IMPLEMENTING LOCAL AREA NETWORK FOR A NEW HR DEPARTMENT IN EMU
Table of Contents
1. INTRODUCTION:
1.1. Project Overview(Summary):
1.2. Project Objectives:
2. Initiation
2.1. Integration
2.1.1. Scope
2.1.1.1. Scope definition:
2.1.1.2. Scope Statement:
2.1.1.3. PROJECT CHARTER
2.2. Communication
3. Planning
3.1. Integration
3.2. Work Breakdown Structure (WBS)
3.3. Scope
3.4. Time
3.5. Cost
3.6. Quality
3.7. Human resources
3.8. Communication
3.9. Risk
3.10. Procurement
4. Execution
4.1. Integration
4.2. Quality
4.3. Communication
4.4. Procurement
5. Controlling
5.1. Integration
5.2. Cost
5.3. Quality
6. Closing
6.1. Integration
6.2. Procurement
7. Summary
Reference
The information processing services are growing at an alarmingly rapid rate. Network-based resources such as E-mail, client-server, planning and discussion databases have reached mission-stage on a world enterprise level. These network services must be strong and fault tolerant to fulfil business demands. It is essential that the underlying network infrastructure carrying voice, knowledge (data) and video technologies support this growing demand currently, and in the future.
The goal of this project is to provide an architecture strategy that will enable us to have an open interoperable network. The architecture will serve as a guideline that will permit reusability of technologies, economies of scale and support efficiencies.
1.1. Project Overview (Summary):
It is irrational considering today’s interconnected world to continue using the analog system of computing data considering the ever-increasing volumes of data generated every day. As this transition by companies, institutes, organizations etc. have led to an enormous rise in the importance and requirement for networking and database management.
1.2. Project Objectives:
Providing a medium for securing data, safe communication and data transmission are the main objectives of our project.
The Network design and topology is chosen to ensure effective use of the network, as one of the objectives, we have to teach the clients how to use the software and make it as easy as possible for them to use. As we know now technology is a big part of every business and even for every single person alive so we must keep our important data and messages secure as much as we can.
2.1. Integration
2.1.1. Scope
2.1.1.1. Scope definition:
Our requirement for this project is to implement a local area network connection in the HR department, link the network to a server in a remote location, and in addition a database management system.
2.1.1.2. Scope Statement:
The company needs to implement a local area network for the HR department of the Eastern Mediterranean University water service. This is aimed at upgrading their activities from the old analog system where everything was on paper to a computerized digital system, which would include connecting them to an ISP and a server through the data center.
so we need a database with storage and external storage as a to protect data so that if anything happens, data would not be lost.
We also need to install a database management system on all the computers and teach the staff how to use this software.
Network diagram:
The diagram must be drawing with detail information
Figure 1: network diagram
2.1.1.3. PROJECT CHARTER
1. General Project Information
The Project Name:
Computer networking of the HR department.
Sponsors
Eastern Mediterranean University – Ministry of Education of TRNC
Impact of the project:
2. Project Team
Name
Department
Telephone
Project Manager:
Aliyu Mubarak
Computer Engineering
05338765235
Aliyu@emu.edu.tr
Teams Manager
David Benjamin
I.C.T.
05423486753
David@emu.edu.tr
Configuration Team
Venessa Wisely
I.T
05334646872
Venessa@outlook.com
Ozcem Can
I.T
05338674890
Fittings Team
Mathew Joseph
Hardware networking
05336790432
athew@gmail.com.uk
Rick Stevens
Hardware networking
05334985204
Stevens@yahoo.com
Turgut Hussein
Hardware networking
05424856209
Turgut@yahoo.com.uk
3. Stakeholders (e.g., those with significant interest or who will be significantly affected by this project)
Eastern Mediterranean University
HR department Employees.
4. Project Scope Statement
Project Purpose / Business Justification
To enable the staff to carry out their daily task more easily with computers.
Objectives
To increase the quality of the data collection for the students and the managers.
Deliverables
Computers
Database
External Storage
Network Connection
Internet Connection
Operating System (Windows)
Visual Basic Contain:
Visual Studio 2016
Ms. Access
Ms. Sqlserver
Meeting hours
Detailed weekly reports
Demonstrations
The contracts
Scope
This project will be addressed to the managers of the transportation unit of E.M.U. and the students
It will not address the civil society.
Project Milestones
The starting date is 7th December 2018. The ending date is 4th February 2019. The duration is for two months
Major Known Risks (including important Assumptions) Identify obstacles which may cause the project to fail.
Risk
Risk Rating (Hi, Med, Lo)
Delay in shipment
Lo
network problems
Lo
Constraints
There are no constraints since there is a legal agreement between the companies and the project managers, they have to hand the things just in time agreed with the Gantt chart. The personal numbers depend on the companies and their working manners
The schedule is done regarding extra time in case of any delays.
External Dependencies
There will be four teams working at the same time and the process will be reported to the team’s manager weekly. It is added to the contract as well. Everyone involved has agreed to this interaction
5. Communication Strategy
Everybody ( Stakeholders – project managers- teams manager- team leaders ) once at the beginning, once at the end of the project
Project managers to the stakeholders once in two weeks
Project managers to the team managers once a week
The team managers to the team leaders twice a week
All the reports are submitted weekly. There will be more meetings if needed.
6. Sign-off
Name
Signature
Date
(DD/MM/YYYY)
Sponsors
Project Managers
Teams Manager
Electron Representative
Anew Access Representative
7. Notes
Everyone involved in the project is obligated to follow up the steps and requirements, work responsibly, professionally, carry out their duties and take action when needed.
2.2. Communication
The communication will be conducted in four different kinds of meetings:
Stakeholders, project managers, team managers and team leaders (at the beginning and the end)
Project managers, team managers (once a week)
Project managers, stakeholders (once in 2 weeks)
Team managers and team leaders (twice a week)
3. Planning
3.1. Integration
3.2. Work Breakdown Structure (WBS)
Since the products and the steps will be conducted specifically by the companies, the WBS will be depending on their working arrangement and ways. The company is qualified and professional. They have contributed to several similar projects in the past. Therefore we assume they will use the analogy approach, which is adapting the project from the previous similar projects.
3.3. Scope
The devices will be bought from a company called ‘’ Electron Ltd.’’ and implemented by them. The company is a major distributor and reseller of popular computer and networking brands. The network configurations will be implemented by members of the configuration team. There will be a legal agreement between the project managers and the companies so that they will keep on the track within our Gantt chart. Within each meeting, the reports and the documents will be collected and filed.
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3.4. Time
As an overall project, it will take approximately one month to finish everything from ordering the devices to connecting and implementing the network configurations. The estimated time is more than the real amount of time needed in case any problems come up and the teams need extra time. If the project is completed earlier than expected, the usage and upgrade will be demonstrated to the staff and they will be asked to fill out a questionnaire for better adjustments.
GANTT CHART
3.5. Cost
A market survey was carried out and the estimated prices of devices and services needed were found and are tabulated as follow: In addition to the cost of the devices, we will pay ‘’E.M.U IT Department technical Staff’’ 2.000 Lira for the network configurations and 500 Lira yearly for the maintenance. The total cost will be 40,780 Lira for the whole deliverables
Procurement
Quantity
Total
Uninterrupted power supply system
10
4090 TL
Networking Equipment (Toolbox)
3
920 TL
Computer repair (diagnosis software)
2
300 TL
Computers Intel Dual Core Processors
10
10,600 TL
Hp Color Printer
1
2 578 TL
Black and White Laser Printer
1
950 TL
Networking X 20 points cables (100m)
2 500 TL
Network configuration
2000 TL
Cisco 24 Port Switch or appropriate
1
1,170 TL
Server
1
4,555 TL
Fixtures and fittings
11 117 TL
Total
40,780 TL
3.6. Quality
The most important point we must focus on in quality is effective interconnectivity of the computers, computerized data management and security.
So the main points in quality:
• Connectivity
• Security
• Effective communication between HR. department and server
• Database size depends on how large the data should be
So we must ensure that the devices supplied are of high quality and compatible models, also the companies that we contracted with are professionals in their areas with global standards certifications.
3.7. Human resources
A team manager and two teams are needed for this project. The team manager is supposed to take reports from each team leader in the meetings and deliver them to the project manager within their meetings. The first team is in charge of fixtures and fittings of the computers and network ports. The second group is to implement the network configurations for the network and devices. Each team must have a team leader, who will keep communicating with the team manager. It will be contracted within the agreements to prevent the delays and misunderstandings.
3.8. Communication
3.8.1. Hierarchy of communication
Stakeholders, project manager, team manager, and team leaders; will have a meeting at the beginning with the companies directly involved in procurement and also at the end of the project.
Project manager and stakeholders; will have a meeting once in 2 weeks until the end of the project. the objective of this meeting is to give update and reports to the stakeholders to keep them informed and up to date on the progress of the project.
Project manager and team manager; once every week until throughout the duration of the project to discuss the progress updates and brainstorm how to overcome difficulties or challenges in the project.
Team manager and team leaders; will meet twice a week until the end of the project to ensure an effective interoperation of the teams.
3.9. Risk
The HR Department staff might not be willing or open to the idea of using computers to carry out their daily task as they are not familiar with the computerized system, as such, we will provide training for them to introduce them to the new system and as well as enlighten them on the advantages as well as how it can make their work easier.
3.10. Procurement
There will be a legal agreement and contract between the project manager and the companies involved. They will be paid half the total amount at the beginning, and the rest when they deliver the products. In addition to delivery, they are also responsible for fixtures and fitting and will be paid duly as agreed.
4.1. Integration
We need to ensure that all the devices when networked are functioning properly, we also need to ensure that there is communication between the HR department and the server and security in transmission should be ensured.
We also need to make sure we plan for redundancies like an expansion of the network that may arise in the future if there is a need.
4.2. Quality
We have investigated and ensured that the products are authentic, the companies are qualified and certified and certified staff who are professionals in their jobs.
4.3. Communication
group meetings where reports, Information to stakeholders will be given will be conducted. Phone or video calls may also be used if required.
4.4. Procurement
Selection of the seller is done according to the recommendation and favorable price. The best offers are from the company ‘’Electron’’ for the computer devices and in addition 30% discount for fittings and fixtures if we purchase the devices from them, and lastly, network configurations from the E.M.U. IT Department.
5.1. Integration
The project manager ensures that the project work meets the performance objectives of the project by keeping an eye on the team members with effective communication.
The time scheduled for the project are effectively controlled as the project manager meets with the team manager face-to-face and also via phone calls to know how the work is going and then, the project manager reports to the stakeholders about the progress of the work.
5.2. Cost
The first payment will be done via a bank transaction so that there will be legal documentation and receipts for the payment. All payments will never be made by hand, and the transaction records will be filed. The cost of the contract will not undergo any change once it is signed by both parties.
5.3. Quality
The team leader will check the product qualities and the teams of the companies are obligated to submit the projects completed in time perfectly. The companies have standardized quality and they are qualified. There will be no problem with the quality of the devices. However, the project manager will keep track of the project using the Gantt chart and weekly detailed reports. Controlling teams and submitting reports are the jobs of the team manager. He is obligated to submit the reports and possible delays that may occur weekly so that the adjustments can be made in time to complete and submit the project on time.
6. Closing
6.1. Integration
Here we have to finalize all the project activities done in order to formally close the project. After finalizing the project activities, we have to proceed to formally close the project in order to continue with other future engagement.
Close project
This is the last thing we have to do in the life cycle of this project. We are going to close the project and officially report the success of the project to the Eastern Mediterranean University and after that, we have to hand over the work assigned to us to them and then cancel the supplier’s contracts, and officially inform the stakeholders of the closure of the project.
Formal acceptance
The Eastern Mediterranean University (E.MU.) have to accept the project, review it and check if they are satisfied with the work done then after that the can accept it.
Lesson learned
From the beginning to the end of the project, we make sure that in the project, every encounter and how we were able to resolve them was documented. After we checked whether we met the objective, reviewing whether the customer was satisfied, were we able to meet the time schedule for the project, did we complete the project within the cost estimated for it, did the quality meet the standard and was the risk identified and how appropriately did we mitigate it. At the end of this review, as a good manager, we were able to meet everything stated from the beginning to the end of the project and our customer was satisfied with our work.
Project archive
As soon we closed our project, we make sure that the project document is archived, thereby putting them in our historical records.
6.2. Procurement
Closing procurement
Contract file
The project managers ensure that the completion and settlement of contracts and resolution of the contracts are put in order. The project managers should finalize the archival of all data related to how the contract was administered and how the seller performed for future contract work with the seller.
Lesson learned
The project manager needs to know whether the right type of contract was used, how effective were risk mitigation strategies. Did the buyer and seller assign the right human resources?
Sign off documents
Products are submitted to the university. The contact information is provided for the upcoming maintenance for the network devices. All the documents are signed off. The documents are filed.
7. Summary
It is a necessity to have a computerized system of data management because of the relevance and importance of security on university information. There are many instances where data and important information is lost due to unforeseen conditions like (fire outbreak, flood or due to difficulty in handling numerous files). This implementation will improve the quality of the service of the HR department and also make their work easier. The estimated time and the budget is perfect which is another plus of this project.
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