Agile Project Management

Project: Certification Management Information System (CMIS)

Group 5

Submitted To:
Sir Ahad Nazeer

Submitted By:
Amna Siddiqui (3A)
01-398201-008

Ayesha Qayyum Khan (3A)

01-398201-017

Bakhtawar Rahman (3A)

01-398201-018
Table of Conten
t
Introduction......................................................................................................................1
About Pakistan Centre for Philanthropy.......................................................................1
Vision:............................................................................................................................1
Mission:.........................................................................................................................1
Comparison of Agile Practices......................................................................................2
Lean:..............................................................................................................................2
Scrum:...........................................................................................................................3
Product Owner..................................................................................................................................... 3
Scrum Master...................................................................................................................................... 3
Team Members.................................................................................................................................... 3
Scrum Process:................................................................................................................................... 4

Kanban Method:..............................................................................................................4
Kanban Principles:.......................................................................................................5
Kanban Board:..................................................................................................................................... 6

Our Approach/Practice for this Project:.......................................................................6

Agile Project Charter.......................................................................................................7
General Project Information........................................................................................7
Purpose:........................................................................................................................7
Project Scope:..............................................................................................................7
Estimated Time period:........................................................................................................................ 8
Estimated Budget:............................................................................................................................... 8

Project Success Criteria:.............................................................................................8

Project Requested By:.................................................................................................9
Project Approval...........................................................................................................9
Remarks........................................................................................................................9
Project Authorization.................................................................................................10
User Stories...................................................................................................................10
Product Description & Minimum Viable Product:......................................................14
User story workshop:...................................................................................................15
User Accounts:...........................................................................................................15
Customer/ User Survey:...............................................................................................16
Story map.......................................................................................................................17
Release Plan..................................................................................................................20
First Release:..............................................................................................................20
Second Release:.........................................................................................................20
Case for Monitoring and Evaluation............................................................................21
Kanban Board: ...........................................................................................................21
 List of Figures
Figure 1 SCRUM Process...............................................................................................4
Figure 2 Kanban Board...................................................................................................6
Figure 3 General Project Information............................................................................7
Figure 4 Project Authorization.....................................................................................10
Figure 5 User Descriptions...........................................................................................15
Figure 6 Release Plan: First Release...........................................................................20
Figure 7 Release Plan: Second Release.....................................................................21
Figure 8 KANBAN Board...............................................................................................21
 Introduction
The main aim of this report is the application of agile methodologies in creating a web
software for Pakistan Centre for Philanthropy. Currently the do all the work manually.
This software is provided to them to change their work from manual to automatic. It will
make the process more efficient and effective. It will also save a lot of time, easy to
understand and user friendly.

About Pakistan Centre for Philanthropy 

Vision:

The three sectors of society - business, civil society and the government - work together
in a strengthened partnership for social development in Pakistan.

Mission:

To enhance the volume and effectiveness of indigenous philanthropy for social

development in Pakistan.

Pakistan Centre for Philanthropy (PCP) is a designated Certification Agency by the

Federal Board of Revenue (FBR), Government of Pakistan vide S.R.O. No.
1116(1)/2003 dated December 18, 2003. In accordance with the section 2(36) of
Income Tax Ordinance, 2001, Non-Profit Organizations working in Pakistan are required
to seek approval of Commissioner Inland Revenue to be recognized as not for profit.
After seeking approval of Commissioner Inland Revenue, NPOs can avail other tax
benefits including tax credit and exemption as well. As part of the procedural
requirement as envisaged and provided in rules 211(2)(g), 213 (2)(d), 217 (1) (b)(vii),
220(1)(b)(vi), 220 A (3) (d) and 220 A(7)(1)(b)(iv) of Income Tax Rules 2002 , PCP
conducts performance evaluation of Non-Profit Organizations on behalf of FBR and
certifies that NPOs meet with the desired requirements of certification standards
(notified by FBR) in the areas of internal governance, financial management and
programme deliver.

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 Comparison of Agile Practices

Lean:

Lean methodology focuses on the optimal utilization of resources, people, and efforts of
an organization in creating value for the customer. Lean focuses on continuous
improvement. The basic idea behind it is, to eliminate all kinds of wastes and increase
customer satisfaction and value with what we do.

7 Principles of Lean Development:

The 7 principles of Lean Development are:

 Eliminate Waste
 Empower the Team
 Deliver fast
 Optimize the Whole
 Amplify Learnings
 Build Quality In
 Defer Decisions

Benefits of applying a Lean Methodology:

Following are the few benefits of Lean:

 By removing waste from the procedures and processes we can reduce the costs
 Lead time will be reduced as the processes are more efficient now
 The team productivity will increase
 Processes will become more aligned and efficient
 Since there will be less waste, more efficient processes, more productivity so the
project will get more visibility at the team level
 Team motivation level will be high
 Profit will be more as the cost will be reduced
 Better quality of product at the end

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Companies look for ways to be more competitive in the market. They want to increase
their market share. Lean methodology is very helpful in eliminating waste. Companies
are implementing this methodology to reap its benefits. This methodology helps in
identifying eight types of waste and by reducing those companies can improve their
productivity.

Scrum:

Scrum is an agile methodology that is used in the development of Software built on

incremental and iterative processes. It is a flexible, quick, and very effective agile
framework that is designed to deliver value to its customers throughout the development
of the project. The work starts with an idea, its features are defined and are being
prioritized and then the work starts on it.

The 3 main pillars of scrum are:

 Transparency (Presenting the facts and giving visibility to all those responsible
for producing the results)
 Inspection (Check on the process to find any variance)
 Adaptation (Taking steps to reduce the variance)

The scrum team includes:

Product Owner

A product owner is responsible for designing and prioritization user stories. He must be
available to the team for answering all their queries.

Scrum Master

Scrum master acts as a facilitator. He is responsible to facilitate the team and the
product owner. He is responsible to remove any obstacles the team is facing.

Team Members

These are the people who work on the project. It includes software engineers,
architects, programmers, analysts, QA experts, testers, and UI designers. They are a

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total of 3 to 9 people on one project. For every sprint, they decide how to complete the
task within the deadline.

Scrum Process:

 Product Owner creates the product backlog and prioritizes them based on what
is more important and what is less important for the business. He gets input from
the customers, team, and stakeholders.
 Sprint backlog includes the items that the team is going to work on next. It is the
subset of product backlog
 The sprint planning meeting is conducted before the start of every sprint.
 The team decides the duration for each sprint. Each sprint is for 1 to 4 weeks.
 The team meets daily to discuss the challenges they face on the previous day
and give updates about today’s work.
 A sprint review meeting is held where the team discusses the progress with the
stakeholders.
 Finally, a Sprint Retrospective meeting takes place where the team discusses the
learnings of the previous sprint and prepares for the next sprint.
 Acceptance criteria are set and agreed upon by the Product Owner, Scrum
Master, and Team Members.

Figure 1 SCRUM Process

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Kanban Method:
The Kanban method is a way to manage work. The organizations use the Kanban
method to visualize their workflow and also to limit work in progress. Through this, it can
be easily seen what work is in process, what is done, and what is left. This method can
be used in combination with other approaches or practices like agile and scrum.

Kanban Principles:

 It focuses on limiting work in progress. By using the Kanban pull system the team
pulls the work when they can do it. Limiting WIP helps to understand where the
project is in terms of progress.
 Managing workflow is the main theme of Kanban methodology. Kanban system
helps the team to analyse the system and certain adjustments to improve the
workflow and reduce the time it is taking for each work. Understand the work and
remove any hurdles which are delaying the work so that the work goes smoothly.
 It believes in continually improving. Feedback is always encouraged as it helps to
identify any bottlenecks.
 It helps in visualizing the project. The visual can be on an electronic Kanban
board or physical board. It can be very simple and complex depending upon the
nature of the project.
 To be fully effective feedbacks are considered from all possible channels.
Feedback is very crucial in the success of any system. Feedback can help
improve the system and make work smoother.
 Processes and policies are made very explicit. Everyone understands what is
expected of them and it eliminates any kind of confusion. The team understands
what to do the work and how to do it.

A common guideline is made for the team to follow.

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Kanban Board:

This is how the Kanban board looks like.

To Do: This shows tasks that are not started yet
Doing: This shows work in progress
Done: This shows the tasks that are completed

Figure 2 Kanban Board

Our Approach/Practice for this Project:

The practice that we will be using for our project is “Scrumban”. This approach
combines the features of both Scrum and Kanban.

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 Agile Project Charter

General Project Information

S.N
General Project Information
o
1. Project Name Certification Management Information System
2. Project Sponsor Board of Directors
3. Project Initiation Date 15th March 2021 (Fictional)
4. Project Completion Date 25th October 2022 (Fictional)
5. Budgeted / Non-Budgeted Budgeted
6. Project Type Operational and Strategic
Figure 3 General Project Information

Purpose:

The main Purpose of CMIS is to explain the business frameworks for the different use-
cases to be made available to the applicant Not for Profit Organizations, International
NGOs and Private Universities who are applying for Tax Exemption Certificate.
The document will explain the detailed functionality of certification process. The
document shall assist to understand the working of the Certification Management
Information System (CMIS) and how the certification department will be working in the
future. This document will also help in providing with the insight on how to map the
business frameworks to corresponding stages for the different use-cases to ensure that
the desired end result expected to achieve.

Project Scope:

The CMIS application will bring an ease to client by simplifying way of getting Tax
certificates and other facilities without waiting long and in a more automated way. This
will eventually improve the processes and increase the level of accessibility. Through

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the development of this application the customer will be regularly informed about new
certification measure and will help them in their capacity building as well. The main
objective is to automate the entire certification process for NPOs/INPOs.

Estimated Time period:

The development of Certification Management Information System is expected to be

completed by 25th October 2022.

Estimated Budget:

Estimated Budget includes the high-level budget information of the project.  Budget
allocated for this project is Rs. 4.5 Million.

Project Success Criteria:

The Certification Management Information System’s success criteria will depend on:

 Timeliness & Completeness of Information

Quality monitoring and tracking during the routine collection of data, its analysis,
and utilization thereof in order to accurately measure achievement against
targets.

 Efficiency of Information
Management of repetitive aspects of work thereby releasing human resource
capacity and energy for focusing on the more analytical aspects.

 Relevance & Objectiveness of Information

Reduction in subjectivity exercised by the individual during certification
assessment and grading, without compromising required flexible for objectivity
where it needs to be invoked and applied.

 Accuracy and Reliability of Information

Adoption of system-based mechanisms, processes and outputs that are rule
based and governed automatically in order to provide a higher assurance to

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 external stakeholders that rely upon information outputs

 Security of Data & Information

Achieving maximum data security

Project Requested By:

Name: Mr. Waseem Mehdi (Fictional)

Designation: Head of Certification Department

Department: Certification

Signature: _________________________ Date: ______________________

      

Project Approval

      Accepted

     Deferred

     Rejected

Remarks

Remarks regarding to the project are to be added here.

9
Project Authorization

S. No Project Authorization
Name Designation
1. Mr. Daniyal Khan Executive Director
2. Mr. Waseem Mehdi Manager Certification
3. Ms. Farhat Aziz Finance Manager
4. Mr. Javed IT Manager

User Stories
Figure 4 Project Authorization

Card
ID Name As a/an I want to So that
ID-01 Registration/Acco Customer Register and I can start the
unt Creation create an certification process
Account
ID-02 Video Tutorial for Customer See the overall I can have a complete
Guidance certification understanding and
process and get information about the
an idea about the required documents.
required
documents
ID-03 Status Updates Customer See the Status of I can see the progress at
my case any point of time
ID-04 Categorization of Customer The fee So that they would be
NPO depending calculation and categorized depending
upon Type and required upon the size
Size of NPO documents as per
the Size
ID-05 Online Application Customer Get the We can finally Initiate the
Form Application form process
as per the size of
NPO
ID-06 Eligibility Criteria/ Customer Read about the I can prepare the
Compliance with required documents required
Pre-Requisites documents

10
ID-07 Document Upload Customer Have the option I can successfully upload
(PDF Files only) to drag and drop the required documents
or upload through
pop up window
ID-08 Automatic fee Customer See the Proforma I can decide whether I
calculation and Invoice want to go ahead with
Submission the transaction and then
(Linked with complete the transaction
Different Banks)
ID-09 Automatic Customer Have my financial So that I can receive an
Generation of highlights efficiently prepared
Financial obtained audited report
Highlights through accurately
Income and
Expenditure
Statement
ID-10 Automated Customer See the current I can keep myself up to
Review of status of my date with the process
Available data application
(Checklist)
ID-11 NADRA Customer Documents to get I can process further in
Verification of officially verified the process
uploaded from relevant
Documents authority
ID-12 Automatic Report Customer Generate the I can keep a record on
Generation reports my submission
automatically
ID-13 Dissemination of Customer Required report So that the organization
Report via email to be sent gets notified that I have
automatically for completed the form
verification
ID-14 Online Certificate Customer To get my I can easily download it
Generation certificate online whenever I want it
without any hassle.
ID-15 Feedback Forms Customer I want to share Further improvement can
my experience be made.

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 ID Name Conversation
ID-01 Registration/Account Creation The Registration should take full Name of
Organization, NTN number , contact details
and mailing address properly with
organizational details Entering the
registered credentials will take to the Video
Tutorial
ID-02 Video Tutorial for Guidance The video tutorial will give an overview of
the overall certification process and will
guide accordingly in order to make the
process smooth.
ID-03 Status Updates This will show the overall status for
certification of the Organization.
ID-04 Categorization of NPO The NPOs will be Categorized in small,
depending upon Type and medium and large sized.
Size of NPO
ID-05 Online Application Form Once it has been categorized upon the size
and fees has been calculated, an
application form will be generated.
ID-06 Eligibility Criteria/ Compliance The criteria should target all possible NPO
with Pre-Requisites types and should have the information
visible for the selected NPO
ID-07 Document Upload (PDF Files The app and website should support
only) multiple file uploads and drag and drop
operations respectively.
ID-08 Automatic fee calculation and The calculated fees should be displayed in
Submission (Linked with an organized manner and should cover all
Different Banks) charges
ID-09 Automatic Generation of After the financial highlights are generated
Financial Highlights through safeguards should be kept in place that
Income and Expenditure prevent any calculation errors
Statement
ID-10 Automated Review of Should provide a detailed account of the
Available data (Checklist) current status and should have an
associated timeline attached with it.
ID-11 NADRA Verification of The documents will automatically be sent to
uploaded Documents NADRA for verification
ID-12 Automatic Report Generation A link to be created to download the report
ID-13 Dissemination of Report via Email sent to the relevant authority for
email confirmation and rechecking
ID-14 Online Certificate Generation Certification generation icon should be
available
ID-15 Feedback Forms Feedback Form should be available for
feedback

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    Confirmation  
ID Name Error Conditions Acceptanc Estimate
e Test hours
ID-01 Registration/Accoun Registration Form missing Product 3
t Creation important sign-up fields Owner
approved it
ID-02 Video Tutorial for Not Able to get access to that Product 4
Guidance due to incomplete registration Owner
credentials approved it
ID-03 Status Updates Time to time updating the Product 4
status Owner
approved it
ID-04 Categorization of Categorizing as Small, Product 10
NPO depending Medium and Large Owner
upon Type and Size depending upon the type and approved it
of NPO size
ID-05 Online Application Once the registration Product 4
Form credentials are completed, Owner
the form will be generated approved it
ID-06 Eligibility Criteria/ The criteria are displayed Product 8
Compliance with correctly Owner
Pre-Requisites approved it
ID-07 Document Upload The documents are uploaded Product 8
(PDF Files only) successfully Owner
approved it
ID-08 Automatic fee The generated invoice is Product 8
calculation and displayed correctly Owner
Submission (Linked approved it
with Different
Banks)
ID-09 Automatic The in-place safeguards are Product 6
Generation of not triggered Owner
Financial Highlights approved it
through Income and
Expenditure
Statement
ID-10 Automated Review The timeline and checklist Product 6
of Available data are updated timely Owner
(Checklist) approved it
ID-11 NADRA Verification Document should be sent for Product 5
of uploaded verification Owner
Documents approved it
ID-12 Automatic Report Automatic option should be Product 5
Generation available Owner
approved it

13
 ID-13 Dissemination of Automatic email sending of Product 3
Report via email report Owner
approved it
ID-14 Online Certificate Available icon should be Product 2
Generation working properly Owner
approved it
ID-15 Feedback Forms Feedback form should be Product 4
available without any hassle Owner
approved it

Product Description & Minimum Viable Product:

The envisioned product will be an online service such that it covers all aspects of the
previous manual work load carried out by the company. This service caters to NPOs by
providing them with a platform that can enable them to obtain, with minimal time delays
and ease, tax exemption certificates. Existing systems in place can take up to a couple
of months of time and require tedious amounts of effort from the clients in making sure
their queries are processed accurately.

With this product, the clients will be able to create an account where all the relevant
data will be provided to them. From this portal they can then fill in application forms by
themselves, which removes the doubt of human error as it takes away any liability from
the workers and empowers the clients by giving them full access to the process and
creates transparency about the process itself. Furthermore, the product will provide
storage space for the submission of documents, required for this certificate that will be
later digitally verified through NADRA as well. The clients will then be given a complete
proforma invoice which they can assess and, if satisfactory, can be paid online through
banking portals. The submitted form will then be analyzed automatically by the system
and create a status report consisting of milestones that need to be achieved for the
client’s application to be processed successfully. Upon the successful completion of all
the milestones, the client will be provided with the requested tax exemption certificate.

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Therefore, the product provides a complete online system to the clients which falls in
line with the current trend of the 21st century of digitization of processes and makes the
current process manifolds efficient.

User story workshop:

A meeting was held on story point estimation in which Product Owner, Scrum Master
and Development team discussed and generated the estimates using the “Planning
Poker” as estimation technique of story point’s selection. In which consensus was made
on the keen functionality selection of the majority.

User Accounts:

1 Product Owner Ayesha Qayyum Khan

2 Scrum Master Bakhtawar Rahman
3 Product Developer Amna Siddiqui
Figure 5 User Descriptions

 Product owner came up with an idea that such a software should be developed
that will help in the certification process. It will make the process more efficient
and effective. CMIS is supposed to help in automating the manual work. After
virtual discussions with multiple end users, Product Owner approached Scrum
Master. Given the main concept by Product Owner, Scrum Master suggested
such a software can be developed.
 Further brain storming sessions were held by Product Owner with the end Users,
Product owner arranged a group meeting, and the participants were Scrum
Master, product developer and the product owner. This meeting was arranged at
Scrum Master’s office. Product owner came up with the minimum viable product
for the envisaged software application. Product Developer suggested that extra
levels of security should be added to the product, to make sure the sensitive data
provided by the clients does not leak.
 Product Owner discussed with Scrum Master that NPOs should be segregated
depending upon type and size. Based on this discussion Scrum Master directed
product developer to employ this functionality accordingly into the app.

15
  It was unanimously decided by all three users that there should be complete
transparency in the system’s process. This meant that there would be no hidden
charges and that the client would be given a real time update on the process of
their application.
 The web application is to be developed using JavaScript, the mobile application
would be developed in Python and blackened database can be created on
NoSQL such as MongoDB.

Customer/ User Survey:

A live meeting was conducted in which the Product owner, Scrum Master and the
Development team discussed and conducted a survey based on questionnaires on
keen functionalities. The meeting was concluded on a decision that we will have 2
releases and that will comprise of 2 sprints and each sprint will be of 1 week. Our
release plan will be fixed scope type. The functionalities that involve high priority should
be delivered on 1st release and remaining in the 2nd release. The details of the
functionalities are given in the release plan.

Story map

STORY MAP
Story Parts Story Details with Alternates

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Registration/Accou Create an account on Create an account on
nt Creation the company website the company app

Enter all the details Enter all the details

required, such as required, such as
Organization name, Organization name,
NTN number etc. NTN number etc.
Finish Creating an Finish Creating an
account and be account and be
moved to Tutorial. moved to Tutorial.

Watch the video

Skip the tutorial to
Video Tutorial for tutorial to learn about
move on to the next
Guidance the certification
step
process.

Observe the current Observe the current

Status Updates certification status of certification status of
the organization. the organization.
If not applied yet
move on to the
“Apply” process

Categorization of An application form is

An application form is An application form is
NPO depending generated based on
generated based on generated based on
upon Type and the medium NPO
the small NPO size. the large NPO size.
Size of NPO size.

Eligibility Criteria/ Observe the

Compliance with documents required
Pre-Requisites for application.

Scan the documents.

Upload the
Upload the
documents by
documents by
selecting multiple
dragging and
documents and
dropping.
selecting upload.
The documents are The documents were
uploaded not of the required
successfully. standard and

17
 therefore an error is
generated.

Automatic fee
On the basis of the
calculation and
documents submitted
Submission
a proforma invoice is
(Linked with
generated.
Different Banks)
A clear view of all An error occurred in
applicable charges the display of the
can be observed. proforma invoice.

Returned to the
previous step

Upon payment of
fees, the status is set
to under process.
Upon payment of
fees, financial
highlights are An error is generated
obtained from the if financial highlights
Income and could not be obtained
Expenditure
statement.

The status now shows

a checklist of the
Automated Review
milestones in the
of Available data
process along with a
(Checklist)
timeline for
completion.

Upon verification of If documents could

documents sent to not be verified or
Automatic Report NADRA a link to further information is
Generation download the report required (special
for customer record is cases), the status is
generated. updated accordingly
An email is sent to the
organization to inform
them through the
official channels.

18
 A portal to download
the Certificate online
is provided.

Forms are available

after completion of
Feedback Forms process to get
feedback from the
customer.

19
 Release Plan
There will be 2 releases. The type that will be used for this is “Fixed Scope Release”

First Release:

 1 Sprint = 1 week = 40 hrs.

 1st Release = 2 Sprints

Figure 6 Release Plan: First Release

A total of 40 story points will be released in the first release. The estimated time would
be 40 hours.

Second Release:

1 Sprint = 1 week = 40 hrs.

1st Release = 2 Sprints
A total of 40 story points will be released in the first release. The estimated time would
be 40 hours.

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 Figure 7 Release Plan: Second Release

Case for Monitoring and Evaluation

Kanban Board:

Figure 8 KANBAN Board

21