannedstartdate datetime NULL pr_plannedstartdate datetime NULL
pr_plannedenddate datetime NULL pr_plannedenddate datetime NULL
pr_budgetedrevenue float NULL pr_budgetedrevenue float NULL
pr_estnumberusers float NULL pr_estnumberusers float NULL
pr_salesrep float NULL pr_salesrep float NULL
pr_salesreferral float NULL pr_salesreferral float NULL
pr_relationshipmgr float NULL pr_relationshipmgr float NULL
pr_relationshipref float NULL pr_relationshipref float NULL
pr_closedby float NULL pr_closedby float NULL
pr_plannedmanmonths tinyint NULL pr_plannedmanmonths tinyint NULL
pr_name varchar(50) NOT NULL pr_name varchar(50) NOT NULL
pr_desc ription varchar(255) NULL pr_desc ription varchar(255) NULL
pr_namemktg varchar(50) NULL pr_namemktg varchar(50) NULL
pr_leadcomment varchar(255) NULL pr_leadcomment varchar(255) NULL
pr_updateloginid char(15) NULL pr_updateloginid char(15) NULL
pr_updatedatetime datetime NULL pr_updatedatetime datetime NULL
ld_seq float NULL
lc_seq float NULL
PROJECT_TASK (Use with Level Three Tasks)
Should be TASK_THREE
projecttask
pt_seq float NOT NULL
pr_seq int NOT NULL pr_seq float NULL
su_seq int NOT NULL su_seq float NOT NULL
pt_revision_no char(10) NULL pt_revision_no char(10) NULL
pt_date datetime NULL pt_date datetime NULL
pt_plannedstartdate datetime NULL pt_plannedstartdate datetime NULL
pt_plannedenddate datetime NULL pt_plannedenddate datetime NULL
pt_revisedenddate datetime NULL pt_revisedenddate datetime NULL
pt_reviseddate datetime NULL pt_reviseddate datetime NULL
bi_seq int NOT NULL bi_seq float NOT NULL
pt_plannedhours float NULL pt_plannedhours float NULL
pt_budgetamount float NULL pt_budgetamount float NULL
pt_revisedbudgetamount float NULL pt_revisedbudgetamount float NULL
pt_desc ription varchar(20) NULL pt_desc ription varchar(20) NULL
pt_updateloginid char(15) NULL pt_updateloginid char(15) NULL
pt_updatedatetime datetime NULL pt_updatedatetime datetime NULL

pt_taskcomment varchar(255) NULL
Sdf activity
STAFF staff
st_namefirst varchar(25) NOT NULL st_namefirst varchar(25) NULL
st_namelast varchar(35) NOT NULL st_namelast varchar(35) NULL
st_mi varchar(3) NULL st_mi varchar(3) NULL
STAFF_PR_TASK (Employee Role) team
te_seq float NOT NULL
mma_st_server_id int NOT NULL
st_seq int NOT NULL st_seq float NULL
pr_seq int NOT NULL pr_seq float NULL
spt_role char(18) NULL te_role varchar(25) NOT NULL
spt_rate char(18) NULL te_rate float NULL
spt_updatedatetime char(18) NULL te_updatedatetime datetime NULL
spt_updateloginid char(18) NULL te_updateloginid char(15) NULL
SUB_TASK Should be TASK_TWO subtask
su_seq int NOT NULL su_seq float NOT NULL
ts_seq int NULL ts_seq float NOT NULL
su_name varchar(25) NOT NULL su_name varchar(25) NOT NULL
su_nameshort char(12) NOT NULL su_nameshort char(12) NOT NULL
su_sortorder int NULL su_sortorder int NULL
su_updatedatetime datetime NULL su_updatedatetime datetime NULL
su_updateloginid char(15) NULL su_updateloginid char(15) NULL
TASK Should be TASK_ONE task
ts_seq int NOT NULL ts_seq float NOT NULL
ts_name varchar(25) NOT NULL ts_name varchar(25) NOT NULL
ts_nameshort char(12) NOT NULL ts_nameshort char(12) NOT NULL
ts_sortorder int NULL ts_sortorder int NULL
ts_updatedatetime datetime NULL ts_updatedatetime datetime NULL
ts_updateloginid char(15) NULL ts_updateloginid char(15) NULL
SECURITY GROUP
SDF ACTIVITIES

BUSINESS LINE
BUSINESS FUNCTION
INDUSTRY
TOOL
LEAD_SOURCE lead
le_sequel
le_text
le_updatedatetime
le_updateloginid
LEAD_DETAIL lead detail
ld_seq
le_seq
ld_text
ld_updatedatetime
ld_updateloginid
STAFF_PR_TASK (Employee Role)

Glossary
Account
Executive
(AE)
The Sales person responsible for the project. The AE may not be responsible for
all projects for a given client.
Account
Manager
The Sales person responsible for the client overall. This includes all projects for
that client.
Application/B
usiness Type
The type of application sc is building for the client. E.g. User Interface, Excel
Reports, Tax Application.
Billing
Contact
The client contact who is contacted on billing and payment issues.
Billing Types The mode of billing the client. E.g. Time and Materials, Fixed.
Budgeted
Revenue
The expected net income from a project. I.e. contracted amount to be paid less
budgeted expenses.
Business
Function
Type of utility or service being performed by sc for the client. E.g. Conversion
from 123 to Excel, Financial Modeling, Workflow.
Business Line Type of business venture pursued by the Client or Client's Division that is being
worked on in the project. E.g. Budgeting, Human Resources, Publications and
Presentations
Client The combination of the company, division, and project.
Client
Industry
The type of business or businesses that the client is involved in. E.g. Financial,
Education, Publishing, Energy.
Co-Manager The sc employee who can take over for the Project Manager and approve
invoices when required.
Contact The person within the client division with whom sc employees interact. There can
be a Primary Contact and a Billing Contact.
Demo A demo of the application identified by the Market Name that can be used by
Sales and Marketing as an example of the work of Sanitized Company.
Division The division, department, business unit…within the client company, which has
contracted with sc to perform work.
Employee
Billing Rate
This is the hourly rate at which the client is billed for the employee's time. It is
based on the employee's role or roles.
Employee
Role
The role the employee plays on the Project Team. An employee can have more
than one role so can, thus, be the Technical Manager and a Developer.
Expense
Reimbursable
Indicates whether an expense will be accepted by the client as billable.
Industry The main industry type of the client. E.g. Banking, Legal, Technology.

Lead Source The source of information that led sc to the client. E.g. Advertizing, client follow-
up on work, Trade Show, Press Release,
Lead Source
Detail
Further information about the Lead Source. E.g. Where the Lead Source was
"Partner", the Detail would be the specific partner. Where it was "Micro Soft" the
Detail would be the name of the Micro Soft person who provided the lead.
Marketing
Name
The name Sales and Marketing uses to identify a project that is used rather than
the project name. It allows for demos or examples from the application to be used
as a marketing tool without breaching client confidentiality.
Primary
Contact
The main client contact for disc ussing a project.
Project
Manager
The sc employee with overall responsibility for a project including invoice
approval and budget tracking. There can be only one Project Manager.
Ref. AE Account Executive from another sc office who referred the client to sc office that
will be doing the project work..
Relationship
Manager
(RM)
The sc employee with responsibility for the client relationship. Usually this
would be a member of the Sales Division. This may be the Sales Rep.
SDF Activities These are the standard "tasks" that are used for billing employee time to the
client. They are not user defined but reside in a maintainable table. The Third
Level Task is linked to one of these standards for billing purposes. A help
function would point to the SDF information on the Intranet.
Strategic
Project
Infrastructure projects. Projects not billed to a client.
Sub-task Lower level break down of the higher level "Task" E.g. Data Modeling, Table
Building, Writing Stored Procedures.
Task High level desc ription of work to be done. E.g. Development. Analysis.
Tool The tools or application being used and developed upon for the client by
Sanitized Company. E.g. VB, Outlook, Word, Excel, WinNT.
Vertical
Practice
Industry type used by Sales. Account Execs will be assigned to a vertical
practice.

Outstanding Issues
Date Issue Owner

Document Reviewers
Name Role/Title
Rick Bullen Project Manager
Carolyn Canda PM Division
Anu Mehta Technical Manager
Roger Tillotson QA
Eileen Changsut PMQA Manager
Bruce Hanson Corporate Operations
Kim Forsberg Administration
Keith Foster Programmer
Dan Lipnick DBA
Derek Wetterstom Administration
Deborah Millstein HR

Delivery
Delivered by Sign Off Date
Rick Bullen Sept 12, 1997
Carolyn Canda Sept 12, 1997
Sandy Clements Sept 12, 1997
Received by Sign Off Date
Derek Wetterstrom yes September 25, 1997
Eileen Changsut yes September 25, 1997

Change Log
Date Change
October 1, 1997 Removed references to Legal data--Approved budget amount, Work Started, Agreement
Signed.
October 1, 1997 Added SDF terms for sc Tasks--SDF Activities.
October 6, 1997 Added Company section to Project Set-up
November 14,
1996
Add: New screen for "Project Reviews", including: Project Review Completed, Y/N;
Reviewer Name; Project Passed, Y/N; Next Review Date if "N".
November 14,
1997
Add: Two new Marketing Categories: Unit Industry at Division Level. Environment
(O/S and Architecture) at Project Level. Change Names of Marketing Categories:
Function to sc Service Offering; Business Line to Client System Function;
November 14,
1997
Add: Project Marketing Name and Division Marketing Name.
November 14,
1997
Add: Marketing Description (Long).
November 14,
1997
New screen: Relationship Status at Project level. This will be a button on the Project
Details screen. It will include: Status, Date Changed and Login ID.
November 14,
1997
Add: Corporate Entity to Project Details screen. This is the sc company, e.g. Sanitized
Company, TMG, that brought in the client.
November 14,
1997
Add: Disc ount Rate. This is added at the project level to handle disc ounts given to
clients for the whole project. It applies to the whole team. Individual rate disc ounts will
be done manually at the team level. Currently this is in Staff but it will move to Project
Tool.
November 14,
1997
Add Client Contact"roles": Budget Negotiator and Budget Negotiator's Supervisor will
be added as roles at the Contact level.
November 14,
1997
New Sales Information: A flag for "Strategic Client Y/N.
November 14,
1997
New Sales Information: A field for Strategic Account Manager. This will default to "Not
Assigned" if this is a Strategic Client but no one has yet been entered as the SAM.
November 14,
1997
Sales Info: Vertical Practice has been moved to a later version.
November 14,
1997
New Task Field: Percent Complete has been added at the Task Set-up screen for level 3
tasks.
November 17,
1997
Add Business Rule: Budget amounts will not show to anyone but the Project Manager
and Administration.
December 10,
1997
Project Review screen added.
December 10,
1997
Relationship with Client screen added.

Project Tool 1.0a Maintenance Release
Fix Reason
Grid Item Error message is after clicking Close button. Bug
Bill Type default to T&M Kim wants this. Most
projects are this.
Blank string in Old Project number causes errors in Accounting Reports. Bug
Comments can be entered in the Leads Info section and the Save button enables,
but the screen is Read-only (PM Class rights)
Bug
Do not get the save reminder dialog after making changes in Project Review and
then clicking on Close.
Bug
When clicking in the text box after selecting an item in the list, the entire entry is
highlighted rather than the cursor being positioned at the end of the text string, as
in other screens.
Bug
Improve Performance Bug
Old Project Number is enabled when the client details screen is in Read only.
Changes can be made to Old Project Number.
Bug
Refreshing Project Details screen causes Originating Office to change to ATL. Bug
The Relationship Status screen is available for non-owning PM Class rights in full
Read/Write mode. Non-owning PM Class users should have no access to this
screen.
Bug
The Save button enables when no change other than clicking on an item in the list,
(which causes that entry to appear in the Role text box). Also, when clicking on
Close after doing so, the Save changes? message appears
Bug
Get Type mismatch error when saving in the Maintain Marketing Tables screen.
Works OK when click on Save with mouse, but not when pressing Enter and
saying Yes to the Save changes? message. *
Bug
Search by full project name Accounting Request
Search by Project Numbers, old and new Accounting Request
Changing a Sales Role in Sales screen does not enable the Save button. User is
unable to update a Sales Role and Save directly.
Bug
The text box does not get focus for entry when the New button is clicked in the
Maintain Contact Roles screen. Focus remains on the New button.
Bug

Project Tool 1.0b Maintenance release
Fix Reason
Moving level 3 tasks by cut & paste to different level 2’s and /or deleeeting level 2
tasks causing billing errors
Bug
Insert of level 1 & 2 tasks into single level tasks structure only ‘linking’ the first
level 3 task
Bug
Contacts are replacing rather than adding to existing contacts when moving back &
forth between project details and contacts screen
Bug
Active / Inactive check box on grid for team member not working on assign screen.
Have to use option buttons underneath
Bug
Sql errors not being written to error log table because of embedded single quotes Bug
Project Tool 1.1
Fix Reason
Ultimate client field on project screen sc enario; Nasdaq is UC,
bills go to MS
Old Rate / New Rate flag on project screen Alex Brown request to
identify charging criteria.
New marketing category, engagement type. Higher level than sc
service offerings, eg
Migration.
User defined fields, new screen; project related For reports criteria
Move project to another division To enable user to rectify
set-up errors
Copy an entire project with related info, team/tasks etc. Useful for new versions
and re hashes where same
company and all essential
details the same.
Casc ade inactivation, when a team member is disabled from project, they should
also be disabled from all tasks they are assigned to.
Bug

Project Administration Toolkit Requirements Analysis

Recommended

Recommended

More Related Content

What's hot

What's hot (20)

Viewers also liked

Viewers also liked (8)

Similar to Project Administration Toolkit Requirements Analysis

Similar to Project Administration Toolkit Requirements Analysis (20)

Project Administration Toolkit Requirements Analysis