Bus 119A MIS Practicum

Paper to Electronic Document Conversion

Spring 2010

Brian Chan | Dayna Ginestar | Franklin Chau | James Ng | Larry Nguyen

T EAM I NTRODUCTION

Project Manager

- Dayna Ginestar

Developers / Microsoft InfoPath Designers

- Larry Nguyen
- Brian Chan

Programmer

-Franklin Chau

Microsoft SharePoint Administrator

- James Ng

P ROJECT O BJECTIVE
Work with The Protective Services Department to convert the one of three paper forms into electronic forms.
The process will include the creation of the SQL Data Base, Creation of the electronic form (WEB Based) and the programming necessary to process the input from the form to the data base. This is a very exact task and requires the knowledge of SQL data bases, form creation (using Microsoft InfoPath Forms), and Programming (Visual Basic or C#).

P ROJECT S COPE

Knowledge on SQL Database, Microsoft InfoPath Forms, and programming (Visual Basic or C#).
Creation of SQL Database and publish on SOAP.NET Deadline May 7th, 2010.

F UNCTION AND N ON -F UNCTION S COPE

Function

- Transform paper form into electronic form - Develop a data link

- Centralize input and system admin

Non-Function

- Error detection - System performance - Usability

P ROJECT S TAGES
1. Request -User request for Division / Department Site Forms

2. Brain Storm

- Put forward many ideas and suggestion - Consider or investigate the project - Produce a solution for the project

3. User Requirements

- Make the business case for project - Gather information from the user - Evaluate SharePoint capabilities to match the requirements.

P ROJECT S TAGES C ONTINUE

4. Design - Build mockup from User requirements - Review mockup to meet requirements - Make Revisions, Review, and signoff Mockup

5. Build

- Build design from Mockup and Requirements - User evaluation of the Design - Make Revisions, review with user, signoff

6. User Acceptance

- Design transferred into Quality Assurance - User Evaluation and Testing of Build Design - Review with user, User Acceptance, Signoff

P ROJECT S TAGES C ONTINUE

7. User Training - Create Training Program - Implement Training - User Acceptance, and User Signoff Training

8. Production

- User Build Design Transferred into Production Environment

9. Post Production

- System Administration of Build Design - Backup and Documentation of Build Design - Review with user, User acceptance, and User Signoff Build Design

S COPE M ANAGEMENT

Use MS Gantt Chart to set deadlines for the project.

Set up meeting date with VTA team to retain specific information on the project. Collaborate with VTA team as well team members. Create team organization chart to assigned roles to the team members.

G ANTT C HART E XAMPLE

R ISK M ANAGEMENT

Save and upload project files on the Google Sites to prevent data lost.

C OMMUNICATION M ANAGEMENT

Communication open via email, phone, and text.

Set meeting date with VTA Team.

Set clear expectation on what needs to be done each week.

Communicate with VTA team on weekly basis on project status.

C HANGE M ANAGEMENT

Access to Remote Server On-Site Workstation with VTA Team

B USINESS F LOW C HART

I NFORMATION A RCHITECTURE

D ATA P ACK R EQUEST P APER F ORM

D ATA P ACK R EQUEST F ORM

D ATA P ACK R EQUEST F ORM

D ATA P ACK R EQUEST F ORM

VTA T EAM

Business Automation Supervisor

- Russell Liskey

SharePoint Administrator

- Pradeep Dullabh - Jose Padilla

Business Analysts

- Carolyn Ferguson

VTA T EAM

Developers / Web Designers

- Jose Padilla - Donna Vargas

Developers / Form Designers

- Claudia Pagaza - Celeste Nguyen - Phay Hean-Yen

C ONCLUSION

We would like give special thanks to Dr. Sridar Ramamurti and VTA Team for giving us an opportunity of a life time!