Group Assignment PgDISM Weekend Union Assurance Learning Management System

UNIVERSITY OF COLOMBO
FACULTY OF GRADUATE STUDIES
Postgraduate Diploma in Information Systems Management 20010/11
Students Name & No : 2010/PgDISM/WE/074 K .D. I. Jayaratne
2010/PgDISM/WE/085 W. A. Madhusanka
2010/PgDISM/WE/076 M. N. D. Jayathilaka
2010/PgDISM/WE/047 L. W. J. B. Chandrasekara
2010/PgDISM/WE/108 S. Vishni
2010/PgDISM/WE/042 A. A. R. S. Amarasinghe
Program : Postgraduate Diploma in Information Systems Management

2010/11
Module : Information System Project Management– PgDISM 504
Lecturer : Mr. Mangala Perera
Faculty : GRADUATE STUDIES
Submission Date : 02 October 2011
2010/PgDISM /WE 1|Page

Table of Contents
Fiction Page No
Acknowledgement 05
Abstract 06
Question 01- Introduction 07
Introduction to the Client 07
The Company 07
Background Information of the Project 07
Objectives of the Project 07
Introduction to the Developing Company 08

The Company 08
Products and Services 08
Question 02 - Feasibility Study 09
Feasibility Study 09
Stakeholder Analysis 16
Project Team 17
Question 03-Project Planning 18
Project Charter 18
Project Scope Statement 21
Project Breakdown Structure (WBS) 29
WBS Dictionary 30
Baseline Project Plan (Gantt chart) 41

Question 04 - Resource Requirements 42
Resources 42
Cost for Salaries 43
Project Budget 44
Total Project Cost (BAC) 45
CPI 45
SPI 45
FAC 45
Graph 46
Question 04 – Risk Analysis 47
Risk Management Planning 47
Risk Management Plan 47
Risk Management Categorizing 50
Risk Breakdown Structure 50
Risk Management Identification 51
Risk Register 51
Qualitative Risk Analyzing 52
Probability/Impact Assessment 52
Probability/Impact Matrices 54
Expert Judgment 55
Top Ten Risk Item Tracking 56
Qualitative Risks Analyzing 57
Decision Tree Analysis 57
Sensitivity Analysis 57
Simulation 57
Risk Response Planning 59

Response for Positive Risks 59
Response for Both Positive and Negative Risks 59
Response for Negative Risks 59
Risk Mitigation Strategies 60
Residual Risks 60
Secondary Risks 60
Risk Monitoring and Control 61
Question 04 – Risk Analysis 62
Lessons Learned 62
Conclusion 63
Abbreviations 64
References 65
Self Evaluation 66

Acknowledgement
Apart from our effort, the completion of this assignment is depended on the encouragement
and gaudiness of some special people around us. We would like to take this opportunity to
express our sincerity to others who have been helping us to success this report.
We pass our greatest gratitude to Mr. Mangala Perera, the lecturer of the subject. Without
your instructions and gaudiness, this report would not have materialized. And we would like
to thank Dr. Chaminda Jayasundra, the coordinator of the course for given us this opportunity
to prepare this report.
We appreciate the corporation and individual helps given by the management and staff
members of John Keells Computer Services (Pvt) Ltd, during the process of completion of
this report.
We acknowledge the staff of the Faculty of Graduate Studies, University of Colombo for the
kind cooperation given by them. Finally, we thank to all the people who given us valuable
information and wish to success their lives and academic activities.

Abstract
The main objective of this report is to identify and analyze the steps of project management
process and verify project cost, plan and resource allocation in an operational environment.
When consider about John Keels Computer Services as the industry, document has provided
the current information about project management process at JKCS.
Today most of the software companies are running large no of projects, therefore projects
should be properly managed to be profitable and run the business without conflicts.
Company’s future direction is depending on how they manage projects in current situation.
It is require of analyzing current project types to find out how the project management should
be customized when applying into the different project types and environments. The company
has to go through many challengers to implement success IT project. There for every IT
group need project management techniques to achieve their goal.
Selected project is useful to identify importance of project management at each step of the
development process. Project management practices are affected on the system both negative
and positive way. Every development process in the project is well planned and identified by
the project team and resources are allocated in a proper way. All the project members should
have a good understanding about the project process. Proposed system should start and finish
according to the time period and utilize the allocated resources is more important. To fulfill
these requirements project management process is more useful and it makes development
process effective.
This document is containing information about following processes.
 Business needs of the project
 Project development environment
 Feasibility study
 Project planning processes
 Recourse and cost requirements
 Risk Management & Lesson Learned

Question 01 - Introduction
INTRODUCTION TO THE CLIENT
The Company
Union Assurance Limited is one of the pioneers in the Insurance industry and provides a wide
range of tailor maid insurance products and services by maintaining international standards.
They consist with experienced and dynamic professionals and a strong capital base.
Union Assurance’s vision is to be the most sought after provider of insurance solution. They
constantly review their portfolio according to customer needs to achieve the vision.
“Trust” is the promise for Union Assurance brand. They are responsible to ensure this
promise by being transparent and offering convenience when dealing with customers and
being respectable for all stakeholders.
Company Registration Number PQ 12
Tax Payer Identification Number 134001372
VAT Registration Number 1340013727000
Background Information of the Project
Union Assurance Limited is to implement the concept of learning organization, as they

believe that learning is an ongoing and creative process for its members. Currently, they have
initiated their Learning Management Process (LMS) using a MOODLE Solution.
Implementing an efficient learning management tool will simply not adopt the trend of
learning organization but it will create a working environment with a vast knowledge base.
Objectives of the Project

The main objective of this project is to develop an efficient MOODLE application named
‘Learn Easy’ at UAL as they have identified that it has a huge potential in relation to e-
learning in the future. UAL is mainly focusing on:
- Upgrading the existing MOODLE application by escalating the functionalities (ex:

managing learning materials, support webinars, online exams, online book library,
etc.) of the application along with the latest features of MOODLE.
- Look and feel (ex: appropriate theme, user-friendly interface, etc.) of the system.

INTRODUCTION TO THE DEVELOPING COMPANY
The Company
John Keells computer Services (Pvt) Ltd is Sri Lanka’s only Aviation-Specialist software
company. It is part of the John Keells Holdings PLC which is county’s largest listed
conglomerate in the Colombo Stock Exchange. JKCS is one of Sri Lanka’s early entrances to
the global software market and has delivered many award winning solutions to some of the
biggest names in the aviation area in Europe, Middle East and Asia.
Products and Services
JKCS is coming with 3 tailored software products.
1. Evinta.ide - The complete set of solutions for airlines that support multi-channel ticket
sales, fares publishing and customer relationship management.
2. Evinta.dcs - The airport solution of JKCS prepares the operational efficiencies to both
mainstream as well secondary airports.
3. Zhara.hs - The hospitality suite of JKCS consists of a Central Reservation System

(CRS), Property Management System (PMS) and Internet Booking Engines (IBE) for
hotels.
Apart from that, JKCS provides the process of software development; maintenance and
resources augment services for selected industries as well. Examples are given bellow.
Learning Management Systems File Proofing Automation Systems
Weight and Balance Systems Pricing Systems
Role Based Access Control Systems Customer Messaging Systems
Customer Care Systems Revenue Management Systems
Service Ordering Systems Voyage Reporting Systems

Question 02 - Feasibility Study
Feasibility Study
I have carefully assessed the Feasibility Study for the Union Assurance Learning Management System
project. This document has been completed in accordance with the requirements of the learning
management Development Methodology.
MANAGEMENT CERTIFICATION
The document is accepted. 
The document is accepted pending the changes noted. 
The document is not accepted. 
We fully accept the changes as needed improvements and authorize initiation of work to proceed.
Based on our authority and judgment, the continued operation of this system is authorized.
1 GENERAL INFORMATION
1.1 Project Objectives
The main objective of this project is to develop an efficient MOODLE application named ‘Learn
Easy’ at UA as they have identified that it has a huge potential in relation to e-learning in the future.
UA is mainly focusing on: - Upgrading the existing MOODLE application by escalating the
functionalities (ex: managing learning materials, support webinars, online exams, online book library,
etc.) of the application along with the latest features of MOODLE. - Look and feel (ex: appropriate
theme, user-friendly interface, etc.) of the system.
1.2 Scope
UA is mainly focusing on:
 Upgrading the existing MOODLE application by escalating the functionalities (ex: managing
learning materials, support webinars, online exams, online book library, etc.) of the
application along with the latest features of MOODLE.
 Look and feel (ex: appropriate theme, user-friendly interface, etc.) of the system.
1.3 Purpose

This is a project work is developing learning management system on behalf of the company; Union
Assurance. As the name implies this report is for how feasible this project work is.
1.4 Point Of Contact
Mr. Chandika Perera, IT Manager Union Assurance Ltd.
1.5 Coordination
Union Assurance is one of the pioneers in the Insurance industry to implement the concept of learning
organization as they believe that learning is an ongoing and creative process for its members.
Currently, they have initiated their Learning Management Process (LMS) using a Moodle Solution.
Implementing an efficient learning management tool will simply not adopt the trend of learning
organization but it will create a working environment with a vast knowledge base.
1.6 Operational Feasibility
Here considering about users. Once new system introduce, what will happen to employees. Currently
they don’t have computer based system for library system, they are maintaining manual system. They
have to think about user training systems to overcome this problem. Once they implement new
system, time efficient will increase because they can work quickly and customer will get self
confidence about the sales.
1.7 User Training
When we are going to implement new system, they have to train users. Some time they are not
familiar with computers. When they are in training time they have to consider every part.
 How to operate computer
 How to operate this system
 How to maintain and etc
1.8 Economical Feasibility
Here considering about how economically feasible this project is. Economically they can go to
computer based system because they are earning good profit. We have to go one by one and check
feasible or not. Mainly considering People, Hardware, Software, User training, license, consulting
cost, facilities provide.
2010/PgDISM /WE 10 |
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2 MANAGEMENT SUMMARY
2.1Environment
2.1.1Organizations Involved
The primary audience for this project includes the project team of Union Assurance, project team of
JKCS, and the users of the proposed solution namely the HR department of Union Assurance, who get
involved in developing and verifying the requirements.
A secondary audience is the management teams of Union Assurance and JKCS who authorize and
accept the SRS, and the development and test teams of JKCS who will get involved in building and
validating the solution.
2.1.2 Processing
This section states specific performance requirements for the system
The system shall accommodate 200 users concurrently, during the peak usage time
PE-1:
window of 9:00 A.M. to 5:00 P.M., with estimated average session duration of 30 minutes
All Web pages generated by the system shall be fully downloadable in no more than 20
PE-2:
seconds over a 40 kbps modem connection
Responses to queries shall take no longer than 10 seconds to load onto the screen after the
PE-3:
user submits the query
The system shall display confirmation messages to users within 5 seconds after the user
PE-4:
submits information to the system
2.2 Current Functional Procedures
Union Assurance currently does not consist with a Learning Management System. They are going to
newly implement such a system.
2.3 Security
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This section explains requirements regarding security, integrity, or privacy issues that affect access to
the product, use of the product, and protection of data that the product uses or creates
Requirment-1: Every user must log in to the system with a user ID and a password.
The system should automatically notify to logoff if unattended for 30 minutes.

Requirement -2: The user will be automatically redirected to the log-in page if the system is idle
for a period of 30 minutes.
All network transactions that involve financial information or personally

Requirement -3:
identifiable information shall be encrypted.
Every user must change his initially assigned login password immediately after
Requirement -4:
his first successful login.
2.4 Functional Objectives
Analyze the anticipated functions of the system, considering such areas as new services, increased
capacity, legislative and policy requirements, privacy and security requirements, audit controls, and
target completion date.
2.5 Performance Objectives
In the e-library system has an efficient search mechanism within the system. The search panel has a
detailed search criteria and the search panel will be available in all the screens for users’ convenience.
The users could search for a particular item in the e-library using the following criteria:
Book Name & Author’s Name
 Key word (Users could use a particular key word that will match the item they are looking
for. The admin will enter few keywords in the system while uploading an item. Hence, the
system will perform a keyword match to search for a particular item.)
 Category/Sub Category (Category and sub categories will also be defined by the admin while
uploading content. Ex: A marketing related e-book can be saved under Marketing category
and Branding sub category).
 File type (As mentioned in section 2.9.2, the content in the library will be saved under 3
different file types e-books, audio and video. A user will have the option of searching for a
content using the file type as well).
Once a User performs a search, the system will match the search criteria and retrieve the particular item from
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its database. The output in the user screen will be an animated shelf (refer section 2.9.1, point ii) with
e-books, audios and videos to match the user’s search. The interface will make the users feel as if they
are taken to a section in the library where there are shelves with the particular content they were
looking-for.
2.6 Assumptions and Constraints

1. The files formats allowed to be uploaded to the e-library will be PDF for e-books, MP3 for
audio files and FLV for video files.
2. Adding users to the learning management system of UAL is completely depended on the
excel sheet (with permanent and non-permanent employees information) uploaded
periodically by UAL. These files should be of the agreed format.
3. JKCS assumes that all client computers that access the LMS and e-library will have flash
enabled.
2.7 Recommendation
JKCS recommends operating the system with the following Web browsers:
- Firefox 3.5 or higher
- Safari 3 or higher
- Google Chrome 4 or higher
- Opera 9 or higher
- MS Internet Explorer 7 or higher
3 PROPOSED SYSTEM
3.1 Description of Proposed System
This section of the document describes the project undertaken by JKCS to enhance the existing
learning management system at UAL. As UAL already use MOODLE as their LMS system, this
section of the document will describe the improvements, enhancements, additions and changes that
will done as part of this project.
Within the boundaries of the scope of work identified, the following sections will give the functional
changes undertaken to modify the core product of the MOODLE LMS to meet the requirements of
UAL.
As UA propose to extend the user base of the LMS to all their agents, usability changes to the LMS
have also been requested considering the computer literacy to the majority of their users. Taking this
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into consideration JKCS have proposed theme, look and feel, user friendliness and usability changes
identified to the LMS, which have also been detailed in this section.
3.3 Rationale for Recommendations

The existing MOODLE application used by UAL for their LMS operations was released in March
2008, which was termed as version 1.9. MOODLE, being a global benchmarked LMS system,
consistently upgrade their product to offer latest services/versions to their clients. However, these
upgrades are not automatically available in the client side implementation.
In November 2010, MOODLE released version 2.0 of the LMS application, which brought with it a
host of upgrades and new features. Considering the requirement at UAL and the LMS being a mission
critical application for learning & ensuring proper timelines and standards are met, JKCS undertook a
thorough comparison of the new features on version 2.0 and their implications to UAL.
As part of the scope of this system, JKCS will upgrade the existing deployment of MOODLE and
make a host of customizations to the core product in order to make the application “tailor-made” to
the day-to-day usage requirements at UAL. Above the usage functionality, JKCS also propose
upgrading to version 2.0 as it provides the following to the client,
- Enhanced features
- Improved application stability
- Improved security
- Easier management of content
- Reliable platform as it is more up-to date
The following section will take a more in details look into the functional and user interface changes
proposed to UAL as part of the enhancements to MOODLE. These changes will be in-line with the
project scope defined in Section 1.4 of this document.
Major Enhancements to existing Core Features
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a) Backup and Restore - An efficient backup mechanism and a completely new restore
framework with enhanced interface are available in the MOODLE framework.
b) Blocks - Blocks can be implemented on every page in MOODLE and also can be
placed on any side of the page (left, right, top and bottom).
c) Blogs - Blogs now support commenting facility for each blog entry. In addition,
group-level and course-level blogs are now converted into forums for simplicity.
d) File Handling - A newly designed File picker interface to manage files for resources
is available within the MOODLE framework. This also includes:
- Full support for Unicode file names on all operating systems
- Storing metadata about each file
- Handling duplicate saving of files
- Enhanced security features for files (with contextual permissions)
e) HTML editor - Enhanced HTML editor facilities with following features:
- Works on more browsers
- Resizable editing area
- Cleaner XHTML output
- Supports most of the file types for videos, images, etc.
f) Messaging - All emails sent by MOODLE will be stored for the users to view once they login
to the application. These mails can be retrieved as a message if required.
g) Activity Modules - Major improvements have been made to activities such as Lesson, Quiz
module and question bank, Resource, SCORM, wiki and Workshop in the activity module in
MOODLE
The above mentioned list of new features and enhancements in version 2.0 are the most significant
functionalities we identified through our comparison. The key objective of customizing the MOODLE
Version 2.0 is to develop an appropriate framework to match the specific requirements of UA.
Stakeholder Analysis
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Name Org. Role on Unique Facts Level Level of Suggestions on
Project of Influence Managing
Interest Relationship
Dirk UA Project Easy to work with High Very High Keep happy and
Sponsor MBA qualified informed
Chandika UA Contact Like details Very High Keep informed

person form Lack of knowledge High Argue against his
Client End Supportive suggestions
JC JKCS Senior Quiet demanding Very Very High Keep happy and
Ekanayake Manager Not like details High informed
Dilini JKCS Policy Maker Strict on rules Medium Medium Give her time to make
Like to be informed policies on the project
Niresh JKCS HR Like to talk Law Medium Let him interfere to

Management Friendly project team
Ramesh JKCS Software Business focused Very Very High Keep informed, Let
Development Always strict & High him lead
BU Head professional conversations
Shakir JKCS Solution Experienced Very High Do as he says quickly

Provider Enjoy in discussing High
Gayan JKCS Lead Best programmer Very High Give him enough time
Programmer High commitment High to research new
Like to learn technologies
Fahiz JKCS Lead Risk seeking one Very High Force him to do new
Programmer Enjoy in High things, Treat him
programming sensitively
Harendra JKCS Competitor Talented, Old one in High Law Study his projects in
for Recourses the company any doubt situations
Project Team
The team of approximate 15 consists of following structure.
Project Manager Nilantha Bandara

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Business Analyst Vishni Kugathasan
Senior Software Engineer Fahiz Mohamed
Senior Solution Developer Shakir Anas
Tech Team Lead Gayan Dissanayake
UI Engineer Ruvini Amarasinghe
Software Developer Heshan, Dineth, Chathura, Kunalan, Dilan, Pradeepkumar
QA Analyst Tashila Kannangara
Risk Officer Dilini De Alwis
Question 03 – Project Planning
PROJECT CHARTER
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Project Title Union Assurance Learning Management System
Project Number UAL_LMS_SRS_Ver1.0
Project Start Date 2011-04-25
Project Finish Date 2011-07-04
Project Manager Mr. Nilantha Bandara
Project Objectives
UA is mainly focusing on: - Upgrading the existing MOODLE application by escalating the
functionalities (ex: managing learning materials, support webinars, online exams, online book library,
etc.) of the application along with the latest features of MOODLE. - Look and feel (ex: appropriate
theme, user-friendly interface, etc.) of the system.
Approaches
1. Development Components 2. Testing by developer
3. Peer review 4. Correcting by developer if required
5. Unit level testing (Developer) 6. Unit level testing (QA)
7. Integration testing with UA LMS 8. System level testing (Developer)
9. System level testing (QA) 10. Corrections
Deliverables
1. Customization of MOODLE framework 2. Customization of MOODLE Theme
3. Customization of MOODLE Look and Feel 4. Creating User Roles and Privileges
5. Creating and Managing Users 6. E Library
7. Defining Evaluation Form 8. E-mail and SMS Alert facilities
9. Simplifying Course Creation 10. Assigning Users
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Roles and Responsibilities
Name Role Responsibilities
Dirk CEO (UA) Project Sponsor, Monitor Project
Chandika IT Manager (UA) Provide information from customer end
J C Ekanayake CEO (JKCS) Monitor Project, Provide Staff
Nilantha Project Manager Planning, executing & closing the project
Vishni Business Analyst Analyze the problem & define the solution
Fahiz Senior Software Engineer Develop the proposed system
Shakir Senior Solution Specify required coding and technical

Developer standards, tools, platforms and hardware
Gayan Tech Team Lead Solve technical issues
Ruvini UI Engineer Design the interface of proposed system
Heshan, Dineth, Software Developer Conducting the software development

Chathura, Kunalan, process
Dilan, Pradeepkumar
Tashila QA Analyst Doing software quality assurance
Dilini Risk Officer Conducting risk management activities
Sign Off
Dirk - CEO (UA)
Chandika - IT Manager (UA)
J C Ekanayake - CEO (JKCS)
Nilantha - Project Manager
Shakir - Senior Solution Developer
Gayan - Tech Team Lead
Dilini – Risk Officer
Comments
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“The project should be completed within 03 months of time.” - Dirk (CEO-UA)
“The project must achieve scheduled time cost and scope boundaries” - J C Ekanayake (CEO-JKCS)
“The LMS will simply nit adopt the trend of learning organization but it will create a working
environment with a vast knowledge base.” - Chandika (IT Manager)
“I believe that adequate and skilled project team is there in our company to perform project’s
boundaries and they will be successful in achieving client’s requirements.” - Nilantha Bandara (PM)
“This is not just an another project, but an opportunity to all stakeholders” - Shakir (Senior Solution
Developer)
“Union Assurance Learning Management System introduces a new industry to JKCS. It will also
show the excellently of the company” - Dilini (Risk Officer)
“As a software developing company, JKCS increases its services and as an insurance company, UA
spreads its scope.” - Vishni (Business Analyst)
PROJECT SCOPE STATEMENT
Document Summary
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This document contains the requirements for Union Assurance Learning Management System.
Project Code UAL_LMS
Document ID UAL_LMS_SRS_Ver1.0
Documents Version 1.2
File Name UAL LMS SRS – Version 1.0
Date of First Release 12-April-2011
Purpose
This document describes the software functional and non-functional requirements for release 1.0 of
the Learning Management System (LMS) for Union Assurance (UAL). It is a documented agreement
between customers and developers about the product to be developed and verifies the correct
functioning of the same.
Intended Audience
The primary audience for this document includes the project team of Union Assurance, project team
of JKCS, and the users of the proposed solution namely the HR department of Union Assurance, who
get involved in developing and verifying the requirements.
A secondary audience is the management teams of Union Assurance and JKCS who authorize and
accept the Scope Statement, and the development and test teams of JKCS who will get involved in
building and validating the solution.
Product Perspective
Union Assurance Limited (UAL) is one of the pioneers in the Insurance industry to implement the
concept of learning organization, as they believe that learning is an ongoing and creative process for
its members.
Currently, they have initiated their Learning Management Process (LMS) using a MOODLE Solution.
Implementing an efficient learning management tool will simply not adopt the trend of learning
organization but it will create a working environment with a vast knowledge base.
Structure
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Main objective of this document is to propose a suitable solution that covers all the requirements of
Union Assurance to implement a Learning Management System using the MOODLE Framework.
This comprises of two main sections such as:
i. Value additions in the proposed solution: Explains the significant changes (UI changes and
Functionality Changes) done by JKCS to the MOODLE framework to match the
requirements.
ii. Other Screens: This section will list down the all the other functionalities available in
MOODLE. JKCS has not made any changes in these functionalities, as it is not included in
the scope of this project.
Project Scope
Easy’ at UAL as they have identified that it has a huge potential in relation to e-learning in the future.
UAL is mainly focusing on:
- Upgrading the existing MOODLE application by escalating the functionalities (ex: managing
learning materials, support webinars, online exams, online book library, etc.) of the
application along with the latest features of MOODLE.
- Look and feel (ex: appropriate theme, user-friendly interface, etc.) of the system.
Based on the above high-level requirements received from UAL, JKCS has identified the key
requirements to develop the enhanced version of the MOODLE application. The key
enhancements/changes covered in this project scope are as follows:
i. Customization of MOODLE Framework, Theme & Look and Feel
ii. Creating User Roles and Privileges
iii. Creating and Managing Users
iv. E-Library/ Virtual Book Club
v. Simplifying Course Creation and Assigning Users
vi. Defining Evaluation Form
vii. E-mail and SMS Alert facilities
References
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Reference ID Document ID Description
RE-1: LMS_UAL_SRS_V1.2.1_12_04_2011 Proposal version 1.0 – Learning

Management System SRS
RE-2: LMS_UAL_V1.2.2_08_03_2011 Proposal version 1.2.2 – Learning

Management System Implementation
Operating Environment
JKCS recommends to operate the system with the following Web browsers:
- Firefox 3.5 or higher
- Safari 3 or higher
- Google Chrome 4 or higher
- Opera 9 or higher
- MS Internet Explorer 7 or higher

Assumptions and Dependencies
i. Adding users to the learning management system of UAL is completely depended on the
excel sheet (with permanent and non-permanent employees information) uploaded
periodically by UAL. These files should be of the agreed format.
ii. Assumes that all client computers can access the LMS & e-library will have flash enabled.
Project Requirements and Deliverables
This section describes the project undertaken by JKCS to enhance the existing learning management
system at UAL. As UAL already use MOODLE as their LMS system, this section of the document
will describe the improvements, enhancements, additions and changes that will done as part of this
project.
Within the boundaries of the scope of work identified, the following sections will give the functional
changes undertaken to modify the core product of the MOODLE LMS to meet the requirements of
UAL. As UAL propose to extend the user base of the LMS to all their agents, usability changes to the
LMS have also been requested considering the computer literacy to the majority of their users. Taking
this into consideration JKCS have proposed theme, look and feel, user friendliness and usability
changes identified to the LMS, which have also been detailed in this section.
1. Customization of MOODLE Framework

The existing MOODLE application used by UAL for their LMS operations was released in March
2008, which was termed as version 1.9. MOODLE, being a global benchmarked LMS system,
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consistently upgrade their product to offer latest services/versions to their clients. However, these
upgrades are not automatically available in the client side implementation.
In November 2010, MOODLE released version 2.0 of the LMS application, which brought with it a
host of upgrades and new features. Considering the requirement at UAL and the LMS being a mission
critical application for learning & ensuring proper timelines and standards are met, JKCS undertook a
thorough comparison of the new features on version 2.0 and their implications to UAL.
As part of the scope of this system, JKCS will upgrade the existing deployment of MOODLE and
make a host of customizations to the core product in order to make the application “tailor-made” to
the day-to-day usage requirements at UAL.
New Features
 Course Completion Conditions
 Conditional Activities
 New Blocks
 Plagiarism Prevention
Major Enhancements to existing Core Features
 Backup and Restore
 Blocks
 Blogs
 File Handling
 HTML editor
 Messaging
 Activity Modules
02. Customization of MOODLE Look & Feel
The main aim of customizing the look and feel of the MOODLE LMS is to increase user
responsiveness and ensure constant user involvement. One of the main issues in terms of look and
areas focused in customizing MOODLE look and feel.
03. Customization of MOODLE Theme
The concept of theme in MOODLE is considered as a pre-designed user ‘view’ (interface) that can be
customized according to user preferences. A theme does not have any influence or effect on how
MOODLE functions; it simply enhances the appearance of the entire MOODLE application.
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MOODLE framework contains a large free library with a standard set of themes to download.
One of the primary requirements of UAL was to customize the MOODLE theme to fit their learning
management concept. The key points we identified regarding the Customization of Theme are:
a) A unique branding for the LMS
- An appealing brand name: to give the users the idea that it is a comfortable and an
easy learning environment. The name suggested by UAL is ‘Learn Easy’.
- Differentiation: the LMS should give the users a completely new experience
compared to other work related systems in UAL.
b) Color schemes
- An eye-catching color scheme to ensure user involvement.
- A delicate touch of UAL corporate color (shade of orange)
c) Concept to the Theme
- The requirement of UAL is to have a blend of nursery look (mix cartoonish feeling)
to the LMS in order to maintain the idea of learning.
04. Email & SMS Alert Facility
Enabling Email and SMS alert facilities will have a huge potential in terms of UAL. As identified
during the requirement gathering sessions the majority of the employees at UAL are on the field most
of the times. Therefore, sending them E-mail and SMS alerts will allow the employees to be informed
about any important notifications or events.
All notifications/alerts to users will be sent as an email and SMS in relevant predefined formats (email
format and SMS format). We identified the following events as the key instances to send
notifications/alerts to users.
Note: Since we will be using UAL’s existing facilities to send SMS (via internet dongles), UAL will
have to bear the cost of SMSs.
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05. Simplifying Cause Creation and Assigning Users
Simplifying the course creation is a very important enhancement that has to be carried out in the
MOODLE framework. Course creation is a day-to-day process that plays a key role in a learning
management system. However, the way course creation process has been designed within the
MOODLE framework is quite complicated (with many additional fields to be filled out and many
pages to follow). As mentioned earlier MOODLE is a system that was developed for educational
institutions. Hence, it incorporates many additional fields and web pages to ease the learning process.
06. E-Library
An e-library is a collection of resources such as books, videos, magazines, audios, etc. stored in
digital formats. The key feature of an e-library is the 24 hours access digitized content remotely via
computer network. Online availability of resources cannot be compared to open internet as it has
restricted access.
The main objective of UAL is to collect, manage and preserve rich digital content and make it
available to its employees for referencing purposes. E-Library will be a stand-alone system developed
out of the MOODLE Framework. A link to the e-library will be available on the MOODLE home
page once the user logs in.
New Features
 Look and feel of the e-library
 24/7 Online Access to E-resources
 Efficient Search Mechanism
 Easy Navigation
 Uploading and Maintaining Resources
 Tracking Usage
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Non-functional Requirements
Performance Requirements
This section states specific performance requirements for the system
The system shall accommodate 200 users concurrently, during the peak usage time
PE-1:
window of 9:00 A.M. to 5:00 P.M., with estimated average session duration of 30 minutes
All Web pages generated by the system shall be fully downloadable in no more than 20
PE-2:
seconds over a 40 kbps modem connection
Responses to queries shall take no longer than 10 seconds to load onto the screen after the
PE-3:
user submits the query
The system shall display confirmation messages to users within 5 seconds after the user
PE-4:
submits information to the system
Security Requirements
This section explains requirements regarding security, integrity, or privacy issues that affect access to
the product, use of the product, and protection of data that the product uses or creates
SE-1: Every user must log in to the system with a user ID and a password.
The system should automatically notify to logoff if unattended for 30 minutes. The
SE-2: user will be automatically redirected to the log-in page if the system is idle for a
period of 30 minutes.
All network transactions that involve financial information or personally identifiable

SE-3:
information shall be encrypted.
Every user must change his initially assigned login password immediately after his
SE-4:
first successful login.
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User Acceptance
User may accept the application based on the following criteria during UAT
1. All acceptance tests defined in UAT should be passed

2. System should be free of critical bugs
3. More than 5 major bugs should not exist in the system
4. JKCS will resolve bugs agreed at Triage meetings during UAT
5. It is assumed that user accepts the system once it goes live
6. Significant change/s to the system will consider as change request/s and will follow the
change request procedures
Software Quality Attributes
Following are the additional product quality characteristics that will be important to both customer
and developers.
Availability The System shall be available to users 99.9% of the time
JKCS will bear responsibility for all elements of the LMS that have been
Responsibility
customized as defined in the scope of this document.
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PROJECT BREAKDOWN STRUCTURE (WBS)
2010/PgDISM /WE 29 | P a g e
WBS DICTIONARY
WBS Element Description
WBS Code WBS Element
1.1 Discussions with Client
Discuss with the client about their needs and requirements. Interviewed different kind of users who
are going to use the system.
1.2 Internal Discussions
Discussed with the CEO and other employees related to the project. Also talked the requirements of
the clients and how the JKCS achieve those requirements with profit. Analyzed whether the JKCS
has the technology and other resources to achieve the client requirements.
1.3 SRS Preparation
In SRS briefly mentioned all the requirements of the system, project requirements, feasibility study,
cost , human and other resource allocation etc.
1.4 SRS Review
After the preparation of the SRS business analyst and senior development engineer reviewed the
whole SRS that to finalize the SRS and to confirm that the SRS is containing all the client
requirements and the way of achieving that.
1.5 SRS approval
SRS was sent to get the approval.
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2.1 Screen design
Screen pages are created for all the pages. These pages are designed using Photoshop.
2.1.1 Login Page
Login page has been designed with the user username and password fields. Photoshop, CSS
/HTML, Dreamweaver were used to designed the page
2.1.2 Home/User/Registration page
UI engineer also designed all the pages such as home, user, registration. Home page is designed
with some library effect images. These pages are designed using CSS/HTML, Photoshop,
Dreamweaver and Flash
2.1.3 Course category
Also a page designed to select the course categories. This page is designed using CSS/HTML,
Photoshop and Dreamweaver.
2.1.4 My profile , end user enroll
Separate my profile and end user enroll page were designed. My profile page is allowed to edit and
update the profile of the user.
2.1.5 Question bank
A separate page is designed which can hold some randomly asked questions.
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3.1 Technical Support & Requirement clarifications
Technical leader assessed the technical requirements of the whole system and he worked
throughout the system.
3.2 User Registration
Development process started with this requirement. Firstly coded for user registration page.
3.2.1 Password changed
Developed the coding to change the password in case of forgot the password by the user.
3.2.2 Email notifications
Once the user registered into the system an automatic email will send to the user. Also an email
notification will be sent whenever the password change process.
3.2.3 Home page CMS content changes
For the home page, some changes has be done in the MOODLE page and customized according to
the requirements. Added some images and login page also here.
3.2.4 User registration screen changes
After customizing the home page user registration page is developed and coded.
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3.2.5 Upload User CSV file changes
Developed the system which can upload CSV files to the server.
3.2.6 User hierarchy back end changes
In the database and some administration pages in the MOODLE were changed according the
requirements.
3.2.7 SMS Notification
Developed the coding to send SMS to all the users who are login to the system. And whenever add
a new book the database the system automatically send a SMS to the user.
3.2.8 Unwanted field removing and adding to configuration
There were some repeated fields and it were removed.
3.2.9 New functionalities for Home Page, Login, etc
Review the home page again and some new functions added to the pages.
3.3 Look and feel changes
MOODLE allows the administrators to change the background color, theme, link color etc.
According the client requirements those are also changed.

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3.3.1 Apply theme on installation process
MOODLE allows changing different themes. According the Union assurance limited color and
theme changes the whole sites theme.
3.3.2 Customization theme
Developers allow the users to customize the themes as they wish.
3.3.3 Look and feel changes for area in non-modifying areas
Some areas of the page are cannot be modified, and those areas are set some color and font style
and size are changed.
3.4 Screen Simplifications
MOODLE has fixed the screen designs so developers change the screen designs according to the
requirements
3.4.1 Screen Simplifications
Make the screen simpler which can easily identify by the user
3.4.2 Simplifying course creation screen
A page is allow to create new courses and this page was customized
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3.4.3 Separate category creation screen
A page is allow to create new categories and it was customized
3.4.4 Display course categories screen
The page which is displays the course categories is also changed
3.4.5 Remove unnecessary fields in Course creation screen
Unnecessary and unwanted fields were removed
3.5 Questionnaire - R&D
Displays list of questions that is used to conduct Research & Development process
3.5.1 Solution for Questionnaire plug-in and layout changes
Found a solution for questionnaire
3.5.2 Remove unnecessary fields in maintaining question bank
Remove unwanted fields

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3.5.3 Language support
Language support methods were developed like dictionary
3.5.4 Create Email & SMS formats
Developed email and SMS formats
3.5.5 Generate Email & SMS from system for identified notifications
Use SMS gateway to perform the function
3.6 E Library
Developed an effective e-library
3.6.1 Automatic File Conversion
Developed the program which can automatically change the file type to PDF's
3.6.2 Apply Layout changes
Changed the layout of the e library
3.6.3 Integrate Flash component with Application
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Installed flash components
3.6.4 Separate module for e-library
Added new module for e-library
4.1 Configure Bugzilla
Bugzilla used to find the coding errors
4.2 Set up Test Link
Tested with differed links which are created
4.3 Preparing test strategy
Created test strategy
4.4 Test case writing
Identify the relevant Test case for test the system
4.4.1 Unit Testing
The whole system's units were tested separately
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4.4.2 System Testing
Tested the whole system
4.5 QA testing
QA run the program and tested
4.5.1 Unit testing
QA tested the system unit wise
4.5.2 System testing
QA tested the whole system
5.1 System Implementation
The system were installed and implemented in the client company
5.2 User Training and Acceptance Testing
Team will train the client users regarding the system & perform the final verification of the system
5.3 Sign off
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WBS Element Description - Close the project
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BASELINE PROJECT PLAN (GANTT CHART)
Note – Refer the hard copy of the assignment for a clear view of the Gantt chart.
2010/PgDISM /WE 40 | P a g e
Question 04 - Resource Requirements
Resources
This project could be handled with the hardware which are currently using at JKCS. Therefore there
were not needs to buy any additional hardware resources. Also existing software used to implement
the project. JKCS is running several projects simultaneously and all the utility cost such as electricity,
telephone, administration, insurance etc cost is paying by the JKCS. Hence these utility cost did not
affected to this project. It has taken only employee salary for this calculation purposes.
The risk officer is working for several projects and her time contribution for the project is ignorable.
Therefore though the risk officer worked throughout this project her salary is not included for these
calculations. Except Risk Officer other employees were allocated only for this project and their
salary calculated per day.
Cost for the Salaries
Name Salary(Rs) EPF(12%) Total Per day Per Hour Per hour No of
/ ETF(3%) Paid by rate Per day rate in $ days
Basic Other Total JKCS JKCS (total/30) rate / 8 worke
Paid
r Nilantha 60000 20000 80000 9000 89000 2966.67 370.83 3.37 23
st Vishni 37000 8000 45000 5550 50550 1685 210.63 1.91 15.5
e Engineer Fahiz 45000 10000 55000 6750 61750 2058.33 257.29 2.33 34
Developer Shakir 48000 12000 60000 7200 67200 2240 280 2.54 26.75
d Gayan 51000 14000 65000 7650 72650 2421.67 302.7 2.75 26
Ruvini 32900 7100 40000 4935 44935 1497.83 187.22 1.70 15
oper Heshan 28000 7000 35000 4200 39200 1306.67 163.33 1.48 16
Dineth 28000 7000 35000 4200 39200 1306.67 163.33 1.48 16
Chathura 28000 7000 35000 4200 39200 1306.67 163.33 1.48 16
Kunalan 28000 7000 35000 4200 39200 1306.67 163.33 1.48 16
Dilan 28000 7000 35000 4200 39200 1306.67 163.33 1.48 16
Pradeepkuma 28000 7000 35000 4200 39200 1306.67 163.33 1.48 16

r
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Tashila 32900 7100 40000 4935 44935 1497.83 187.23 1.70 35
Total
Salary is calculated for the whole project and middle of the project. (All salaries are calculated
in $)
Project Budget
Total Project Cost (BAC)
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Total Project Cost (BAC) = $ 4,438.08
The Project as at 31st May 2011
CPI = EV/AC
CPI = 3,322.01/3,652.07
= 0.9096
SPI = EV/PV
= 3,322.01/3,420.22
= 0.9713
Above all the calculations are included the project manager's cost and estimated amount for
the whole project is 5,685.11
FAC = $ 5,685.11
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Graph
1 2 3
PV 3420.22 3822.44 3925.22
AC 3652.07 3685.08 3710.11
EV 3322.01 3420 3820.12
4000
3900
3800
3700
3600
PV
3500
AC
3400 EV
3300
3200
3100
3000
1 2 3
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Question 05 – Risk Analysis
Risk Management Planning
RISK MANAGEMENT PLAN
Project Number UAL_LMS_SRS_Ver1.0
Date Prepared 2011-05-14
Purpose
The purpose of this document is to carry out risk management process of Union Assurance Learning
Management System. This identifies risk management activities, schedule and budget, roles and
responsibilities of participants and tools and techniques for risk management activities.
Roles and Responsibilities
Role Responsibilities
Project Manager Assign a Risk Officer to the project
Review the status of all risk mitigation plan on weekly basis
Review the exposure assessments for new risk items
Prepare the top ten risk list of the project
Senior Solution Developer Help project manager to
Review the status of all risk mitigation efforts
Review the exposure assessments for new risk items
Prepare the top ten risk list of the project
Risk Officer Assign each newly identified risk to project member
(QA Manager is appointed Coordinating risk identification and analysis activities

as a Risk Officer)
Maintaining the project risk list
Notify project manager for new risks
Report project manager for risk management status
Project Member Access the probability of risk factors of the project
Report Risk officer for progress of risk management activities
Perform the mitigate plan
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Methods and Approaches
Key persons of risk management activities conduct the risk identification processes in the project.
Anyway all members of project team are encouraged to identify risks. Each identified risk is assessed
on its probability of occurrence and its impact on project. The risk exposure is calculated to prioritize
risk and for resolving risks, entire team is participated to suggest solutions. High priority risks are
resolved first and individual plans are developed to minimize their impact. These plans are conducted
by specific individuals in specific time period and progress is monitored and recreated by Risk Officer
if necessary. Following processes are conducted to define risks in LMS.
1. Risk Identification
2. Categorize Risk
3. Risk Impact assessment
4. Prioritize Risks
5. Risk Response Planning
6. Risk Response Tracking
7. Risk Monitoring
8. Risk Controlling
Tools and Techniques
Risk Identification Brainstorming, Delphi Technique, Interviewing, SWOT Analysis,

Root Cause Identification, Risk Register
Risk Categorize Risk Breakdown Structure
Risk Impact Assessment Probability/Impact Assessment
Risks Prioritizing Probability/Impact Matrix , Top Ten Risk Item Tracking, Expert
Judgment
Risk Response Planning Avoid, Transfer, Mitigate, Accept, Share, Exploit, Enhance
and Tracking
Risk Monitoring and Risk Reassessment, Status Sharing, Risk Audits, Variance and trend
Controlling analyzing, Technical performance measurement, Reserve analyzing
Risk Management Funding

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Assigned key members are responsible to handle this part. Because of that no additional funding is
needed for conducting Risk management process of this project.
Risk Timing Approach
Key persons for Project Risk management should have a copy of Risk Management Plan with the
company’s policy on risk management. This process takes time to perform and that time is normally
equal to project duration period.
Milestone Date
Approve the Risk Management Plan 2011-05-22
Prepare a Risk Management Questionnaire for the project 2011-06-02
Complete the Risk Management Questionnaire 2011-06-09
Approve the Risk Response Plan 2011-06-14
Schedule the Risk Management Review 2011-07-01
Risk Categories
- Attached herewith -
Definition of Impact by Practice
Probability and Impact by Matrix
RISK CATEGORIZATION
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Risk Breakdown Structure
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Risk Description Category Root Cause Potential Responses Risk Owne
Requirement Customers is requesting features that Pro. Mgt. SRS Working on revising SRS Dev
uncertainties are not mentioned in the SRS
Poor time estimating Project duration is expanded the Pro. Mgt. WBS Revising Schedule Estimates, PM
estimations of project manager Overtime Work allocation
Team member changes Team members are resigning and People Pro. Mgt. Plan Assign new one and continue PM
being resigning in project period the development
New technology Project is required a new technology Techno. SRS Take expert’s support Dev
and team is new to it.
Lack of funding Project cost is expanded the Financial Cost Mgt. Plan Revising Cost Estimates PM
estimations of PM or error with the
money inflow of the project
Scope creep Customers is requesting new features Pro. Mgt. SRS Working on revising SRS Dev
and changes beyond the SRS
Inflation uncertainties NPV changes of future cash inflow Market Cost Mgt. Plan Revising cost estimation PM
and out flow due to Inflation
Regulation changes Company change its regulations Org. Pro. Mgt. Plan Ensure the management to not CEO
during the project development affect the organizational
period (No later works) changes
Inefficient meetings Time wasting, inefficient meeting Pro. Mgt. Pro. Mgt. Plan Schedule and notify the PM
and communication bouts meeting, Meeting with only
the key persons
Team member Skills Members with lack of knowledge on Pro. Mgt. Pro. Mgt. Plan Training programs PM
technology required
RISK IDENTIFICATION - Risk Register
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QUALITATIVE RISK ANALYZING - Probability/Impact Assessment
Scope Impact
Very High Scope creep
High Requirement uncertainties
Medium New technology, Poor time estimating, Team member Skills
Low Lack of funding, Inefficient meetings
Very Low Inflation uncertainties, Team member changes, Company regulation changes
Quality Impact
Very High New technology, Poor time estimating
High Requirement uncertainties, Scope creep, Team member Skills
Medium Lack of funding, Team member changes
Low Inefficient meetings, Company regulation changes
Very Low Inflation uncertainties

Schedule Impact
Very High Poor time estimating
High Company regulation changes, Team member changes, Inefficient meetings
Medium Requirement uncertainties, Scope creep
Low Lack of funding, New technology, Team member Skills
Very Low Inflation uncertainties

Cost Impact
Very High Lack of funding
High Poor time estimating, Inflation uncertainties
Medium Company regulation changes, Team member changes
Low Requirement uncertainties, Scope creep, Team member Skills
Very Low New technology, Inefficient meetings
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Probability Impact
Very High Requirement uncertainties, Scope creep
High Poor time estimating, New technology
Medium Team member changes, Lack of funding, Team member Skills
Low Inefficient meetings
Very Low Inflation uncertainties, Company regulation changes

Risk Rating
High Requirement uncertainties, Scope creep, New technology
Medium Poor time estimating, Team member skills &changes, Inefficient meetings
Low Inflation uncertainties, Company regulation changes, Lack of funding
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Probability/Impact Matrices
Requirement
Very High
uncertainties
New technology
High
P Scope creep
r
o
b Inefficient Team member Poor time
Medium
a meetings changes estimating

b
i Team member
l Inflation Skills
Company Lack of funding
Low
i uncertainties regulation
y changes
Very Low
Very Low Low Medium High Very High
Impact
Expert Judgment
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Expert Judgment for Union Assurance Learning Management System is done by group and it
consists with the QA Manager and another two project managers within JKCS. When
defining experts Project Manager has to consider about personal skills of making prediction
and avoiding problem in relevant project domain. However this is the first time that JKCS is
developing MOODLE type of a project, therefore Project Manager has to think about their
excellence of providing judgment on previous projects only.
Expert Judgments is used to analyze the LMS quantitatively and it is also used to perform
some extra processes in the developments.
 Defining the project development period
 Assigning project team members
 Calculating all possible expenses
 Designing user interfaces
 Developing E-library with features of real world library
Top Ten Risk Item Tracking

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Risk Event Rank Rank No of Risk Resolution Progress
This Last Months in
Month Month Top Ten
Requirement uncertainties 1 1 3 Working on revising SRS
New technology 2 2 3 Take expert’s support
Scope creep 3 5 3 Working on revising SRS, Holding

meeting with customer to clarify the
scope
Team member changes 4 3 1 Assign new one and continue the

development (better to get new one who)
Company regulation 5 4 1 Holding meeting with management and

changes make sure the management to not affect
the organizational changes which made
during project period for the project.
Inefficient meetings 6 7 2 Schedule and notify the meeting before

held, held meeting only with key persons
and run it in a professional way, prepare
the minute and send to participants
Poor time estimating 7 6 2 Revising Schedule Estimates, Work

allocating for weekend and late hours
Inflation uncertainties 8 8 3 Preparing cost estimation as resolving

inflation issues
Team member Skills 9 9 3 Training Programs
Lack of funding 10 10 3 Revising Cost Estimates
QUALITATIVE RISKS ANALYZING
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Qualitative risk analyzing is carried out on the LMS as a practice/standard of the
organization. Prioritized risks at the qualitative risk analyzing are used to perform qualitative
risk analyzing. The main tasks of this process are study the affect of those risks and calculate
the monetary value of the affect. Following processes are used as outputs for qualitative risk
analyzing.
 Organizational process assets
 Project scope statement
 Risk management plan
 Risk register
 Project Management plan
Following tools and techniques are used to perform qualitative risk analyzing.
 Decision Tree Analysis
There are 2 methods to develop LMS for Union Assurance. First one is developing the
system from zero as an in-house development and second one is using MOODLE.
MOODLE is used as the solution when considering what Union Assurance want to do in
the system. And it is the cost effective, time effective and modern technological way of
developing LMS.
 Sensitivity Analysis
Sensitivity Analysis is done by on the LMS using Excel. Profit loss that can be occurred
due to the risk of Inflation uncertainties, cost for allocating new team members and
development cost for a date after the project period are calculated using sensitivity
analyzing.
 Simulation
Prototypes and mock-ups are used to imitate the functionality of the system and show
how the system looks like. This method is not used to calculate the numerical value of
risk affect.
Risk register is updated as a result of the qualitative risk analyzing and following components
are used to do that process.
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 Probabilistic analysis of the project
 Probability of achieving time objectives
 Probability of achieving cost objectives
 Customize the order of quantitative risk list
 The way of analyzing quantitative risk
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RISK RESPONSE PLANNING
After all potential risks are organized and categorized; Risk Officer can clarify the best way
to deal with risks. The entire process of identifying, detailing and tracking risks helps to
determine residual and secondary risks as well.
When consider about the risks find in development process of LMS, they can be affected the
project both negative and positive way.
Response for Positive Risks
 Exploit
Develop a LMS for the organization parallel with this project
Use the capability of handling LMS by JKCS for marketing purposes
 Share
When developing a LMS for the organization, use team member’s advices
Spread the trend of developing local software to the other business units of the JKCS
 Enhance
LMS provides experience, skills and ability to handle a same type of projects in future
Increase the organizational range of software development (Enhance the industry)
Response for both Positive and Negative Risks
 Accept
Project team is accepted the negative risk of overload assignment of word due to the
issues in time estimating
Project team is accepted the positive risk of starting software development for local
business industries
Response for Negative Risks
 Avoid
Change the WBS and Project management plan
Use prototype to clear the functionality for users
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 Transfer
Project team is faced the risk of designing a logo for LMS as client expected. As a
solution PM is asked client to get that work done by graphic designer in UA.
 Mitigate
Risk Mitigation Strategies
Technical Risks Cost Risks Schedule Risks
Strictly follow the SRS Strictly follow the cost plan Strictly follow the WBS
Promoting team building Reduce the facilities provided to Not mush dependence on
activities and get team support the team such as food, transport predictions
Increase the project manager Minimize the later work and Prepare the schedule with
authority work on weekends possible buffers
Decrease the interferences of Discuss with sponsor to modify Increase the frequency of
senior management the cash flow project reviewing
Increase the frequency of Increase the frequency of Senior developers are allocated
project reviewing project reviewing to the project fulltime
Select right developers with Rearrange the team by Rearrange the later work and
right skills removing highest paid members work on weekends
Allocate time for developers to Senior developers are not Improve communication within
research allocated to the project fulltime team
Contact with one person from Estimate the cost with possible
client side buffers
Improve communication within

team
Handle appropriate trainings
Residual Risks
The risk of inflation uncertainties is remained as a residual risk of Learning Management System.
Secondary Risks
Training programs are carried out as response for lack of technical knowledge of project
team. Then poor time estimating is occurred as a secondary risk of LMS.
Risk Monitoring and Control
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While the risk management team is conducting complete characterization of risks, project
team can understand particular part of the project and or a particular facet of the project does
in fact come with a set of inherent risks.
Once the Risk officer has prepared the risk management plan and risk register as inputs, she
has the capability of starting risk monitoring and controlling. She can carry out following
processes.
 Risk Reassessment
 Status Sharing
 Risk Audits
 Variance and trend analyzing
 Technical performance measurement
 Reserve analyzing
Output of these processes can be carried out continually and it is documented as advantage
for future project managers in the organization. Following action can be taken as outputs of
Risk Monitoring and Control process.
 Risks register updating
 Organizational documents updating (Probability/Impact matrix, Lessons Learned)
 Project management plan updating
 Corrective actions recommending
 Preventive actions recommending
 Change request performing
Question 06 - Discussion
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Lessons Learned
1. It is important strictly validate the product against the SRS in change request processes.
2. Make sure the management to not affect the organizational changes which made during
project period for the project.
3. Inform the project team to adhere the SRS and in technically challenging situations in
implementing solution as specific in the SRS to obtain assistance from the PM of the
project.
4. Handling tough deadline is important to achieve project time schedules.
5. Wide range of customizations of MOODLE makes maintenance harder of the system,

especially in module/plug-ins and homemade customization.
6. No need to provide additional functions than expressed in the SRS even if they are
available in MOODLE and easily applied.
7. It is important start a MOODLE project with several MOODLE experts, having a single
technology expert can lead the project to the danger.
8. Keep the project team updated with MOODLE technology that is used by other people
around the world. As examples MOODLE.org, MoodleNews.com, MoodleMonthly.com,
feeds from Twitter etc…
9. Available MOODLE systems on the web can be used to show example of how functions
will look like in MOODLE.
10. Communication within team is important and keeps everyone on the team updated.
11. When connecting to content outside from the MOODLE, it is better to place it as
MOODLE recourse to make easier to track resource usage.
12. Make sure to dedicate time for each user on LMS in UAT process.
13. Use multiple choices rather than using true/false question in MOODLE. It is easier setup
multiple choices than adjusting true/false in MOODLE.
14. Advance upload function facilitates multiple upload for document and it adds value to the
system than single upload.
15. Labels can be used to organize content in MOODLE.
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Conclusion
Project management is the discipline of planning, organizing and managing resources to bring
about the successful completion of specific project goals and objectives. The importance of
project management has become more and more significant today especially in today's
market situation. The current economy and downturn as well as highly competitive market
have made our market changed totally. There for using a project management process is very
important for a project team.
Project management practices helped to make the project end successfully. By following the
project management practices, project teams planned and completed the mentioned project
with minimum facilities. Resources, time and project cost were heavily utilized when using a
proper project management process.
Project management process improved tracking and assigning of personal responsibilities as

well as prioritization of goals, so businesses can stay on schedule and not lose focus. Well
defined project management practices make the project achieve its targets.
According to the JKCS, it has to manage thousand of concurrent data. Today business is
increasingly depended on information. A company future direction is mainly depending on
how they manage their own data. When the JKCS started it didn't know how to handle
concurrent data. Those days, data could be managed manually. But today the business has
well formed and complex. Because of that it is needed to have a fully functional and technical
system. As well as now a day the proper project management skills and importance of project
management are used to carry out their work successfully.
Page
Abbreviations
Abbreviations Description
UA Union Assurance
LMS Learning Management System
JKCS John Keells Computer Services
PM Project Manager
UAT User Acceptance Testing
WBS Work Breakdown Structure
RBS Risk Breakdown Structure
SRS Software Requirements Specification
CV Cost Variance
SE Schedule Variance
CPI Cost Performance Index
SPI Schedule Performance Index
EAC Estimate at Competition
ETC Estimate to Compete
VAC Variance at Competition
BAC Budget at Competition
NPI Net Percent Value
EMV Expected Monetary Value
Page
References
Union Assurance (2011) About Us [Online]. Available from:

http://www.unionassurance.com/english/index.php. [Accessed: 19 September 2011]
John Keells Computer Services (2011) About Us [Online]. Available from:

http://www.jkcsworld.com/. [Accessed: 21 September 2011]
Lecturer Note, Perera, M. (2011). Project Management.

Maidenhead: Project Cost Management
Lecturer Note, Perera, M. (2011). Project Management.

Maidenhead: Project Risk Management
Subject Wiki for Project management. (2011). [Online]. Available from:

http://en.wikipedia.org/wiki/Project_management. [Accessed: 24 September 2011]
Subject Wiki for Project risk management. (2011). [Online]. Available from:
http://en.wikipedia.org/wiki/Risk_management. [Accessed: 27 September 2011]
Anti Clue.(2011) Risk Monitoring and Control [Online]. Available from:

http://www.anticlue.net/archives/000821.htm. [Accessed: 01 October 2011]
Official Oregon State Website.(2011) Multiple Choices [Online]. Available from:

http://oregon.gov/. [Accessed: 02 October 2011]
Page
Self Evaluation Report Member 01
Name Jayaratne K.D.I
NO 2010/PgDISM/WE/074
As a member of project management team I have given my contribution by creating Gantt

chart of the project and Identify the project team. I have voluntarily taken and done these
tasks. Because, as a software Engineer I have done lots of projects and I have good idea about
how much time should we allocate to each phases of the project. And also I know how many
project members we should allocate to each task. Because of my experience it was very easy
to me to assign project members and schedule the time lines. And also my previous
experience of working as a System support Engineer is much helpful to complete this task
As a project team all our group members were involved to successfully complete the project.
All our group members are full time employing different organizations and we had no much
time to work together. But we have met every time which we have and discuss about the tasks
and status of the project. And we have discussed the problems with each group member. It
was very effective to complete our projects successfully. Individually Ruvini had done
Abstract and Risk analysis part, and Vishni done the WBS and Resource requirements.
Scope statement and Lessons learn covered by Amila and Jayani had done Introduction,
Stakeholder analysis, Conclusion. Feasibility Study, Project charter and Abbreviation are
done by Dinusha. These all contributions were very essential to complete the project
successfully.
As a team member of the project group I have successfully complete task which were
assigned to me and I’m very much satisfy about my contribution to our project. And I was
much satisfied about the contributions of other team members who worked with me. Finally
I’m much thankful to them to complete the project successfully.
Page
Name W. A. Madhusanka
I have contributed this assignment by carrying out the scope statement and lessons learned
parts as a member of the group project. Those parts are adding to the assignment at the end
and they are main part of the group assignment. Scope statement part is one of the most
important parts in a project. Project scope statement contains the definition of the project. It’s
address and documents the characteristics and boundaries of the project and its associated
products and services. Lesson learned means one of the deliverables of the project and its
help to identify the actual project deliverables.
Abstract and Risk analysis parts were done by Ruvini. WBS and Resource requirement parts
were done by Vishni. Dinusha conducted the Feasibility, Project charter and Abbreviation.
Jayani had done Introduction, Stakeholder analysis, Conclusion.
As a project team all our group members have involved to make the project success. We have
discussed the problems with each group member. It was very effective to complete our
projects successfully. Finally I would like to thank all of our group members to complete the
project successfully.
Page
Name M. N. D. Jayathilaka
I have contributed this assignment by doing feasibility study. When we talk about this project
work, it’s about creating an e library system to union assurance company ltd. First of all we
get to gather and discussed about the project work and we split it in to some parts. So I got
the part called feasibility study. In that report describes how feasible this project work is and
how we measure cost, project team, functions, system overview and etc.
In this project work Project introduction part was done by Jayani Chandasekara. Imeshka
Jayathilaka and Amila Madushanka contributed by doing project planning part. Resource
requirements part done by Vishni and risk analysis was dane by Ruvini. The discussion part
was done by Amila and Imeshka.
To be success in this project work each member work hard and completed their parts on time
individually. Every week we get to gather and discussed what we have to do and what we
have done. According to that we help each other when there is a barrier. So finally i would
like to thank Mr Mangala Perera for giving guidance and help to success this project work
Page
Name L W J B Chandrasekara
My Contribution
I have done the Introduction, Stakeholder analysis and Conclusion parts of the assignment.
The Introduction is the beginning part of the assignment. According to the introduction, I
mentioned about the client company as well as the developing company. Then I mentioned
about the information of the project and the objectives of the projects and also mentioned
about the product and the services of the developing company.
In the Stakeholder analysis section, I have mentioned about all the stakeholders who are
involved to the project. Next section is Conclusion and according to that, discussed the
lessons learnt during the project. Members of my group are also helped me to carry out this
sections successfully.
Others Contribution
 Abstract and Risk Analysis are done by Ruvini Amarasinghe

 WBS and Resource Requirements are done by Vishni Sunderraj
 Feasibility Study, Project Charter and Abbreviation are done by Dinusha Jayathilaka
 Identify the project and Gantt chart is done by Imeshke Jayarathne
 Scope Statement, Lesson Learnt are done by Amila Madhushanke
We had to complete separate sections for each other to carry out this assignment. But all of us
got together and helped each other to complete their sections also. We worked as a team to
carry out this assignment successfully.
Page
Name S. Vishni
We are a group of 6 members and all of us have experience in different areas. Jayani
chandraseka has done the introduction part of this project. She analyzed the background of
the company and the project objectives.
One of the critical tasks of this project is feasibility study and this part is done by the Dinusha
Jayathilaka. And the stake holder analysis in the feasibility study is done by Jayani
Chandrasekara. Project Planning is a critical and important part so it is done by 4 of us.
Imeshka identified the project team members and project chater is drawn by Dinusha. My self
(Vishni) did the WBS and scope statement is done by Amila.
According to identified resource requiremnts Imeska drew the Gantt chart. Again I (Vishni)
analysis the resources and calculated the total project cost. Also I calculated CPI SPI etc. Risk
analysis is another important part of our project and it is done by Ruvini Amarasinghe. Amila
wrote the lessons learnt during the project.
Always we discussed with other members of our group. Also we shared knowledge and every
individual contributed to this project equally.
Page
Name A. A. R. S. Amarasinghe
My Contribution for Unison Assurance Learning Management System are preparing Abstract
and conducting Risk Management. To carry out this project, the real time business problem is
found out from my working organization. Therefore I had an opportunity to submit all the
required information for other team members to carry out their parts.
Task of writing Abstract for the project was not an easy task since all team members has
spread out their parts and I should have an overall idea about what they were doing in their
scope. I analyzed their objectives on individual part and project’s overall objectives to
prepare the Abstract.
Project Risk Management Consists with 06 processes and I went through all these 6 processes
to write the content. I assume that I have appointed as a Risk officer for the project and
conducted all the processes that a Risk officer should carry out on the project. Some of tools
and techniques were not applicable for a LMS, qualitative risk analyzing methods are not
actually done on it.
As a team we break downed overall functions of the project into small parts and assigned
individual team member to carry out one or two processes as they can contribute to submit
the project. Tasks and assigned team member are mentioned below. They gave me a fullest
support to complete this event.
 Introduction, Gantt Chart – Imeshke Jayarathne

 Feasibility Study, Project Charter, Abbreviation - Dinusha Jayathilaka
 Stakeholder Analysis, Conclusion – Jayani Chandreasekara
 Scope Statement, Lesson Learnt - Amila Madhushanke
 WBS, Resource Requirements - Vishni Sunderraj
 Abstract , Risk Analysis - Ruvini Amarasinghe
Page

Group Assignment PgDISM Weekend Union Assurance Learning Management System

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UNIVERSITY OF COLOMBO

FACULTY OF GRADUATE STUDIES

Postgraduate Diploma in Information Systems Management 20010/11

Students Name & No : 2010/PgDISM/WE/074 K .D. I. Jayaratne

Program : Postgraduate Diploma in Information Systems Management

Module : Information System Project Management– PgDISM 504

Lecturer : Mr. Mangala Perera

Faculty : GRADUATE STUDIES

Submission Date : 02 October 2011

2010/PgDISM /WE 1|Page

Question 01- Introduction 07

Introduction to the Client 07

Background Information of the Project 07

Objectives of the Project 07

Introduction to the Developing Company 08

Products and Services 08

Question 02 - Feasibility Study 09

Question 03-Project Planning 18

Project Scope Statement 21

Project Breakdown Structure (WBS) 29

Baseline Project Plan (Gantt chart) 41

2010/PgDISM /WE 2|Page

Cost for Salaries 43

Total Project Cost (BAC) 45

Question 04 – Risk Analysis 47

Risk Management Planning 47

Risk Management Plan 47

Risk Management Categorizing 50

Risk Breakdown Structure 50

Risk Management Identification 51

Qualitative Risk Analyzing 52

Top Ten Risk Item Tracking 56

Qualitative Risks Analyzing 57

Decision Tree Analysis 57

2010/PgDISM /WE 3|Page

Response for Both Positive and Negative Risks 59

Response for Negative Risks 59

Risk Mitigation Strategies 60

Question 04 – Risk Analysis 62

2010/PgDISM /WE 4|Page

2010/PgDISM /WE 5|Page

This document is containing information about following processes.

 Business needs of the project

 Project development environment

 Project planning processes

 Recourse and cost requirements

 Risk Management & Lesson Learned

2010/PgDISM /WE 6|Page

INTRODUCTION TO THE CLIENT

Company Registration Number PQ 12

Tax Payer Identification Number 134001372

VAT Registration Number 1340013727000

Background Information of the Project

Union Assurance Limited is to implement the concept of learning organization, as they

Objectives of the Project

- Upgrading the existing MOODLE application by escalating the functionalities (ex:

2010/PgDISM /WE 7|Page

Products and Services

JKCS is coming with 3 tailored software products.

3. Zhara.hs - The hospitality suite of JKCS consists of a Central Reservation System

Learning Management Systems File Proofing Automation Systems

Weight and Balance Systems Pricing Systems

Role Based Access Control Systems Customer Messaging Systems