Scoping Document For A Risk Assessment Project

Project Overview and Objectives

Title

Timesheet Reporting Tool

Date

September 23, 2018

Project Manager

Andrew Jason

Project Justification

The tool is intended to provide a web based application that is user friendly and provide the automatic means to track time entries that the employee makes on daily basis

Project Scope Description

To provide the option to tack and review time entries globally for the Information Technology employees

Project Objective

To felicitate all the Information Technology employees with the tool that help them in tracking the timesheet entries for

High Level Requirements

1. User access for the tool granted to all employees

2. provide the Admin access for support team

3. facility to Report the generation access to the project managers

4. help the users to have remote access to the tool

5. provide Standard templates for every reports

In Scope

1. Multi – level approvals made available for the timesheets

2. additions of Timesheet tasks to the tool through Admin approved access users

3. ‘Copy Previous Week’ timesheets feature

4. Access tool for Desktop

Out of Scope

1. addition of New project/task for the managers

2. HRMS connectivity for updating leaves taken by employee

3. and that too automatically

4. template providing task list based on role

5. facility of obtaining the Access tool via mobile and tablet

Cost Estimate

Cost Item	Estimated Project Cost	Actual Spend	Cost until completion	Variance
Software	$2300	$900	$1400	NA
Hardware	$5000	$1500	$3500	+/- 1000
Other	$750	$0	$750	+/- $100
Total	$8050	$2400	$5650

Assumptions

1. users will update Timesheet on daily basis

2. task listed in the Timesheets will be updated twice a month

Deliverables

1. Single system to record time hours for FTE and Contractors

2. execution of the timesheet reports to for detecting entries that are not present in the list

3. reports generation for the identification of the productive tasks along with the work hours

4. charts generation for the steering committee packs

5. Detailed assistance for the user for updating tolls that belongs to all the users

Constraints

1. no facility to capture the leave from the leave system that are not planned

2. access for the timesheet view associated with the team is only available to the Direct managers

In order to measure risk there should be proper framework and this varies according to the scope and requirement of the project (Cleary, Horsfall and Hayter 2014).

Risk considered	Impact of risk
Time frame exceeds than the estimated time significantly	High
Cost exceeds significantly	High
Requirement of the system is not clear to the developer	High
Code does not integrate well with the system	High

System crashes and the performance is bellow acceptance	High
Security of the system is not top notch	High
The interface of the system is not attractive and simple	Medium
System take more time to store and process data	medium

The study of how each stakeholder involved in the project will perceive the risk is an important factor, as without the study of stakeholder risk perception, it is not possible to manage the project successfully as stakeholder engagement and stakeholder satisfaction one of the key elements for project success. This is where analysis of stakeholder risk perception becomes significantly important as without integrating each stakeholder perception about the project risk, the overall risk of the project is not possible to identify and have proper control over that. In the following section, the stakeholder for the project has been identified with detailed risk perception of each of the stakeholder.

Stakeholder	Role
Project manager	Monitor and control overall progress of the project with control over the cost, timeline approval and review on the project progress
Employee	Only access to the feature approved by the admin of the Timesheet Reporting Tool
Admin	Monitor and approve the user access to the Timesheet Reporting Tool, hence responsible for overall system security and performance
Developer	Develop the code for the software
Tester	Review the code designed by the developer to make the code integrated with the system and platform
User interface design	Design the interface for the software. The interface is something through which the user the

For the project manager

Once the stakeholder and the responsibility is defined it will help to define the risk perception of the stakeholders. Only the project manager will have same view and risk perception for the all the risk parameters described below as the project manager is responsible for each and every aspect of the project progress and the associated risk (Brace 2018).

Project manager	Risk considered	Perceive of risk
Time frame exceeds than the estimated time significantly	High
Cost exceeds significantly	High
Requirement of the system is not clear to the developer	High
Code does not integrate well with the system	High
System crashes and the performance is bellow acceptance	High
Security of the system is not top notch	High
The interface of the system is not attractive and simple	High
System take more time to store and process data	High

Apart from the project manger the other stakeholders will have different viewpoint on the risks considered and they will perceive different risk aspect as high and low.

Stakeholder	Risk(high )	Risk(low)
Employee	None	Time frame exceeds than the estimated time significantly Cost exceeds significantly Requirement of the system is not clear to the developer Code does not integrate well with the system System crashes and the performance is bellow acceptance Security of the system is not top notch The interface of the system is not attractive and simple System take more time to store and process data
Admin	Security of the system is not top notch	Time frame exceeds than the estimated time significantly Cost exceeds significantly Requirement of the system is not clear to the developer Code does not integrate well with the system System crashes and the performance is bellow acceptance Security of the system is not top notch The interface of the system is not attractive and simple System take more time to store and process data
Developer	Time frame exceeds than the estimated time significantly Requirement of the system is not clear to the developer Code does not integrate well with the system System crashes and the performance is bellow acceptance Security of the system is not top notch	The interface of the system is not attractive and simple System take more time to store and process data
Tester	Code does not integrate well with the system System crashes and the performance is bellow acceptance	Time frame exceeds than the estimated time significantly Cost exceeds significantly Requirement of the system is not clear to the developer Security of the system is not top notch The interface of the system is not attractive and simple System take more time to store and process data
User interface design	The interface of the system is not attractive and simple	Time frame exceeds than the estimated time significantly Cost exceeds significantly Requirement of the system is not clear to the developer Code does not integrate well with the system System crashes and the performance is bellow acceptance Security of the system is not top notch System take more time to store and process data

The risk acceptance of the stakeholders will directly base upon the way they perceive the risk (Berghaus and Back 2014). Hence the measurement of the risk acceptance will be same as for the risk perception. Hence which stakeholder will accept which risk and discard other risk aspect will be measured with the reference to the risk acceptance matrix described in the previous section. As for the example developer according to the risk acceptance matrix is not concern about the interface of the software and data processing feature. Hence any risk related to that will be accepted by the developer. However this risk aspect might not be accepted by the interface designer as the risk perception of the interface designer against this risk aspect is higher than other stakeholder involved in the project.

In order to conduct risk assessment properly, it is important to identify and select a proper risk assessment methodology (Tai, Huang and Chuang 2016). The risk assessment methodology that will be followed in this project is the OCTAVE method. The method include Operationally Critical Threat, Asset and Vulnerability Evaluation and hence the name (Ehrenhard et al. 2014). It provides a structured approach for the evaluation of the operational risk related to the project followed by the security best practices and the security tools that is considered for the risk mitigation identified during the review and monitoring of the project, both in the development and the operational phase of the project (Legner, Urbach and Nolte 2016). After evaluating the stakeholder risk perception and impact on the overall project the following risk assessment matrix will be developed that will consider a set of attributes. This attributes as well as the matrix will be considered as the reference for the risk assessment. The matrix is provided bellow :

Attribute	Low Risk (0-4% Growth)	Moderate Risk (6-10% Growth)	High risk (12- 15 % Growth)
Maturity	Software is operational as per the requirement and the objective of the development	The software development is complete , but in the pilot phase and there is need for architectural adoption	The development is not completed , requires pilot test as well as there is need to adopt the architectural framework
Perfonnance	Performs as the per the need of the interface requirements and there is no difference	Slight difference in the performance and the interface requirement	Significant difference in the performance and the interface requirement
Integration complexity	Simple to integrate with the system or the platform	Not so Simple to integrate with the system or the platform, yet not that complex	Significantly complex to integrate
Quality	Proper quality maintained in the software development	Quality not properly fulfilled yet acceptable	Quality not maintained at all and not at all acceptable and there is lot of defects in the system
Control	Offers total control over the system parameters such as security and administration of the system	System is sometime difficult to control , but that is not very often	System is extremely difficult to control
Access	Both the high and low level access is secured and works as expected. High level access includes administrative access and low level access includes user access to the system. both level of access is secured and accurate as per the authorization	Some issues with the low level access, however there is no issues with the high level access	Both the high and low level access is not secured and does not works as expected
familiarity	The user as well as the system admin has full familiarity with the system	The user as well as the system admin has some level of familiarity with the system	The user as well as the system admin has no familiarity with the system
Property Rights & licenses	property right and licenses are adequately acquired	property right and licenses have issues, but not known	property right and licenses are not adequately acquired

specialization	time of involvement	Reason for involvement
Project manager	At the beginning of the project	To decide project variables including cost, time frame and scope
Developer	At the start of software design	To design the code for the software
Tester	After the design of code completed	To test the compatibility of the code for the system and platform for the software design
Interface design	After the testing is done for the software	To design the user interface for defining the procedure for interacting with the system

Data collection is an important step for the project. Without proper data collection it is not possible to set the correct project deliverable and without proper project deliverable it is not possible to lead a project with success. The data collection will be conducted in the following way :

Type of data	Stakeholder	Description of data	Time frame	Data collection method
Quantitative	Project manger	The project manager will be involved in the data collection method for collecting information such as cost , required time for project completion and project approval	7-10 days	Meeting will be arranged with the manager in probably 2 or 3 session. One session will be direct on the premises meeting, while other session will be arranged through Skype or video call. Data will be recorded in the excel sheet.
Qualitative	Administrator	The administrator will be responsible to provide information such as level of security need , number of people who will have access to the system admin facility and number of users who need to be integrated to the system	3-4 days	One direct meeting will be arranged in the office and other meetings will be conducted through the video conference and direct email conversion whenever needed. Excel sheet will be used for recording of the data
Qualitative	Developer	The developer will be responsible for providing information on the best technology to be used and best procedure to follow to complete the project within the estimated time allocated for the project	5-7 days	Direct meetings whenever needed along with email and video chat
Qualitative	Tester	The tester will be involved to collect information such as how the system is performing , bug in the system and any improvement in the code if needed	5-7 days	Direct meetings whenever needed along with email and video chat.in order to record the data excel sheet will be considered
Qualitative	User interface designer	Information like what are best technology for design of the user interface for the application , estimated time for the design and design constraints and best technology within the budget will be collected from the user interface designer	4-7 days	Direct meetings whenever needed along with email and video chat. data will be recorded in the excel sheet
Qualitative	employee	The employee will be responsible to provide feedback for system after they have used. Information related to system look and design, ease of use and effectiveness of the system will be collected from the employee as they are the end user of the system	2-3 days	Online as well as offline survey. However the survey data will be recorded in the excel sheet.

The data that is collected through the meeting and stored in the excel sheet will be validated with the help of regression analysis which is statistical model for data validation. Here the numerical results quantifies relationships between variables that is hypothesized. Then the result of quantification is measured with respect to the fact whether the result is acceptable as described in the dataset itself (Lyberopoulos et al. 2016).

Deliverable Info (What)	Recipient(s) IWho)	Delivery Method(s) (Howl	Schedule (When)	Who’s Responsible? (Owner)
Project Information	Project Team	SharePoint Team meetings Conference calls	As needed	Project manager
Proj ect Status	Proj ect Planner Project Director	e-Portfolio Email	Weekly	Project Manager
Agenda minutes	Project Team Steering committee	Email SharePoint Team meetings	Monthly	Project Manager
Timeline Update	Steering committee	Meetings SharePoint	As needed	Project Manager
Project Updates Action Item Status	Project Manager	Team meetings Email Conference calls	As needed	Project Team
Project Risks	ITEC/Exec. Sponsor Project Steering committee or Steering committee Project Team	Risk Document Meeting minutes	As needed	Project Manager

RISK IDENTIFICATION	RISK MONITORING & REVIEW
Event	Method	What will be reviewed	Status
Software is working properly	Monthly review at Practitioner/Partner meeting	Documentation review status to identify whether it is complete accurate and proper	OPEN
Security of the software is intact	Weekly review at developer and system admin meeting	Security vulnerability report documentation and the corresponding techniques for security	OPEN
Data is collected as per the law	Monthly review at the manager and HRM department meeting	To review and check the compliance of data collection procedure	OPEN
Software is updated	Quarterly review of succession plan	1. to identify whether proper update is rolled out to the software or not 2. if update is rolled out properly what is the procedure followed and what resources are considered	OPEN

Reference:

Berghaus, S. and Back, A., 2014. Analysis of project risk and its Impact on Organizational Stakeholders.

Brace, I., 2018. Questionnaire design: How to plan, structure and collect project data. Kogan Page Publishers.

Cleary, M., Horsfall, J. and Hayter, M., 2014. Data collection and validation in project: does size matter?. Journal of advanced nursing, 70(3), pp.473-475.

Ehrenhard, M., Wijnhoven, F., van den Broek, T. and Stagno, M.Z., 2017. Unlocking how manager create business value with risk assessment : Development of an App-enabled Business Innovation Cycle. Technological forecasting and social change, 115, pp.26-36.

Legner, C., Urbach, N. and Nolte, C., 2016. Stakeholder communication for service and maintenance processes: Using ex post evaluation by end-users as input for iterative design. Information & Management, 53(6), pp.817-831.

Lyberopoulos, G., Theodoropoulou, H., Filis, K. and Mesogiti, I., 2016. Smart Mobile Ecosystem Security for software project: Existing Solutions, MNO Requirements and Business Model. In project management and control 2015 (pp. 137-146). Springer, Cham.

Tai, Y.T., Huang, C.H. and Chuang, S.C., 2016. The construction of a successful project. Kybernetes, 45(1), pp.141-157.

Winter, J., Battisti, S., Burström, T. and Luukkainen, S., 2018. Exploring the success factors of effective project management. International Journal of Innovation and Technology Management, 15(03), p.1850026.

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