Project Plan. For Building a Data Management System for FORCE. Prepared for: Andrew Lowery Fundy FORCE

Transcription

1 Project Plan For Building a Data Management System for FORCE Prepared for: Andrew Lowery Fundy FORCE Submitted by: SEG Consulting Inc. Version 1.0 June 29, 2017

2 Version Log The following table is used to track each version of this document and the changes that occur at each version. Version Release Date Description Author 0.1 June 21, 2017 Initial incomplete version of the plan. Chad Amirault 0.2 June 23, 2017 Initial draft complete. Charlotte Wyatt 0.3 June 24, 2017 Updated draft based on the further clarification Chad Amirault from FORCE. 1.0 June 29, 2017 First complete version submitted to FORCE for review. Chad Amirault Version: An incremental number to identify every version of this document beginning with version 1.0 to distributed versions (1.x x.x). Note that any document version below 1.0 indicates that the first final version has not been released (0.1 0.x). Release Date: The date the new version of the document was released. Description: Describes the modifications that occurred for the new version. Author: Individual responsible for initiating and completing the version change. Project Plan FORCE DMS Build P a g e 2

3 Table of Contents 1.0 Introduction FORCE Background The Objective of this Work Project Description Project Scope Project Deliverables Out of Scope Assumptions Stakeholders Approach & delivery Project Management Project Delivery Staff Training Project Schedule Budget & Resources People Resources Hardware and Software Resources Cost Summary Constraints & Dependencies Project risks... Error! Bookmark not defined. APPENDIX A Detailed Work Breakdown APPENDIX B Detailed Cost Breakdown Project Plan FORCE DMS Build P a g e 3

4 1.0 INTRODUCTION This project plan describes the scope, schedule and costs associated with building a Data Management System (DMS) for the Fundy Ocean Research Center for Energy (FORCE). This plan has been prepared by SEG Consulting Inc. (SEG) as a final deliverable of the DMS Options Analysis project. This plan has been prepared so that FORCE can plan and budget for the future build of a DMS solution. 1.1 FORCE Background FORCE is Canada s leading test center for in-stream tidal energy technology. FORCE works with developers, regulators, and researchers to study the potential of tidal turbine technology within the Bay of Fundy environment. FORCE provides a shared observation facility, submarine cables, grid connection, and environmental monitoring at its pre-approved test site in Parrsboro, Nova Scotia. Resulting from their research, FORCE has accumulated a significant amount of industry data and information. The bulk of FORCE s data includes: Environmental assessment reports; Environmental monitoring reports (annually since 2009); Fish and mammal survey data (e.g. EK80) in possession of SMRU and U of M; Raw, interpreted, and post-processed hydro acoustics sensor data; Raw, and modeled bathymetric survey data; Raw data output from berths A-D; Cable route (Esri shapefile) and nearshore data; Raw data output from FAST platforms 1-3; ONC data (meteorological and underwater conditions); and Various research outputs (e.g. drifter data, radar image, sediment stations, side scan). To date, most of this data has been managed and maintained by a contractor. FORCE is now looking to build a sustainable DMS that they can self manage and control internally. 1.2 The Objective of this Work The objective of the project is to build a cost effective DMS solution that is sustainable and meets FORCE s needs. High-level business requirements were collected by SEG during this project. The key solution requirements are defined as: Cost-effective: to ensure the costs associated with the hosting and maintenance of the solution do not outweigh the benefits; Sustainable: if FORCE is to invest into a DMS solution, it must be flexible and scalable to last a minimum of 5 years before needing significant changes or enhancements. This requirement will be measured by return on investment; and Flexible & Scalable; as FORCE increases and diversifies its research and operations, the DMS must be able to scale accordingly. This not only includes file sizes, but also functionality. Project Plan FORCE DMS Build P a g e 4

5 2.0 PROJECT DESCRIPTION FORCE has defined this project as recommending a DMS Solution build. This build project also includes the migration of all in-scope data to the new DMS, building interfaces for user access, and rolling out the solution to FORCE and their partners. The delivery of this project is outlined in this plan and is laid out in the form of a detailed Work Breakdown Structure (WBS). The scope of this project is best defined by the WBS, which is provided in Appendix A. 2.1 Project Scope A summary of the project scope is provided below. This is a generalized list of activities that is taken from the detailed WBS found in Appendix A. The following are considered as in scope for this project: Deliver project management services to monitor and control the scope, schedule, and budget; Schedule, attend, and participate in consultations (workshops and meetings) with project stakeholders and the project team; Define the business and solution requirements for the future DMS; Collect and migrate all in-scope FORCE data to new technology environment; Define data standards that include common folder structures and file naming conventions; Design and build a data (file-based) access interface that allows easy access to all FORCE data; Design and build a map-based interface that allows easy access to a subset of FORCE data; Deploy new DMS and interfaces to new technology environment; Provide 90-day warranty support; and Provide training to FORCE staff. 2.2 Project Deliverables The key deliverables of this project include the following: Regular Project Management reporting; Business and solution requirements; Data and file management standards; Setup and configuration of new hosting environment; A data access (file-based) interface to the FORCE data; A map-based interface to the FORCE data; A 90-day warranty support period; and Training. 2.3 Out of Scope The following are considered out-of-scope for this project: Training contractors, partners, or berth holders; Building business intelligence and analytics functionality into interfaces; and The migration of data from raster to vector (report to tabular). Project Plan FORCE DMS Build P a g e 5

6 2.4 Assumptions Our proposed approach and methodology in executing these projects was developed based on the following project assumptions: The hosting environment will reside offsite. It will either be an academic service hosted at an educational institution or a private service hosted in the cloud; It is assumed that the initial interfaces will be built to allow the access to FORCE data. The initial versions of the interfaces will not include intelligence or analysis functionality; All software required to interact with the FORCE data will be provided by FORCE. If not, FORCE will arrange for the data to be migrated to a suitable format or standard; All access rights to the new technology environment will be provided to the team during the project; The new hosting provider can meet the performance needs of the project; and The new hosting provider will be available to support the project team during the project delivery. Project Plan FORCE DMS Build P a g e 6

7 3.0 STAKEHOLDERS There are stakeholder groups that will be users of the future FORCE DMS. These stakeholders range from FORCE staff to the general public. FORCE will assign access rights dependent on each stakeholder group. The primary stakeholder groups and individuals of this project are identified in Table 1 below. Table 1 Primary Project Stakeholders Stakeholder Stakeholder Role Data Access Data Security Group FORCE Management Full access to all data via both DMS interfaces Define user-based security and data editing privileges Operations Staff Role-based access to FORCE data Control user-based security and data editing privileges Research Staff Role-based access to FORCE data Data editing privileges Occasional Staff Role-based access to FORCE data View only access Partners Academic Access to a subset of the FORCE data View only access (based on collaboration agreement) Private Sector Access to a subset of the FORCE data View only access (based on contract) Research Partners Access to a subset of the FORCE data View only access Berth Holders Berth holder Staff/Management (based on collaboration agreement) Require access to both DMS interfaces. They require access to FORCE data holdings View only access Project Plan FORCE DMS Build P a g e 7

8 4.0 APPROACH & DELIVERY This section describes the proposed approach in delivering this project with FORCE. The proposed approach follows the Software Development Lifecycle (SDLC) methodology. The highest-level flow includes planning, analysis, design, build and test, then deploy. This ensures consistency and transparency for both the team and FORCE. For a detailed breakdown of the work, see the Work Breakdown Structure (WBS) provided in Appendix A. 4.1 Project Management The project will be monitored and controlled on a day-to-day basis by an experienced Project Manager (PM). Progress on activities and tasks will be evaluated in managing the scope, schedule, and budget of the project. Project administrative and project management activities should follow the Project Management Institute's (PMI) Body of Knowledge referred to as PMBOK. The following are standard best practice project management activities that will be followed in managing this project: Communications Management: As part of our project management process, the PM will use both formal and informal communication channels for this project. Primary formal communications are implemented in two distinct ways. Weekly or Bi-Weekly Status Meetings: To communicate upward, the PM will hold weekly or bi-weekly status meetings with the FORCE Project Sponsor. This regularly scheduled meeting will focus on project health, as it pertains to the schedule and deliverables outlined in this proposal. Other components of the weekly or bi-weekly status meetings will focus on issues and risks that may impact the project. Weekly Team Meetings: As part of formal communication, the PM will also conduct weekly team meetings to ensure any issues are pro-actively resolved. This ensures team cohesiveness throughout the project lifecycle. Issue Management: The PM will maintain a project issue resolution table where all issues will be tracked by ID, and assigned issue owners. Issue resolution meetings are held, as required, and follow a strict process for identifying the issue and understanding its current or potential impact to the project. Change Request Management: To ensure the project deliverables are provided in a timely manner, the Project Manager will use a change management process for managing potential scope creep. This process ensures accurate and timely delivery of agreed-to deliverables. Each change will be reviewed with the FORCE Project Sponsor and signed for approval or rejection. Risk Management: To ensure overall control of the project, the Project Manager will maintain a list of project risks. Each risk is reviewed regularly to determine if the risk level has increased or decreased. All risks are analyzed to determine how each risk can be mitigated. 4.2 Project Delivery This section describes the high-level activities set out in the detailed WBS found in Appendix A. As described above, the SDLC methodology includes the following steps: Planning: finalizing and approving the project plan in collaboration with FORCE; Analysis: defining the requirements of the project in consultation with project stakeholders; Design: designing the data, technology and process required to deliver the DMS; Build and Test: build the solution as per the design then test it to confirm it meets the requirements; Deploy and Warranty: roll out the DMS, train the FORCE staff, then provide warranty support. Project Plan FORCE DMS Build P a g e 8

9 The following describes the work included in each of these steps: Planning: Because this project plan includes a detailed WBS there is minimal planning that needs to occur at this stage. The work is already planned and the team can commence. However, the SEG PM will schedule a workshop to review the functionality and specifications of the solution. Analysis: The analysis activity will include holding workshops with FORCE stakeholders to define the requirements of the solution. After completing the workshops, the SEG BA will document the elicited requirements that submit to FORCE for review and approval. Design: The design activities involve a main data architecture design along with an extensive data architecture design document. Build and Test: After receiving approval on the design, the team will then move to the largest activity, which is the building of the solution. The build will first take place in the SEG development environment then migrated to the FORCE development environment. The following are the main development tasks including in building the solution: Data/Info Access Interface: After completing the initial build, the team will commence the solution testing which will follow the approved test plan. Testing will include UAT tests, bug fixes, and the compilation of a test result report. Map Interface: After completing the initial build, the team will commence the solution testing which will follow the approved test plan. Testing will include UAT tests, bug fixes, and the compilation of a test result report. Deploy and Warranty: Once the testing is completed and defects are addressed, the team can then schedule the deployment of the solution to the FORCE production servers. This will likely be scheduled for a weekend or late evening to reduce business impact. Following the deployment plan, the deployment will be systematic and executed through deployment scripts. As part of the deployment, SEG will prepare training materials that will be used later to train the trainers. Upon the final deployment, SEG will also provide a 90-day warranty period for the solution. 4.3 Staff Training After the two interfaces are deployed onto the FORCE production servers and the FORCE users are available, SEG will provide multiple training sessions for the solution users. This training will be executed following a training plan and a set of training materials. It is anticipated that the training will begin with train the trainer, then move on to user training. If required, one-on-one training can also be provided but is not included in this budget. Project Plan FORCE DMS Build P a g e 9

10 5.0 PROJECT SCHEDULE Following the detailed Work Breakdown Structure (WBS) provided in Appendix A, Table 2 summarizes the overall project schedule. Note that dependencies (also known as predecessors) have been depicted in the WBS to determine the critical path of the project execution. Table 2 provides the duration and timelines for the high-level project activities. Deliverable/Milestone Table 2 Project Schedule and Milestones DELIVERABLE: Project Plan Document 8/22/17 DELIVERABLE: Requirements Document 9/8/17 DELIVERABLE: Data Design Document 9/21/17 DELIVERABLE: Finalized Data Standards Document 9/25/17 MILESTONE: Hosting environment is ready for use 9/19/17 MILESTONE: Data residing in new hosting environment 10/23/17 DELIVERABLE: Interface Document 10/25/17 DELIVERABLE: Training Material Document 10/31/17 DELIVERABLE: Test Results Document 10/27/17 MILESTONE: Solution sign-off 10/31/17 MILESTONE: Interfaces deployed 11/2/17 MILESTONE: Complete training 11/8/17 MILESTONE: Project complete 12/28/17 Planned Completion Date Project Plan FORCE DMS Build P a g e 10

11 6.0 BUDGET & RESOURCES FORCE has requested estimates for the DMS build project. Below is an estimate of the project scope based on meetings with the business and knowledge gained during the Data Management Requirements project. This scope and budget is also based on the timeline provided by FORCE. 6.1 People Resources Our proposed project team is made up of a Project Manager, a Business Analyst, Senior technical leads, and several technicians and developers. This section identifies a proposed team composition and their roles and responsibilities on this project. Table 3 below outlines the proposed resources. Project Role Project Manager (PM) Business Analyst (BA) Solution Architect Data Architect Developer Data Analyst 1 Data Analyst 2 Table 3 Proposed Resources Role Description Provide project status reports, prepare kick-off session, deliver project plan. Prepare and hold consultation sessions, document business and solution requirements, deliver requirement document, execute solution and UAT testing, schedule and prepare training sessions, document warranty period results. Design data architecture, deliver data design document, setup hosting environment, design map interface, build map interface, deploy into production. Develop folder structure and naming convention standards, design data/info access interface, deploy into production. Migrate data into new hosting environment, address bugs, hold training session. Participate in consultation sessions, prepare data design document, document data standards, build data model. Inventory FORCE data, assist with migrating data, prepare technical documents. Table 4 Outlines averaged per diem rates for the proposed team members. These rates were used in calculating the resource costs in delivering this project. Table 4 People Resource Rates Project Role Per Diem Rate (8 hour day) Per Diem Rate (Hourly) Project Manager (PM) $720/day $90/hr Business Analyst (BA) $720/day $90/hr Solution Architect $880/day $110/hr Data Architect $880/day $110/hr Developer $720/day $90/hr Data Analyst 1 $640/day $80/hr Data Analyst 2 $640/day $80/hr Project Plan FORCE DMS Build P a g e 11

12 6.2 Hardware and Software Resources Because a hosting provider has not yet been chosen by FORCE, hardware and software requirements and costs are not included in this project plan. 6.3 Cost Summary This section outlines the total estimated costs for this project. Table 5 includes a high-level break-down of the main project activities. A detailed cost breakdown is provided in Appendix B. Activity/Task Table 5 Cost Summary Duration Planned (Days) Start Date Planned Finish Date Total Estimated Cost Project Management Activities /8/17 28/12/17 $9, Planning /8/17 22/8/17 $1, Analysis /8/17 8/9/17 $5, Data Collection /8/17 30/8/17 $2, Design Data Design 9.0 8/9/17 21/9/17 $6, Data Standards /9/17 25/9/17 $6, Solution Hosting /9/17 19/9/17 $2, Data/Info Access Interface /9/17 26/9/17 $4, Map Interface /9/17 29/9/17 $6, Build Data Model /9/17 4/10/17 $6, Data Migration /9/17 23/10/17 $11, Build Data/Info Access Interface /10/17 25/10/17 $9, Build Map Interface /9/17 25/10/17 $16, Training Material /10/17 31/10/17 $2, Test and Deploy /10/17 2/11/17 $5, Training /10/17 8/11/17 $2, Warranty /11/17 28/12/17 $1, TOTAL /8/17 28/12/17 $99, Costs in Table 5 are exclusive of applicable taxes. Project Plan FORCE DMS Build P a g e 12

13 7.0 RISKS & DEPENDENCIES The following have been identified as the primary risks to this project execution: Availability of FORCE staff; Change in solution requirements; Change in FORCE direction; FORCE Staff Availability The primary risk in the execution of this project is the availability of FORCE staff to participate in consultations and perform deliverable reviews. The WBS in Appendix A includes dependencies that are linked to FORCE reviews and approvals. In the kick-off of this project, the SEG and FORCE project managers will discuss mitigation measures for this risk. Likely mitigation will include advanced notice and scheduling of project meetings and consultation sessions. Other Risks Other than FORCE staff availability, other risks like changes in requirements, scope, or schedule, will impact the execution of this project. If changes arise, they will be managed by the Project Managers and will follow proper process to seek necessary approvals. Project Plan FORCE DMS Build P a g e 13

14 APPENDIX A DETAILED WORK BREAKDOWN This appendix includes a detailed Work Breakdown Structure (WBS) and outlines the activities and tasks of the project along with efforts, durations and resource allocation. Project Plan FORCE DMS Build

15 APPENDIX B DETAILED COST BREAKDOWN This appendix includes a detailed Cost Breakdown at the task level in alignment to the WBS found in Appendix A. Project Plan FORCE DMS Build