Task Management Student T Ms For Research Student

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TASK MANAGEMENT SYSTEM (TMS) FOR UNIVERSITY OF MALAYA

RESEARCH STUDENT
Technical Report · June 2015

DOI: 10.13140/RG.2.2.15613.36326
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University of Malaya
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SOFTWARE DEVELOPMENT MANAGEMENT (WXGC6106)
TASK MANAGEMENT SYSTEM

(TMS)
FOR RESEARCH STUDENT
3-June-2015
Authors:
Loay Aladib Si Toh Chooi Ling

Yamani Nair Thamutharam Mohd Nasyim bin Rosli
Emir Afiq Ridzuan
Table of Contents
Task Management System (TMS) for Research Student..................................................................... 4

Project Objective ............................................................................................................................. 4
Our Product ..................................................................................................................................... 4
Our Success and Criteria ................................................................................................................. 4
Our Documents/Tools ..................................................................................................................... 4
What Went Right?........................................................................................................................... 5
What Went Wrong? ........................................................................................................................ 5
Lesson Learn by Team During Working on the Project ................................................................... 5
Selection of Project Manager.......................................................................................................... 6
Project Sponsor Final Feedback ...................................................................................................... 7
Original, Actual Start, and End Hours ............................................................................................. 8
Comparison Estimate of Hours to the Actual Schedule and Actual Hours Worked ..................... 12
Original and Actual Budget ........................................................................................................... 13
Attachments...................................................................................................................................... 17
Project Charter .............................................................................................................................. 17
Team Contract............................................................................................................................... 19
Scope Statement ........................................................................................................................... 21
Work Breakdown Structure (WBS) ............................................................................................... 24
Gantt Chart.................................................................................................................................... 26
Communication Summary ............................................................................................................ 35
Kick-Off Meeting: 19/3/2015 ........................................................................................................ 36
Planning Meeting: 24/3/2015 ....................................................................................................... 37
Progress Meeting: 31/3/2015 ....................................................................................................... 38
Progress Meeting: 1/4/2015 ......................................................................................................... 39
MBTI Summary.............................................................................................................................. 46
2
Probability/Impact Matrix............................................................................................................. 48
Summary of Risk Management ..................................................................................................... 52
Issue Log ........................................................................................................................................ 53
Progress Report 1 .......................................................................................................................... 55
Progress Report 2.......................................................................................................................... 56
Summary of Completed Deliveries ............................................................................................... 58
1- Functional Requirement Specifications ............................................................................ 58
2- Technical Requirement Specifications .............................................................................. 58
User Acceptance Test.................................................................................................................... 59
1- Supervisor Role UAT Test Cases (Supervisor) ................................................................... 59
2- Student Role UAT Test Case (Student1) ............................................................................ 59
3- Student Role UAT Test Case (Student2) ............................................................................ 59
Deliverable Acceptance Form ....................................................................................................... 60
1- Functional Requirement Specification .............................................................................. 60
2- Technical Requirement Specification................................................................................ 60
3- TMS User Manual .............................................................................................................. 60
Link Project Website ..................................................................................................................... 61
Customer Acceptance/Project Completion Form ......................................................................... 63
Lesson Learn Report...................................................................................................................... 64
3
Task Management System (TMS) for Research Student
Project Objective
To produce a web-based application that would be able to keep track records of each
progress of research, meeting discussion of supervisor and student research. Also, the system
would be able to provide a progress report of each student to their supervisor.
Our Product
Our team is producing an application which would able to keep track records of each
progress of research student and able to provide a progress report of each student to their
supervisor. The system, TMS provides a platform for research progression management to
achieve a centralized progression tracking. The supervisor and the student could have an
identical visual on research milestones and allowed to have the progress updated from time to
time.
Our Success and Criteria
The project was successful because the team was able to accomplish its main objective,
which is to provide the student of the University of Malaya a Task Management System tool
that will enable them to keep track of their research studies. The project was a success due to
teamwork, and great collaboration among the team members, thus project deliverables were
completed on time.
Our Documents/Tools
The team uses the following project management documents /tools; ProjectLibre,
Pencil, FRS (Functional Requirements Specification), TRS (Technical Requirements
Specification), Project Charter, Project Contract, Cost Estimation, Scope Statement, Progress
Report, Probability/Impact Matrix. Project management documents/tools help:
 To organized project schedule, monitor each member's progress, keep track of what’s
going well and what’s not going well,
 To an enhanced open source tool with reliable performance and serve its defined
purpose
 Documentation risk was anticipated preventive measures were applied beforehand.
4
What Went Right?
For what went right scenario on this project is we managed to detect the problem early
on OSS orangeHRM that the OSS orangeHRM framework is not suitable to use as OSS to
develop TMS due to orangeHRM is more to providing admin functions for a company and it
has some limitations. We managed to detect the problem early as we are always regularly doing
the meeting and take seriously on each incoming issue and how to overcome it. The impact of
this problem for this project is high. If we have not detected the problem early, we may not
able to complete the project within the specified time.
What Went Wrong?
For what went wrong scenario on this project is when we present a demonstration
system to our sponsor, we prepared only one laptop for the presentation. And in the middle of
the demonstration, our systems are not working as it should do. There is no timesheet activity
appear on the screen and play button also not working. Despite what happens, we still continue
demonstration and explained to our sponsor that our program still got bugged. Also, what we
can learn from this scenario is, never show a demonstration to project sponsor if the system is
not ready yet. We have learned it the hard way.
Lesson Learn by Team During Working on the Project
Several processes were learned by a team member on working on the TMS project as
follows:
1. Decision making skills
Team meetings are vital in getting an effective solution and to carry out ability role
among team member. This mean, it is a committee exercise for leading an organization with
collective responsibility. The meeting is necessary for decision making, reporting, review,
problem-solving and discussion. Based on this TMS project, the developers have a problem
choosing the best open source system to cater requirement as existing non-computerize system.
So, a team member has learned to practice decision-making skills and compromise with the
other member decision before agreed the best solution. The best solution must be followed by
a team member as team agreement.
5
2. Exchange knowledge and information
Team member consists different background in which has a different idea to manage
the project. The knowledge sharing process involves team members interact to share ideas,
information, and suggestion. The process leads superior team performance by creating new
unique knowledge resource. For example, TMS is using open source systems and very difficult
to configure because the configuration file is not properly arranged. Exchange knowledge and
idea during a brainstorm, make the system easy to configure based on requirement.
3. Managing IT project as real
Every team member has their own role and ability to handle assigned a task that needs
to be completed within the prescribed time. Team member works together to achieve one goal
which is the project must successfully and completed. Any ambiguous part in the project must
be solved together to get the high-quality project. Every task needs to be documented as
evidence and will be shown to project sponsor.
Selection of Project Manager
Selection of project manager base of three categories as the following:
1. Full of commitment and contribution to complete the project.
Every project needs strong leaders that should take full of responsibilities until project
success. The project manager also should know the strength and weakness of their team
member to the dis-aggregate task according to team member’s ability to achieve an expected
duration of the project.
2. Working experience in managing IT project.
Experience is a precious thing that cannot be learned by the book or formal class but
must go through the real working environment. The base of knowledge of working experience,
the project manager has their own way to deal with the problem and what should deliver first
and afterward. For example, TMS’s project manager has 2 years in managing .net framework
migration project from version 2.0 to version 4.0 at Shin-Etsu Handotai Company.
6
3. MBTI test.
MBTI test is the last process in selection project manager as confirmation whether the
project manager is the right person or not. The project manager should meet some criteria
decided by the organization before promoting as project manager. TMS’s project manager has
ISTJ type which is systematic, responsible, detailed, analytical, organized and stable. He
understands the system development cycle and has a clear mindset on the necessary item or
action should be taken care of throughout the project.
As a conclusion, based on three criteria from selection project manager, the TMS
project manager has fulfilled all the criteria; hence the project successfully achieved the main
of the objective. Thus, he did a good job in term of managing team member and task given
until the TMS’s project completed. Every team member gives full of contribution and support
to this project and helps each other with one team that have one goal to achieve. Every
ambiguous task is carried by all team members which do not let only one person handle it.
Project Sponsor Final Feedback
The final assessment of our project is basically our sponsor feels that this project can
be improved a lot in terms of delivering the system. We have done what the most projects
should have based on project management criteria and we deliver all documents related to the
project to project sponsor on time. Our project sponsor would recommend us that we can write
a simple program that will perform all requirements for the system rather than depend on any
open source software. Lastly, our project sponsor is happy that we deliver the project within
these three constraints on the project, which is delivering the project within time, budget and
scope.
7
Original, Actual Start, and End Hours
Team Project Date Schedule

PR=Progress
Report
Total
hours-> 115.2 158.7 104.7 85.95 127.95 592.5 104.1 120.6 88.8 92.1 137 542.6
Start
Major tasks End Date Responsible Estimated Hours per person Total Actual Hours Total
Date
Chooi EST. Chooi Act.
Afiq Loay Nasyim Yamani Afiq Loay Nasyim Yamani
Ling Hours Ling Hours
1. Initiating
1.1 Identify key
stakeholder 18/3/2015 24/3/2015 All 0.2 0.2 0.2 0.2 0.2 1 0.2 0.2 0.2 0.2 0.2 1
1.2 Hold project
kick-off meeting 19/3/2015 19/3/2015 All 0.2 0.2 0.2 0.2 0.2 1 0.2 0.2 0.2 0.2 0.2 1
1.3 Prepare Project
Proposal Potential 18/3/2015 18/3/2015 All 0.6 0.6 0.6 0.6 0.6 3 0.6 0.4 0.6 0.6 0.4 2.6
1.4 Google site initial
setup 18/3/2015 31/3/2015 Afiq 0.5 0 0 0 0 0.5 0.5 0 0 0 0 0.5
2. Planning
2.1 Hold team
Planning Meeting 24/3/2015 24/3/2015 All 0.4 0.4 0.4 0.4 0.4 2 0.4 0.2 0.4 0.4 0.4 1.8
2.2 Prepare Team
Contract 24/3/2015 28/3/2015 Loay 0 3 0 0 0 3 0 2 0 0 0 2
2.3 Prepare Scope Yamani &
Statement 24/3/2015 28/3/2015 Chooi Ling 0 0 0 1 1 2 0 0 0 1 1 2
2.4 Update Scope Yamani &
Statement PR2 1/4/2015 21/5/2015 Chooi Ling 0 0 0 0.25 0.25 0.5 0 0 0 0.5 0 0.5
2.5 Prepare WBS 24/3/2015 28/3/2015 All 1.6 1.6 1.6 1.6 1.6 8 5 0 1.6 0 0 6.6
2.6 Prepare Draft
Schedule 24/3/2015 28/3/2015 Afiq 8 0 0 0 0 8 7 0 0 0 0 7
2.7 Prepare Project
Charter 24/3/2015 28/3/2015 Nasyim 0 0 1 0 0 1 0 0 1 0 0 1
2.8 Hold team
Progress Meeting 1 31/3/2015 31/3/2015 All 1 1 1 1 1 5 1 1 1 1 1 5
2.9 Prepare Cost
Estimation 31/3/2015 31/3/2015 Yamani 0 0 0 0 3 3 0 0 0 0 4 4
2.10 Prepare
Communication
Summary 31/3/2015 31/3/2015 Nasyim 0 0 2 0 0 2 0 0 2 0 0 2
2.11 Team MBTI Afiq &
Summary 31/3/2015 31/3/2015 Chooi Ling 1 0 0 1 0 2 1 0 0 1 0 2
2.12 Hold team
Progress Meeting 2 1/4/2015 1/4/2015 All 0.4 0.4 0.4 0.4 0.4 2 0.3 0.3 0.4 0.3 0.3 1.6
2.13 Signoff Project
Charter 1/4/2015 1/4/2015 All 0.1 0.1 0.1 0.1 0.1 0.5 0.1 0.1 0.1 0.1 0.1 0.5
2.14 Prepare
Schedule
2.14.1 Determine
task person in-charge 1/4/2015 21/5/2015 All 0.2 0.2 0.2 0.2 0.2 1 0.2 0.2 0.2 0.2 0.1 0.9
2.14.2 Determine
duration 1/4/2015 21/5/2015 All 0.2 0.2 0.2 0.2 0.2 1 0.2 0.2 0.2 0.2 0.1 0.9
2.14.3 Develop Gantt
Chart PR2 1/4/2015 21/5/2015 Afiq 3 0 0 0 0 3 4 0 0 0 0 4
2.14.4 Review and
finalize Gantt Chart
PR2 1/4/2015 21/5/2015 Afiq 1 0 0 0 0 1 2 0 0 0 0 2
3. Executing
3.1 Communication
3.1.1 Document team
meeting 24/3/2015 3/6/2015 Yamani 0 0 0 0 16 16 0 0 0 0 17 17
3.1.2 Document
sponsor
meeting/feedback 1/4/2015 3/6/2015 All 1.6 1.6 1.6 1.6 1.6 8 2 2 2 2 2 10
3.1.3 Update Google
site 1/4/2015 3/6/2015 All 4.8 4.8 4.8 4.8 4.8 24 4 5 4 5 5 23
3.2 Requirement
analysis
3.2.1 Define system
requirement 24/3/2015 1/4/2015 All 0.8 0.8 0.8 0.8 0.8 4 1 1 1 1 1 5
9
3.2.2 Define user
requirement 24/3/2015 1/4/2015 All 0.8 0.8 0.8 0.8 0.8 4 1 1 1 1 1 5
3.2.3 Define
functional
requirement 24/3/2015 1/4/2015 All 0.8 0.8 0.8 0.8 0.8 4 1 1 1 1 1 5
3.3 Development
3.3.1 Configure
module 1/4/2015 13/5/2015 Afiq 42 0 0 0 0 42 42 0 0 0 0 42
3.3.2 Configure
timesheet module 1/4/2015 13/5/2015 Nasyim 0 0 42 0 0 42 0 0 30 0 0 30
3.3.3 Configure
dashboard for each
user account 1/4/2015 13/5/2015 Loay 0 96 0 0 0 96 0 75 0 0 0 75
3.3.4 Configure
report 1/4/2015 13/5/2015 Yamani 0 0 0 0 48 48 0 0 0 0 48 48
3.3.5 Configure
notification 1/4/2015 13/5/2015 Chooi Ling 0 0 0 24 0 24 0 0 0 24 0 24
3.4 Integration and
Testing
3.4.1 Integration
testing 13/5/2015 20/5/2015 All 4.8 4.8 4.8 4.8 4.8 24 0 0 4.8 0 0 4.8
3.4.2 System test 13/5/2015 20/5/2015 All 4.8 4.8 4.8 4.8 4.8 24 0 0 4.8 0 0 4.8
3.4.3 Version finalize 13/5/2015 20/5/2015 All 3.2 3.2 3.2 3.2 3.2 16 0 0 3.2 0 0 3.2
3.5 Documentation
3.5.1 Functional
requirement
specification
document 1/4/2015 21/5/2015 All 4.8 4.8 4.8 4.8 4.8 24 0 0 0 24 0 24
3.5.2 Technical
requirement
specification
document 1/4/2015 13/5/2015 All 4.8 4.8 4.8 4.8 4.8 24 0 0 0 0 24 24
3.5.3 System
integration testing
report 1/4/2015 13/5/2015 All 4.8 4.8 4.8 4.8 4.8 24 4.8 4.8 4.8 4.8 4.8 24
10
3.5.4 User
acceptance testing
report 1/4/2015 13/5/2015 All 4.8 4.8 4.8 4.8 4.8 24 4.8 4.8 4.8 4.8 4.8 24
3.5.5 Cut over report 1/4/2015 13/5/2015 All 4.8 4.8 4.8 4.8 4.8 24 4.8 4.8 4.8 4.8 4.8 24
4. Monitoring and
Controlling
4.1 Progress Report 1
4.1.1 Fill up progress
report template 25/3/2015 1/4/2015 All 0.4 0.4 0.4 0.4 0.4 2 0.5 0.6 0.4 0.5 2 4
4.1.2 Assemble all
document for PR1 25/3/2015 1/4/2015 All 1.6 1.6 1.6 1.6 1.6 8 2 2 1.6 2 2 9.6
4.1.3 Prepare and
practice presentation 25/3/2015 1/4/2015 All 1.6 1.6 1.6 1.6 1.6 8 2 2 1.6 1 1 7.6
4.1.4 Post all info
online 25/3/2015 1/4/2015 All 0.2 0.2 0.2 0.2 0.2 1 0.3 0.5 0.2 0.2 0.3 1.5
report template 1/4/2015 21/5/2015 All 0.4 0.4 0.4 0.4 0.4 2 0.4 0.5 0.4 0.4 0.5 2.2
4.2.2 Prepare est. vs.
actual hours
summary 1/4/2015 21/5/2015 All 0.2 0.2 0.2 0.2 0.2 1 1 0.2 0.2 0.1 0.2 1.7
4.2.3 Assemble all
document for PR2 1/4/2015 21/5/2015 All 1.6 1.6 1.6 1.6 1.6 8 2 2.5 2.5 2 2 11
4.2.4 Prepare and
practice presentation 1/4/2015 21/5/2015 All 1.6 1.6 1.6 1.6 1.6 8 2 2 2 2 2 10
4.2.5 Post all info
online 1/4/2015 21/5/2015 All 0.2 0.2 0.2 0.2 0.2 1 0.2 0.5 0.2 0.2 0.2 1.3
5. Closing
5.1 Assemble all
documents for
notebook 21/5/2015 3/6/2015 All 0.2 0.2 0.2 0.2 0.2 1 2 2 2 2 2 10
5.2 Receive project
completion from
sponsor 21/5/2015 3/6/2015 All 0.2 0.2 0.2 0.2 0.2 1 0.2 0.2 0.2 0.2 0.2 1
5.3 Prepare final
report 21/5/2015 3/6/2015 All 0.2 0.2 0.2 0.2 0.2 1 2 2 2 2 2 10
11
5.4 Prepare and
practice final
presentation 21/5/2015 3/6/2015 All 0.4 0.4 0.4 0.4 0.4 2 1 1 1 1 1 5
5.5 Post all info
online 21/5/2015 3/6/2015 All 0.2 0.2 0.2 0.2 0.2 1 0.2 0.2 0.2 0.2 0.2 1
5.6 Final presentation
completed(milestone) 21/5/2015 3/6/2015 All 0.2 0.2 0.2 0.2 0.2 1 0.2 0.2 0.2 0.2 0.2 1
592.5 542.6
Comparison Estimate of Hours to the Actual Schedule and Actual Hours Worked
Task Estimated Hour Actual Hour
Initiating 5.5 5.1
Planning 45 43.8
Executing 496 416.8
Monitoring & Controlling 39 48.9
Closing 7 28
 Initiating, Planning and Executing task - Manage to finish on time and before estimation time
 Monitoring and Closing task - Finished but not on schedule due to
o Assembling all document for PR1 and PR2 and Final Report
 To make sure all corrected and reviewed by every team member
12
Original and Actual Budget
Team Project Cost

PR=Progress
Report
Total Cost-
> RM2,419.20 RM3,332.70 RM2,198.70 RM1,804.95 RM2,686.95 RM12,442.50 RM2,186.10 RM2,532.60 RM1,864.80 RM1,934.10 RM2,877.00 RM11,394.60
Major tasks Responsible Estimated Cost Per Person Total Actual Cost Per Person Total
Est. Cost
Afiq Loay Nasyim Chooi Ling Yamani (RM) Afiq Loay Nasyim Chooi Ling Yamani Act. Hours (RM)
1. Initiating
1.1 Identify key
stakeholder All RM4.20 RM4.20 RM4.20 RM4.20 RM4.20 RM21.00 RM4.20 RM4.20 RM4.20 RM4.20 RM4.20 RM21.00
1.2 Hold project
kick-off meeting All RM4.20 RM4.20 RM4.20 RM4.20 RM4.20 RM21.00 RM4.20 RM4.20 RM4.20 RM4.20 RM4.20 RM21.00
1.3 Prepare Project
Proposal Potential All RM12.60 RM12.60 RM12.60 RM12.60 RM12.60 RM63.00 RM12.60 RM8.40 RM12.60 RM12.60 RM8.40 RM54.60
1.4 Google site initial
setup Afiq RM10.50 RM0.00 RM0.00 RM0.00 RM0.00 RM10.50 RM10.50 RM0.00 RM0.00 RM0.00 RM0.00 RM10.50
2. Planning
2.1 Hold team
Planning Meeting All RM8.40 RM8.40 RM8.40 RM8.40 RM8.40 RM42.00 RM8.40 RM4.20 RM8.40 RM8.40 RM8.40 RM37.80
2.2 Prepare Team
Contract Loay RM0.00 RM63.00 RM0.00 RM0.00 RM0.00 RM63.00 RM0.00 RM42.00 RM0.00 RM0.00 RM0.00 RM42.00
2.3 Prepare Scope Yamani &
Statement Chooi Ling RM0.00 RM0.00 RM0.00 RM21.00 RM21.00 RM42.00 RM0.00 RM0.00 RM0.00 RM21.00 RM21.00 RM42.00
2.4 Update Scope Yamani &
Statement PR2 Chooi Ling RM0.00 RM0.00 RM0.00 RM5.25 RM5.25 RM10.50 RM0.00 RM0.00 RM0.00 RM10.50 RM0.00 RM10.50
2.5 Prepare WBS All RM33.60 RM33.60 RM33.60 RM33.60 RM33.60 RM168.00 RM105.00 RM0.00 RM33.60 RM0.00 RM0.00 RM138.60
2.6 Prepare Draft
Schedule Afiq RM168.00 RM0.00 RM0.00 RM0.00 RM0.00 RM168.00 RM147.00 RM0.00 RM0.00 RM0.00 RM0.00 RM147.00
2.7 Prepare Project
Charter Nasyim RM0.00 RM0.00 RM21.00 RM0.00 RM0.00 RM21.00 RM0.00 RM0.00 RM21.00 RM0.00 RM0.00 RM21.00
2.8 Hold team
Progress Meeting 1 All RM21.00 RM21.00 RM21.00 RM21.00 RM21.00 RM105.00 RM21.00 RM21.00 RM21.00 RM21.00 RM21.00 RM105.00
2.9 Prepare Cost
Estimation Yamani RM0.00 RM0.00 RM0.00 RM0.00 RM63.00 RM63.00 RM0.00 RM0.00 RM0.00 RM0.00 RM84.00 RM84.00
2.10 Prepare
Communication
Summary Nasyim RM0.00 RM0.00 RM42.00 RM0.00 RM0.00 RM42.00 RM0.00 RM0.00 RM42.00 RM0.00 RM0.00 RM42.00
2.11 Team MBTI Afiq &
Summary Chooi Ling RM21.00 RM0.00 RM0.00 RM21.00 RM0.00 RM42.00 RM21.00 RM0.00 RM0.00 RM21.00 RM0.00 RM42.00
2.12 Hold team
Progress Meeting 2 All RM8.40 RM8.40 RM8.40 RM8.40 RM8.40 RM42.00 RM6.30 RM6.30 RM8.40 RM6.30 RM6.30 RM33.60
2.13 Signoff Project
Charter All RM2.10 RM2.10 RM2.10 RM2.10 RM2.10 RM10.50 RM2.10 RM2.10 RM2.10 RM2.10 RM2.10 RM10.50
2.14 Prepare
Schedule
2.14.1 Determine
task person in-charge All RM4.20 RM4.20 RM4.20 RM4.20 RM4.20 RM21.00 RM4.20 RM4.20 RM4.20 RM4.20 RM2.10 RM18.90
2.14.2 Determine
duration All RM4.20 RM4.20 RM4.20 RM4.20 RM4.20 RM21.00 RM4.20 RM4.20 RM4.20 RM4.20 RM2.10 RM18.90
2.14.3 Develop Gantt
Chart PR2 Afiq RM63.00 RM0.00 RM0.00 RM0.00 RM0.00 RM63.00 RM84.00 RM0.00 RM0.00 RM0.00 RM0.00 RM84.00
2.14.4 Review and
finalize Gantt Chart
PR2 Afiq RM21.00 RM0.00 RM0.00 RM0.00 RM0.00 RM21.00 RM42.00 RM0.00 RM0.00 RM0.00 RM0.00 RM42.00
3. Executing
3.1 Communication
3.1.1 Document team
meeting Yamani RM0.00 RM0.00 RM0.00 RM0.00 RM336.00 RM336.00 RM0.00 RM0.00 RM0.00 RM0.00 RM357.00 RM357.00
3.1.2 Document
sponsor
meeting/feedback All RM33.60 RM33.60 RM33.60 RM33.60 RM33.60 RM168.00 RM42.00 RM42.00 RM42.00 RM42.00 RM42.00 RM210.00
3.1.3 Update Google
site All RM100.80 RM100.80 RM100.80 RM100.80 RM100.80 RM504.00 RM84.00 RM105.00 RM84.00 RM105.00 RM105.00 RM483.00
3.2 Requirement
analysis
3.2.1 Define system
requirement All RM16.80 RM16.80 RM16.80 RM16.80 RM16.80 RM84.00 RM21.00 RM21.00 RM21.00 RM21.00 RM21.00 RM105.00
3.2.2 Define user
3.2.3 Define
functional
3.3 Development
3.3.1 Configure
module Afiq RM882.00 RM0.00 RM0.00 RM0.00 RM0.00 RM882.00 RM882.00 RM0.00 RM0.00 RM0.00 RM0.00 RM882.00
3.3.2 Configure
timesheet module Nasyim RM0.00 RM0.00 RM882.00 RM0.00 RM0.00 RM882.00 RM0.00 RM0.00 RM630.00 RM0.00 RM0.00 RM630.00
3.3.3 Configure
dashboard for each
user account Loay RM0.00 RM2,016.00 RM0.00 RM0.00 RM0.00 RM2,016.00 RM0.00 RM1,575.00 RM0.00 RM0.00 RM0.00 RM1,575.00
3.3.4 Configure
report Yamani RM0.00 RM0.00 RM0.00 RM0.00 RM1,008.00 RM1,008.00 RM0.00 RM0.00 RM0.00 RM0.00 RM1,008.00 RM1,008.00
14
3.3.5 Configure
notification Chooi Ling RM0.00 RM0.00 RM0.00 RM504.00 RM0.00 RM504.00 RM0.00 RM0.00 RM0.00 RM504.00 RM0.00 RM504.00
3.4 Integration and
Testing
3.4.1 Integration
testing All RM100.80 RM100.80 RM100.80 RM100.80 RM100.80 RM504.00 RM0.00 RM0.00 RM100.80 RM0.00 RM0.00 RM100.80
3.4.2 System test All RM100.80 RM100.80 RM100.80 RM100.80 RM100.80 RM504.00 RM0.00 RM0.00 RM100.80 RM0.00 RM0.00 RM100.80
3.4.3 Version finalize All RM67.20 RM67.20 RM67.20 RM67.20 RM67.20 RM336.00 RM0.00 RM0.00 RM67.20 RM0.00 RM0.00 RM67.20
3.5 Documentation
3.5.1 Functional
requirement
specification
document All RM100.80 RM100.80 RM100.80 RM100.80 RM100.80 RM504.00 RM0.00 RM0.00 RM0.00 RM504.00 RM0.00 RM504.00
3.5.2 Technical
requirement
specification
document All RM100.80 RM100.80 RM100.80 RM100.80 RM100.80 RM504.00 RM0.00 RM0.00 RM0.00 RM0.00 RM504.00 RM504.00
3.5.3 System
integration testing
report All RM100.80 RM100.80 RM100.80 RM100.80 RM100.80 RM504.00 RM100.80 RM100.80 RM100.80 RM100.80 RM100.80 RM504.00
3.5.4 User
acceptance testing
3.5.5 Cut over report All RM100.80 RM100.80 RM100.80 RM100.80 RM100.80 RM504.00 RM100.80 RM100.80 RM100.80 RM100.80 RM100.80 RM504.00
4. Monitoring and
Controlling
report template All RM8.40 RM8.40 RM8.40 RM8.40 RM8.40 RM42.00 RM10.50 RM12.60 RM8.40 RM10.50 RM42.00 RM84.00
4.1.2 Assemble all
document for PR1 All RM33.60 RM33.60 RM33.60 RM33.60 RM33.60 RM168.00 RM42.00 RM42.00 RM33.60 RM42.00 RM42.00 RM201.60
4.1.3 Prepare and
practice presentation All RM33.60 RM33.60 RM33.60 RM33.60 RM33.60 RM168.00 RM42.00 RM42.00 RM33.60 RM21.00 RM21.00 RM159.60
4.1.4 Post all info
online All RM4.20 RM4.20 RM4.20 RM4.20 RM4.20 RM21.00 RM6.30 RM10.50 RM4.20 RM4.20 RM6.30 RM31.50
report template All RM8.40 RM8.40 RM8.40 RM8.40 RM8.40 RM42.00 RM8.40 RM10.50 RM8.40 RM8.40 RM10.50 RM46.20
4.2.2 Prepare est. vs.
actual hours
summary All RM4.20 RM4.20 RM4.20 RM4.20 RM4.20 RM21.00 RM21.00 RM4.20 RM4.20 RM2.10 RM4.20 RM35.70
4.2.3 Assemble all
document for PR2 All RM33.60 RM33.60 RM33.60 RM33.60 RM33.60 RM168.00 RM42.00 RM52.50 RM52.50 RM42.00 RM42.00 RM231.00
15
4.2.4 Prepare and
practice presentation All RM33.60 RM33.60 RM33.60 RM33.60 RM33.60 RM168.00 RM42.00 RM42.00 RM42.00 RM42.00 RM42.00 RM210.00
4.2.5 Post all info
5. Closing
5.1 Assemble all
documents for
notebook All RM4.20 RM4.20 RM4.20 RM4.20 RM4.20 RM21.00 RM42.00 RM42.00 RM42.00 RM42.00 RM42.00 RM210.00
5.2 Receive project
completion from
sponsor All RM4.20 RM4.20 RM4.20 RM4.20 RM4.20 RM21.00 RM4.20 RM4.20 RM4.20 RM4.20 RM4.20 RM21.00
5.3 Prepare final
5.4 Prepare and
practice final
presentation All RM8.40 RM8.40 RM8.40 RM8.40 RM8.40 RM42.00 RM21.00 RM21.00 RM21.00 RM21.00 RM21.00 RM105.00
5.5 Post all info
5.6 Final presentation
completed(milestone) All RM4.20 RM4.20 RM4.20 RM4.20 RM4.20 RM21.00 RM4.20 RM4.20 RM4.20 RM4.20 RM4.20 RM21.00
RM12,442.50 RM11,394.60
16
Attachments
Project Charter
TASK MANAGEMENT SYSTEM FOR RESEARCH

STUDENT
Project Charter
01 April 2015
Project Title: TASK MANAGEMENT SYSTEM (TMS) FOR RESEARCH STUDENT
Project Start Date: 1st April 2015 Project Finish Date: 3rd June 2015
Project Sponsor: Dr. Chiam Yin Kia (yinkia@um.edu.my)
Department of Software Engineering
Faculty of Computer Science & Information Technology
University of Malaya
50603 Kuala Lumpur, MALAYSIA
Project Manager: Emir Afiq Bin Ridzuan (emirafiq.ridzuan@gmail.com)
Project Objectives:
To produce a web-based application that would be able to keep track records of each progress of
research, meeting discussion of supervisor and student research. Also, the system would be able to
provide a progress report of each student to their supervisor
Success Criteria:
Below are the success criteria to achieve the goal of the project and meet the deadline:
1. Careful planning for system requirement
2. Concise, consistent, complete, and unambiguous business and technical requirements
3. Early risk analysis
4. Clearly articulated goal
5. Stakeholder involvement throughout system lifecycle
6. A competent team
7. Commitment to success
Approach:
This project will ensure that the new system can be successfully used by students and their
respective supervisors to keep track research progression from time to time.
Phase 1: Beginning the project – requirement discussion among team member to computerize and
automate from manual systems.
Phase 2: Developing the project – development process will translate to a very useful system
function for every requirement that has been planned.
Phase 3: Concluding the project – the system will be validated base on planned requirement and
baseline performance measured. Typical scenarios and contingencies will be explored to ensure the
most efficient failover processes will be possible.
Roles and Responsibilities

Name Role Position Contact Information Signature
Dr. Chiam Yin Project Project Email: yinkia@um.edu.my
Kia Sponsor Sponsor
Emir Afiq Bin Project Project Email:

Ridzuan Manager Leader/ emirafiq.ridzuan@gmail.com
Web
Developer
Loay Aladib Team Web Email:
Member Developer e_louy90@hotmail.com
Mohd Nasyim Team Web Email:

Bin Rosli Member Developer nasyim.rosli@gmail.com
Si Toh Chooi Team Database Email:

Ling Member Engineer chooiling.sitoh@gmail.com
Yamani Nair Team Web Email:

Thamutharam Member Tester yamani.nair@gmail.com
Comments: (Handwritten or typed comments from above stakeholders, if applicable)
18
Team Contract
Project Name: Task Management System for Research Student at the University of Malaya.
Project Leader: Emir Afiq Bin Ridzuan Project Sponsor: Dr. Chiam Yin Kia.
Project duration: 3 month Date started: 1/3 /2015.
As a member of the group, I agree to meet the following points and will adhere to them
until the group task is complete.
A. Code of conduct:
As a project team, we will:
1. Demonstrate excellent personal, organizational skills and timekeeping.
2. Treat the beliefs and opinions of the other group members with respect.
3. Be honest and realistic in planning and reporting project scope, schedule and so
on.
4. Only agree to do the work that we are qualified and capable of doing.
5. See the project through completion.
B. Team Meeting Ground Rules:

1. Participation: we will
1.1. Be Honest and open during meetings.
1.2. Encourage diversity of opinion in all topics being discussed.
1.3. Give everyone the opportunity for equal participation.
1.4. Be open to new approaches and listen to the new ideas.
2. Communication: we will
2.1 Keep the discussion on track.
2.2 Be clear and direct to the point.
2.3 Keep other team members informed.
2.4 The meeting will be held once a week.
2.5 Practice active, effective listening skills.
2.6 Seek first to understand, and then to be understood.
2.7 Communicate effectively with the rest of the group; this includes any problems
with the allocated work or completion of tasks.
19
3. Problem Solving: we will
3.1 Encourage every member to participate.
3.2 Encourage all ideas and build on each other’s ideas.
3.3 Use team tools when appropriate to facilitate problem-solving.
4. Decision Making: we will
4.1 Make decisions based on data whenever feasible.
4.2 Seek the suitable ideas and comments by all team members.
4.3 Entire team consensus is required before any decision is made.
C. Meeting Procedures:
1. Meetings will begin and end on time.
2. Complete all work by agreed deadlines.
3. Assigning of the task will be rotated among members.
4. Team members will come to the meetings prepared.
5. Provide constructive feedback that avoids personal insults
6. Agenda items for the next meeting will be discussed at the end of each meeting.
7. Attend all meetings with a positive frame of mind and the intention to contribute
proactively to the discussion.
Project Team Members’ Names and Sign-off:
Project Team Leader:
1- Emir Afiq Bin Ridzuan _____________________________________________________
Team Member’s Name:
2- Loay Aladib _____________________________________________________________

3- Yamani Nair Thamutharam _________________________________________________
4- Si Toh Chooi Ling ________________________________________________________
5- Mohd Nasyim Bin Rosli ___________________________________________________
20
Scope Statement
Scope Statement (Version 2)
Project Title: Task Management System (TMS) for Research Student
Date: May 20, 2015
Prepared by: Si Toh Chooi Ling, Yamani Nair Thamutharam
I. Project justification:
TMS provides a platform for research progression management to achieve a centralized progression
tracking. The supervisor and the student could have an identical visual on research milestones and
allowed to have the progress updated from time to time. Potential performance laid back or
unprogressively working plan can be identified at an early stage and appropriate action can be
discussed in order to meet the milestone as per planned. Apart from that, a centralized notification
channel for research study can be achieved to avoid confusion or message missed. Lastly, TMS
provides a dashboard which illustrates the overview of the research study distribution and
progression trending, the report will be generated on the portal.
II. Product characteristics and requirements:
1. Student features:
 To be able to create a timesheet for recording the activity of the research student.
 To be able to create an activity for the project this is owned by the student.
 To be able to view the timesheet for the student
 To be able to edit the student profile
2. Supervisor features:
 To be able to create and edit a project for research students.
 To be able to assign created a project for registered students.
 To be able to view the timesheet for each student
 To be able to edit supervisor profile
21
III. Product user acceptance criteria:
1. User (supervisor) must be able to create, edit and deleted project of the student. Description
and necessary field should be associated.
2. User (supervisor) must be able to assign a project to the user (student).
3. User (supervisor) must be able to view timesheet of the user (student).
4. User (supervisor) must be able to edit their profile.
5. User (student) must be able to create, edit and deleted activity of the project that is owned by
the student.
Description and necessary field should be associated.
6. User (student) must not able to create projects. Description and necessary field should be
associated.
7. User (student) must be able to view timesheet of the project owned by the student.
8. User (student) must be able to edit their profile.
9. User (student) cannot use the system without user (supervisor) creating a project and assign to
them.
10. User (student) must able to add timesheet under what project that has been assigned by the
user (supervisor).
22
IV. Summary of project deliverable
Project management-related deliverable:
Project charter, a summary of communication, the scope of the statement, WBS, Team Contract, Draft
Schedule, Summary of MBTI Types, Cost Estimate, Progress Report 1&2, Final Report, Presentation
1&2, Final Presentation and any other documents required to manage the project.
Product-related deliverable:
1. Technical Requirement Specification Document: Document explains the qualities of TMS
system and its non-Functional requirement.
2. Functional Requirement Specification Document: Document explains the function of TMS
system and its components.
3. Google site of TMS project will include the following links:
o Main home page with a brief description and 3 subpages:
 Project introduction
 Project justification
 Project objective.
o The sitemap, Our Team, and All templates related to the TMS Project.
o Progress report 1, progress report 2, Final presentation, Main deliverable.
o Help tap with a brief description about the amount storage space in our TMS Google
site:
 Site quota 100 MB/site, Maximum attached size: 20 MB.
o Our open Source supports this Project.
23
Work Breakdown Structure (WBS)
Work Breakdown Structure (WBS)

28/3/2015
Project Name: Task Management System (TMS) for Research Student
1.0 Initiating
1.1 Project charter (PR1)
1.2 Kick-off meeting (PR1)
1.3 Team MBTI summary (PR1)
1.4 Google site initial set-up (PR1)
2.0 Planning
2.1 Draft scope statement (PR1)
2.2 Team contract (PR1)
2.3 Excel draft schedule (PR1)
2.4 Gantt chart (PR2)
2.5 Updated scope statement (PR2)
3.0 Executing
3.1 Communications
3.1.1 Document team meetings
3.1.2 Document sponsor meetings/feedback
3.1.3 Update Google site
3.2 Project related deliverables
3.2.1 Configuration module
3.2.2 Configure timesheet module
3.2.3 Configure dashboard for each user account
3.2.3.1 Student dashboard
3.2.3.2 Supervisor dashboard
3.2.4 Configure report
3.2.4.1 Student report
24
3.2.4.2 Attendance summary report
3.2.5 Configure notification
3.2.5.1 Mail notification
3.3 Product related deliverables
3.3.1 Functional requirement specification document
3.3.2 Technical requirement specification document
3.3.3 System integration testing report
3.3.4 User acceptance testing report
3.3.5 Cut over the report
4.0 Monitoring and Controlling

4.1 Progress report 1
4.1.1 Fill up progress report template
4.1.2 Assemble all documents for PR1
4.1.3 Prepare and practice presentation
4.1.4 Post all info online
4.2 Progress report 2
4.2.1 Fill up progress report template
4.2.2 Prepare EST. Vs. actual hours’ summary
4.2.3 Assemble all documents for PR2
4.2.4 Prepare and practice presentation
5.0 Closing
5.1 Project notebook
5.1.1 Assemble all documents for notebook
5.1.2 Receive project completion form from the sponsor
5.1.3 Prepare final report
5.1.4 Prepare and practice final presentation
5.1.6 Final presentation completed (milestone)
25
Gantt Chart
27
28
29
30
31
32
33
34
Communication Summary
Overview and project aim Task Management System for research student is a project which
conducts in order to provide a web-based application called Task
Management System (TMS) for research student of University
Malaya (UM). It is an application which provides a platform for
the research student to update their plan and milestone of their
reports periodically. This project is to produce an application
which would able to keep track records of each progress of
research student and able to provide a progress report of each
student to their supervisor.
Outline of process and Initially, team members recognize some of the major problem
planning stage using the existing manual system to counter the problems. Team
members brainstormed to the proposed new computerized system
that will become more effective. Sketches were created and
discussions were held regarding the proposed function of the
system that given name Task Management System (TMS).
Outline of initial design stage Following the development of these designs, team members
agreed to use OrangeHRM framework as a platform to develop the
TMS system. Some of the module functions in the framework are
reusable and it has been tested the functionality to be meet the
requirement. Early prototypes of these functions included the
module of supervisor, research student, and administrator of the
system. System testing will be conducted to make sure user
satisfaction.
Outline of predicted Therefore, the performance of the system during formal

assessment is expected to be successful, and no bugs occur during
ready for service staff.
Kick-Off Meeting: 19/3/2015
Kick-Off Meeting
19/3/2015; 9 pm
Project Name: Time Management System for Research Student of UM
Meeting Type: Face to face meeting
Meeting Objective: Get the project kick-off, an effective start by reviewing project goals,
deliverables, purpose and discussing future plans
Agenda:
 Review of project background

 Discussion of project scope and time goals
 Review of project-related framework (OrangeHRM)
 List of action items from meeting
Action Item Assigned To Due Date
Self-learning of the framework Nasyim, Yamani, Chooi 24-3-2015

that will be used in the project Ling, Afiq and Loay
(OrangeHRM)
Table 1 Action item kick-off meeting
Date and time of next meeting: 24-3-2015; 7 pm; Tuesday; Face to face via meeting.
36
Planning Meeting: 24/3/2015
Planning Meeting
24/3/2015; 7 pm
Meeting Objective: Face to Face meeting
Meeting Objective: Get an understanding of the project tasks, timing, and resource
requirement.
Agenda:
 Discussion on the limitations of OrangeHRM framework

 Identify modules involved in the project
 Identify resources for each module
 Identity documents needed for Progress Report 1
 List of action items from meeting
Project Charter Nasyim 28-3-2015
Project Scope Chooi Ling, Yamani 28-3-2015
WBS Chooi Ling, Yamani, 28-3-2015

Nasyim, Afiq and Loay
Team Contract Loay 28-3-2015
Draft Schedule Afiq 28-3-2015
Table 2 Action item planning meeting
Date and time of next meeting: 31/3/2015; 6 pm; Tuesday via WhatsApp or Skype meeting.
37
Progress Meeting: 31/3/2015
Progress Meeting
31/3/2015; 6 pm
Meeting Type: Skype and WhatsApp meeting
Meeting Objective: To review and integrate documents needed for Progress Report 1
submission.
Agenda:
 Review of project charter document, project scope, WBS, team contract document,
draft schedule.
 Discuss and added in some missing section in progress report like Cost estimation,
summary communication, progress report, summary of MBTI
 Integration of the entire document above.
 Discussion of MBTI reports for each team member.
Cost Estimation Yamani 12am; 31/3/2015
Communication Summary Nasyim 12 am; 31/3/2015
Progress Report Loay 12 am; 31/3/2015
MBTI summary Afiq and Chooi ling 12 am; 31/3/2015
Table 3 Action item progress meeting 1
Date and time of next meeting: 1/4/2015; 10 am; Wednesday via WhatsApp or Skype
meeting.
38
Progress Meeting
1/4/2015; 6 pm
Meeting Type: Face to Face meeting
Meeting Objective: To review the latest version of the progress report and to sign off project
charter
Agenda:
 Review the latest version of progress report 1

 Sign off project charter
Sign off project charter Yamani, Nasyim, Loay, 8 pm; 1/4/2015

Afiq and Chooi Ling
Table 4 Action item progress meeting 2
Date and time of next meeting: 2/4/2015; 6 pm; Face to Face meeting
39
Progress Meeting
2/4/2015; 6 PM
Meeting Type: Face to Face meeting
Meeting Objective: Brainstorming about new open source software which can capably with
the requirements of TMS project
Agenda:
 Have a brainstorming section with the team member to retrieve new ideas on which
OSS system that can be used in order to replace orangeHRM to fulfill the requirement
of TMS project objective
Decide to use kimai OSS and Yamani, Nasyim, Loay, 5 pm; 12/4/2015
everyone needs to study on Afiq and Chooi Ling
this OSS and feedback by
12/4/2015
Date and time of next meeting: 12/4/2015; 5 pm; WhatsApp meeting
40
Progress Meeting
12/4/2015; 5 PM
Meeting Type: WhatsApp Meeting
Meeting Objective: Share and Review of findings of Kimai Open source software (OSS)
Agenda:
 A review of every team members findings on using kimai open source software to
build the TMS application
Decided to use kimai OSS and Yamani, Nasyim, Loay, Ongoing until the end
the team need to start to install Afiq and Chooi Ling of development phase
kimai and start their part of the
development
Date and time of next meeting: Does not specify a time and date due to will have it if
necessary.
41
Progress Meeting
4/5/2015; 7 PM
Meeting Type: Face to face Meeting
Meeting Objective: To discuss and share knowledge on the configuration and issues faced
by the team during the development phase
Agenda:
 Discuss on the issue faced by the team member when to configure kimai OSS to the
suite TMS project objective.
 To share some PHP language knowledge among the team member
Help each other in a team on Yamani, Nasyim, Loay, Ongoing until the end
how to configure properly or Afiq and Chooi Ling of development phase
work in kimai OSS.
necessary.
42
Progress Meeting
13/5/2015; 7 PM
Meeting Type: Face to face Meeting
Meeting Objective: To discuss on how to design the TMS website banner
Agenda:
 Discuss on how to design the website banner for the TMS application
The design task has been Loay 29/5/2015

assigned to one of the team
members and another team
member needs to give support
and help if needed.
Date and time of next meeting: 20/5/2015; 9 pm; WhatsApp Meeting
43
Progress Meeting
20/5/2015; 9 PM
Meeting Objective: To decide the content of the slide presentation of progress report 2
Agenda:
 Gather to update on the slide which will be presented in the progress report 2.
 Presentation slide was updated together via Google slide
Update the content of Yamani, Nasyim, Loay, 21/5/2015; 6 pm

presentation slide for progress Afiq and Chooi Ling
report 2.
Date and time of next meeting: 24/5/2015; 9 am; WhatsApp Meeting
44
Progress Meeting
24/5/2015; 9 AM
Meeting Objective: To compile on the progress report 2 documentations
Agenda:
 Gather together to update all the necessary documentation for progress report
submission and to update Google site
 The documentation was updated Google excel and Google word
Update the documentation for Yamani, Nasyim, Loay, 24/5/2015; 11.59pm

progress report 2 and Google Afiq and Chooi Ling
site.
necessary.
45
MBTI Summary
 Emir Afiq Bin Ridzuan: ISTJ

(Systematic, Responsible, Detailed, Analytical, Organized, Stable)
Afiq is a stable and organized person which fit the project manager role well. He
understands the system development cycle and has a clear mindset on the necessary item or
action should be taken care of throughout the project.
 Mohd Nasyim Bin Rosli: INTJ

(Vision oriented, Independent, Innovative, Improvement, Insightful)
Nasyim can work independently were keen to explore the module of the framework which
is applicable to enrich the TSM functionality. Apart from that, he tends to provide innovative
suggestions to drive the POC for a better usability.
 Loay Aladib: ISTP

(Curious, Observer, Adaptable, Independent, Adventurous)
Loay is another member who can work independently as well and another contributor in
developing the system. He is adaptable and able to work across different modules. Thus he
works well with Nasyim in working on the system.

46
 Yamani Nair Thamutharam: ESTJ
(Active Organizer, Practical, Responsible, Take Charge, Common Sense)
Yamani has an outgoing personality. She appears as the moderator among the team member
and good in personal skill. She used to drive the progress of a meeting or project progression
to ensure the project is progressive.
 Si Toh Chooi Ling: INTP

(Questioning, Objective, Conceptual, Analytical, Intellectually Curious)
Chooi Ling is possessed an analytical thinking, especially to identify a better
implementation approach or potential risk. Apart from that, she helps to define the objective of
implementing a module to ensure the functionality meets the requirements.
47
Probability/Impact Matrix
Risk Register for TMS Project

Date: 22/5/2015
Project Name: Time Management System (TMS) Project
ID No. Rank Risk Description Category Root Cause Triggers Potential Risk Owner Probability Impact Status
Responses
Risk 1 Misunderstand Misunderstand in Structure/process Not apply Project sponsor Apply many Team Medium High The PM will
1 in gathering gathering Risk many not happy due to techniques in Member get feedback
requirement requirement base on techniques in some function gathering from the
observation gathering not included in requirements project
technique to study requirement. the system such as interview sponsor from
the current process lecturer and time to time
of tracking progress student about the
research student. current process in
tracking student
research
schedule.
Risk 2 Change The initial OSS Technology Risk Insufficient of A development Find other open Project Low High A
2 framework [orangeHRM] which background team member source software Manager brainstorming
decided to be used to reading of who works with that is suitable section is
develop TMS project orangeHRM orangeHRM with the TMS conducted to
were changed to before figure out this project figure out the
another OSS due to choosing the limitation requirement suitable OSS
incapability of framework to for TMS
orangeHRM which develop TMS project.
is not able to support project.
more than 17 users
and the OSS is more
suitable for human
resource department
Risk 3 Unfamiliar None of the team Technology Risk We randomly A team member Make sure the Team Low High The PM will
3 Open source members has choose an open who works on team go through Member get feedback
system knowledge or source which the development the from the team
experience in kimai full fill the of this OSS documentations member from
open source system. TMS project figures this out. and forums time to time
requirement to provided by the
avoid building kimai OSS on
the TMS their website to
system from further
scratch understand this
OSS
Risk 4 Lacking in Kimai open source People Risk We choose the Development Refresh again or Development High Medium The team will
4 PHP language software was OSS based on team voice out learn the basics of Team help each
knowledge developed using the requirement this issue when the PHP Member other in the
PHP language and of TMS project TMS project programming development
none of the team has rather than was agreed to knowledge process.
much knowledge of choosing an develop on top through some
the PHP language in OSS based on of Kimai OSS tutorial on the
order to use the the language internet.
kimai OSS to that the team
develop TMS member used
project. to it
Risk 5 Kimai system The chosen Kimai Structure/process We did not go Development Develop new Development High High The
5 prototypes not open source system Risk deeply team realized module and Team development
suitable to structure is difficult assessment some of the integrate with the Member team
cater standard to understand, such about Kimai Kimai's module existing module brainstorms
procedure as to create new structure to difficult to in Kimai together to get
process. privileges for know further configure based software. the best way in
Workgroup. how it really be on requirement. developing
functional. new modules
for meeting
the
requirement.
49
Risk 6 Time We face sometimes Structure/process Improper Incapability of Another team Team member Medium Medium The PM
6 constraint issue due to the Risk planning and orangeHRM was who manage to should keep
improper planning decision identified in the finish their task tracking his
on the OSS making. execution phase earlier can start to team's work
framework to be by the help those who from time to
used which end up development do not to meet the time and
dragging our team delivery time. assign tasks
development time accordingly
Risk 7 Creating We face some issue Technology Risk No suitable Find out when We will provide Development Low Low Other team
7 website in designing the resource [team the development with a simple Team members
banner website banner for member] who team needs to TMS logo using should review
our TMS application has a good replace the paint software or and provide
due to none of us is knowledge in kimai website with university feedback on
good at using a designing and banner with Malaya logo the designed
designing tool handling TMS website since this system website
designing tools banner is to manage time banner.
who can for research
accomplish this student of
task University
Malaya
Risk 8 Lack of Installation issue due Technology Risk The team Development Recognize every Development Low Medium The PM
8 flexibility on to existing hardware member did team finds out error and re- Team should concern
system and operating system not assess the some bug or configure the Member this issue and
architecture at client side not current error using installation get feedback
compatible with the architecture on installation module till the from
proposed system. the client side process Kimai can install developer
whether smoothly with no from time to
compatible for error. time
Kimai or not.
50
Risk 9 Low team Many problems People Risk Lack of Team member The project Team Low Low PM need to
9 motivation to happen in the mid of knowledge in confuses which manager should Member decide at the
continue the the project will lack open source one is the best decide what is the first meeting
project motivation among system due to system need to best system to use and no more
team member. the use since at the changes at the
configuration beginning stage mid of the
file is not project.
standardized
and often
changes the
new system.
Risk 10 Potential The OSS security Technology Risk Source code The The database Project Low Medium The team
10 security module might not and software development name and the Manager needs to
vulnerability cater to all potential architecture are team found out table prefix name carefully use
attacks. disclosed to the the usage of have been kimai OSS in
public. A kimai name in changed from order to hide
potential the source code kimai toTMS to the usage of
hacker may and database hide the identity this open
take the upon installation of kimai OSS in source except
advantage to of kimai OSS. TMS application. in Technical
intrude the Information about specification
system. kimai OSS will document.
be only specified
in the technical
specification
document.
51
Summary of Risk Management
High Risk 4 Risk 5

Probability
Risk 6
Medium Risk 1
Risk 8
Risk 7 Risk 2
Low Risk 10
Risk 9 Risk 3
Low Medium High
Impact
Issue Log
Issue Log
Date 21/05/2015
Impact on Date Priority
Issue # Issue Description Reported By Assigned To Due Date Status Comments
Project Reported (M/H/L)
OrangeHRM framework is High since need Decided to use Kimai Open

not suitable to use as OSS to find other OSS source time-tracking software to
to develop TMS due to to replace the replace OrangeHRM
OrangeHRM is more to OrangeHRM to
providing admin functions fulfill the
for a company and it has requirement of
some limitations, for TMS project
1 example only, 17 users are 23/03/2015 Yamani All H 01/04/2015 Completed
allowed to log in and use
the system. This limitation
is not suitable for TMS
project where the user for
TMS project is more than
that.
Facing difficulties in the Medium. We Installation done by Loay and his
installation Kimai OSS have to set up at laptop will be our development
software due to some of the least one environment
description or step-by-step workstation as for
2 provided on kimai website development 01/04/2015 Yamani Loay Aladib M 13/05/2015 Completed
is not clear. Must go do a TMS
further reading on their
forum to get installation
steps
Difficulties in configuring Low. Kimai using Brainstorming section was
Kimai OSS to change PHP language. conducted among the team
certain labels due to the Since none of our member to discuss together in
structure of kimai software team members order to solve the issue on
are not clear and none of have experience 20/05/2015. Predicted that this
the team members has working in PHP discussion will be an on-going
experience in working with programming problem until the development
3 PHP language. language, we took 01/04/2015 Yamani All M 04/06/2015 Completed phase finishes.
time to refresh
our self with this
language and
started to work on
the kimai OSS
Have some issue in writing

the TRS document for TMS
project due to difficult as
need to understand the
whole big picture of kimai
4 OSS and exclude some 01/04/2015 Yamani Yamani M 13/05/2015 Completed
parts which are provided by
default in kimai OSS and is
not provided in TMS
project due to time and
scope constraint
Difficulty in customizing Low. Since The discussion was conducted
the website banner in order creating banner among team member to find out
to personalize it based on does not stop or who has a design experience to
the project effect on our assign this task to.
5 development 23/04/2015 Loay Aladib Loay Aladib L 13/05/2015 Completed
time.
54
Progress Report 1
Progress Report 1
1 April 2015
Reporting Period: 1/April/2015
Work completed this reporting period:
1. Project Charter
2. Scope Statement
3. WBS
4. Team Contract
5. PR 1 Template
6. Update Google site
Work to complete next reporting period:
1. Gantt chart
2. Update scope statement
3. Get additional sponsor feedback
4. Configuration of project related deliverables
5. Configuration of product related deliverables
What’s going well and why?
Great team camaraderie, very good communication among the team members,
tasks/assignments are well divided in each team member, resulting in on-time delivery of
needed tasks prior to first reporting schedule.
What’s not going well and why?
Difficulties on which open source to use that can be configured based on the project
specification.
Suggestions/Issues:
To further do a research/study to find out the most effective and user-friendly

configurable open source, available online, to expedite the configuration and designing of the
system based on the defined system functions and specifications.
Project changes: Not Applicable

Progress Report 2
Progress Report 2
22 May 2015
Reporting Period: 22/5/2015
Work completed this reporting period:
1. Gantt chart
2. Presentation 2
3. Progress report 2
4. Update Google site
5. Update scope statement
6. A probability/impact matrix
7. Get additional sponsor feedback
8. Technical requirement specification
9. Functional requirement specification
10. A summary of completed deliverables under executing
11. A comparison and explanation of estimated versus actual hours to date
Work to complete next reporting period:
1. Final project reports

2. Final update google site
3. Final project presentations
4. Final summarize the main products produced.
5. Hard copies of all of the products our team produced
6. Get final sponsor feedback (in the form of a customer acceptance/project completion
form).
What’s going well and why?
Deliverables set in project report 1 were successfully delivered, furthermore, the

realization of additional documentation such as FRS and TRS to further support the project and
make it more comprehensive were properly documented. Everyone in the team is working hard
to give all their best effort to achieve set goals and to finish all tasks on time.
56
What’s not going well and why?
The team was not able to deliver the customization of the system’s email notification
feature due to the complexity of the said task, and the time allocated for the task is not
enough to deliver it on time.
Suggestions/Issues:
Issue 1: Allocated time is not enough to complete the email notification configuration given
that the task is too complex and it needs further research to be able to configure it based on the
team’s desired feature and schedules.
 Suggestions:
 Further research on how to configure email notification feature of Kimai
is needed.
 Enough time should be allocated to this task.
Project changes:
The team decided to use Kimai over the orangeHRM framework because Kimai is
easier to update and customize and feature wise Kimai is more user-friendly compared to the
orangeHRM framework.
57
Summary of Completed Deliveries
1- Functional Requirement Specifications
TRS is a document explaining the function of TMS system and its components
2- Technical Requirement Specifications
FRS is a document explaining the qualities of TMS system and its non-Functional
requirement.
58
User Acceptance Test
1- Supervisor Role UAT Test Cases (Supervisor)
2- Student Role UAT Test Case (Student1)
3- Student Role UAT Test Case (Student2)
59
Deliverable Acceptance Form
1- Functional Requirement Specification
See the attached PDF file for more details in supplementary resources
2- Technical Requirement Specification
3- TMS User Manual
60
Link Project Website
Team’s Website: https://sites.google.com/site/projecttaskmgmtsys/
Figure 1: Home Tab
Figure 2: Progress Report 1 Tab
61
Figure 3: Progress Report 2 Tab
Figure 4: Final Presentation Tab
62
Customer Acceptance/Project Completion Form
63
Lesson Learn Report
Lessons-Learned Report
4 Jun 2015
Project Sponsor: Dr. Chiam Yin Kia
Project Manager: Emir Afiq Bin Ridzuan
Final Budget: RM11, 394.60
1. Did the project meet scope, time, and cost goals?

The project met the scope, time and cost goals as the project was able to deliver the project
on time, within the schedule. The deliverable of the project also met the objectives and
scope and also the project does not exceed the budget. The project was successful because
the team was able to accomplish its main objective, which is to provide the student of
University Malaya a Task Management System tool that will enable them to keep track of
their research studies.
2. What was the success criteria listed in the project scope statement?
Success criteria listed in the project are delivering the project within the scope statement.
3. Reflect on whether or not you met the project success criteria.

Due to teamwork, and great collaboration among the team members, thus project
deliverables were completed on time.
4. What were the main lessons your team learned from this project?
Decision-making skills, exchange knowledge and information and managing IT project as
real.
5. Describe one example of what went right on this project.

We managed to detect problems early on OSS framework by regularly meet on meeting
and discussed the all the requirement for this project and we have come to a solution that
we are going to replace orangeHRM OSS framework to Kimai OSS framework
6. Describe one example of what went wrong with this project.

Limited preparation and resources.
7. What will you do differently on the next project based on your experience working on
this project?
We will spend more time in the planning stage and collect/identify all the requirement
needed rather than planning to execute.
64
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TASK MANAGEMENT SYSTEM (TMS) FOR UNIVERSITY OF MALAYA

Technical Report · June 2015

The user has requested enhancement of the downloaded ﬁle.

TASK MANAGEMENT SYSTEM

Loay Aladib Si Toh Chooi Ling

Task Management System (TMS) for Research Student..................................................................... 4

Our Success and Criteria

What Went Wrong?

Lesson Learn by Team During Working on the Project

1. Decision making skills

3. Managing IT project as real

Selection of Project Manager

Selection of project manager base of three categories as the following:

1. Full of commitment and contribution to complete the project.

2. Working experience in managing IT project.

Project Sponsor Final Feedback

Team Project Date Schedule

Task Estimated Hour Actual Hour

Initiating 5.5 5.1

Executing 496 416.8

Monitoring & Controlling 39 48.9

 Monitoring and Closing task - Finished but not on schedule due to

 To make sure all corrected and reviewed by every team member

Team Project Cost

TASK MANAGEMENT SYSTEM FOR RESEARCH

Project Sponsor: Dr. Chiam Yin Kia (yinkia@um.edu.my)

Department of Software Engineering

Faculty of Computer Science & Information Technology

50603 Kuala Lumpur, MALAYSIA

Project Manager: Emir Afiq Bin Ridzuan (emirafiq.ridzuan@gmail.com)

1. Careful planning for system requirement

2. Concise, consistent, complete, and unambiguous business and technical requirements

3. Early risk analysis

4. Clearly articulated goal

5. Stakeholder involvement throughout system lifecycle

Roles and Responsibilities

Emir Afiq Bin Project Project Email:

Mohd Nasyim Team Web Email:

Si Toh Chooi Team Database Email:

Yamani Nair Team Web Email:

Comments: (Handwritten or typed comments from above stakeholders, if applicable)

Project duration: 3 month Date started: 1/3 /2015.

B. Team Meeting Ground Rules:

Project Team Members’ Names and Sign-off:

Project Team Leader:

1- Emir Afiq Bin Ridzuan _____________________________________________________

Team Member’s Name:

2- Loay Aladib _____________________________________________________________

Scope Statement (Version 2)

Project Title: Task Management System (TMS) for Research Student

Date: May 20, 2015

Prepared by: Si Toh Chooi Ling, Yamani Nair Thamutharam

II. Product characteristics and requirements:

Project management-related deliverable:

Work Breakdown Structure (WBS)

4.0 Monitoring and Controlling

Outline of predicted Therefore, the performance of the system during formal

Project Name: Time Management System for Research Student of UM

Meeting Type: Face to face meeting

 Review of project background

Action Item Assigned To Due Date

Self-learning of the framework Nasyim, Yamani, Chooi 24-3-2015