NGUC

PROPOSAL DOCUMENT IN RESPONSE TO THE TERMS OF REFERENCE (TOR)

NGUC College Online Learning Management System Project

Learning Management System (LMS)

By
GUBA TECH
Dec 2021
Addis Ababa Ethiopia
 a. Intended Audience

In priority order, the main reviewers of this document are

1. Business Sponsor: review and approve

2. Project Manager: review and integrate into construction project phase

3. Systems Analyst: review and translate into system specifications

4. Stakeholders: review and provide feedback to business sponsor

Users: optional review and provide feedback to stakeholders

b. Abbreviations and synonyms

Abbreviation Definition

LMS Learning Management System

ASP.NET Active Server Pages Network Enabled Technologies

DOB Date Of Birth

TOR Terms Of Reference

RAD Requirement Analysis Design

SDD System Design Document

WBS Work Breakdown Structures

Table of Contents
a. Intended Audience ............................................................................................................................ 2
b. Abbreviations and synonyms ............................................................................................................ 2
Submission letter........................................................................................................................................... 4
1. INTRODUCTION ................................................................................................................................ 6
1.1. STATEMENT OF THE PROBLEM ............................................................................................ 6
1.2. Project Objectives ......................................................................................................................... 6
1.2.1. General Objectives ................................................................................................................ 7
1.2.2. Specific Objective ................................................................................................................. 7
1.3. Scope of the project ...................................................................................................................... 7
1.4. Over Views of the system ............................................................................................................. 8
1.4.1. Learner engagement & Retention ........................................................................................ 9
1.5. Description of Approach, Methodology and Work Plan for Performing the Project millstones 14
1.5.1. General ................................................................................................................................ 14
1.5.2. Understanding of the project ............................................................................................... 14
1.5.3. Methodology ....................................................................................................................... 18
1.6. PROJECT DELIVERABLE AND PHASES .............................................................................. 19
1.6.1. Work Break-Down and Coordination ................................................................................. 20
1.6.2. Work Breakdown Structures (WBS) ................................................................................... 21
1.6.3. Payment Terms ................................................................................................................... 26
1.6.4. Role Description of the Team ............................................................................................. 26
1.6.5. Schedule .............................................................................................................................. 27
1.6.6. Contact Us ........................................................................................................................... 28
Submission letter
Date: Addis Ababa, oct 18, 2021
Contact Name: Abel Birara

To: NGUC

Dear: NGUC Managements

Please find enclosed our detailed software proposal for your kind consideration.

I, on behalf of Gubatech, am pleased to submit our proposal of our Gubatech LMS platform for
students of your organization. I am thankful for your time and attention and this opportunity to
earn your business. Your business is very important for our management. If selected as a vendor,
Gubatech team will do its best to demonstrate our commitment, flexibility, and an edge in a
solution/service designed for skill development and higher education.
We are continuously going out of the way to recruit the best performing team and deliver an on-
going value to our customers. We will be able to provide customer service and support in your
organization without incurring extra costs. Please review the proposal and I can assure you the
quality of our work and best fitted for learners of your organization. I look forward establishing a
long-term engagement through this project. At software firm we are aware that creating client-
oriented software takes a mixture of technical excellence and clear communication and our firm
hires only the very best to ensure you receive both. We know that every client is unique and we
strive to deliver an individual, innovative and affordable proposal every time and to follow it
through with an outstanding delivery which is both on time and within budget. We,
undersigned, offer to provide the consulting services for consultancy service Analysis, Design,
Development and Implementation of Student Information Management System (SIMS) for
NGUC and satellite Campuses in accordance with your Request for Proposal dated Nov 2021
and our proposal. We are hereby submitting our Proposal, which includes this Technical
Proposal and a Financial Proposal sealed in a separate envelope.
We hereby declare that:

(a) All the information and statement made in this proposal are true and we accept that any
misinterpretation contained in this Proposal may lead to our disqualification by the Client
and/or may be sanctioned by the Bank.
(b) Our proposal shall be valid and remain binding upon us for the period of time specified
(c) We meet the eligibility requirements, and we confirm our understanding of our obligation
to be abided by the Bank policy in regard to corrupt and fraudulent practices.
(d) In competing for (and, if the award is made to us, in executing) the Contract, we
undertake to observe the laws against fraud and corruption, including bribery, in force in
the country of the client.
(e) we undertake to negotiate a Contract on the basis of the proposed Key Experts. We
accept that the substitution of key Experts for reasons may lead to the termination of
Contract negotiations.
(f) Our proposal is binding upon us and subject to any modifications resulting from the
Contract negotiations.

We undertake, if our Proposal is accepted and the Contract is signed, to initiate the Services
related to the assignment no longer than five days.

We understand that the Client is not bound to accept any Proposal that the Client receives.

We remain,

Your sincerely,
 1. INTRODUCTION
Due to the rapid change in technological progress and the globalization trend in higher education
and the elimination of boundaries among students, new methods and perspectives have opened to
educational practice such as E-learning. Now, Information & Communication Technology (ICT)
is currently used in education to assist students in learning more efficiently. It is helping teachers
to undertake administrative tasks more efficiently.

ELearning is a learning process with the combination of content that is both delivered digitally
and through face-to-face learning. eLearning contributes to the shifts from traditional face-to-
face learning to the use of web technological tools which enhances collaborative learning and
presents an entirely new learning platform for students. eLearning has also been the principal
form of distance education but now, it is also changing the instructions on higher education as it
is now becoming a global agent in higher education. Advancements in technology learning have
contributed to the enhancements of generations of face-to-face learning and generations of
distance education. As to it, when eLearning develops, it has begun to use different approaches
to address diverse goals.

1.1. STATEMENT OF THE PROBLEM

Online learning environments have grown in popularity and application in educational settings.
Usage of these tools continues to grow, placing continued demand on instructional designers to
develop appropriate applications of these information and communication technologies for the
benefit of learners. The devices and their software did not necessarily arise with educational
purposes in mind but they find their way into educational settings, nonetheless. In order to best
support learner success, online tools must be subject to pedagogical consideration and effective
instructional design.

1.2. Project Objectives

Enhance the quality of learning and teaching. Meet the learning style or needs of
students. Improve the efficiency and effectiveness. Improve user-accessibility and time
flexibility to engage learners in the learning process.
 1.2.1. General Objectives

 Enhance the quality of learning and teaching

 Meet the learning style or needs of students

 Improve the efficiency and effectiveness

 Improve user-accessibility and time flexibility to engage learners in the learning

process

1.2.2. Specific Objective

The following are the specific objectives set to achieve the above general objective

 To formulate requirement analysis document.

 Study the existing system and find out the problem.

 To formulate system design document.

 Find the solution for the problems found in the existing system.

 Design and build a particular model of this proposed system.

 Deploy the system and maintain it till it satisfies the needs of the Customer

 To have a database system that will update, add retrieve applicant and student files
so that to reduce data/document lose.

1.3. Scope of the project

Learning Management System mainly performs the following activities:

 To develop web-based application system

 To satisfy user requirements and view reports.

 The system will be secured with username and password/PIN

  First the system will have the user’s name and password which enables the
system to operate for authorized users only.

 Register any applicant who fulfills the requirement to join the university or the
College students which are eligible.

 Register Student information by approving the applicants and Generate unique

Student Identification (ID) number

 Register Course which are the University/or College decides to take for each
batch and Semester

 Register student which are add/Drop course per each semester.

 Register Student Result

 Register Course Exemption

 Student able to attend live class

 Student able to take exams online

 Student able to chat with friends and teachers privately

 Student able to learn at anytime and anywhere without limited

 Generate student grade and different reports based on stockholder’s requirement

and organizational report template forms

 Many more

1.4. Over Views of the system

Gubatech (Learning Management System) is a fully integrated customizable digital
learning platform
with a mobile approach that allows students to learn anywhere, anytime, at their own
convenience.
This platform works across multiple devices including smartphones, tablets and laptops.
 The proposed LMS offers wide array of benefits to the user

 Separate privilege for users

 Multi campus
 Integrated Live class
 Monitoring &evaluation
 Time assessment Platform
Gubatech proposed LMS is a comprehensive learning management system with a focus on
usability for Teachers and Learners. Teachers and Learners can access the system anytime
anywhere through their mobile devices or any modern browser. Learners also have a web
application interface to access the LMS. Through this document, Gubatech wants to outline
major features and functions available through the LMS.

1.4.1. Learner engagement & Retention

We understand that Learner retention is directly proportionate to Learner engagement. As

engagement improves relationships with Learners and promotes connectedness that
helps to improve Learner and promotes connectedness that helps to improve Learner
retention rates. Following are the few features and functionalities that help
organizations and institutions to increase Learner engagement:
a) Gamification: Gubatech supports Badges to motivate Learner. A learner can receive
and display LMS badges online to recognize their achievement or competency. It
supports badges at the course level, which are awarded for activities within a specific
course. Learner-boards display progress and ranking of learners to help them gauge
their performance against their peers.
b) Continuous and Immediate Feedback: It is essential that Learners are given
feedback on a timely basis to solidify their learning and motivate to improvise. The
instructor can provide feedback to an individual or group via
  Audio
 Video
 Messages
 Discussion forums
c) Collaboration: System provided various options for Learners and instructors to
collaborate:
 Forums: Promote discussions via connected online communities.
 Messages: Learners/instructors can send messages to each other.
 Chats Rooms: Chat Rooms are designed for timed group discussions.
 Live lectures: Instructors can schedule live lectures which get added as an
event in the user’s calendar (for the course). Instructors can invite all the
users in the course or a selected group. Gubatech integrates with
GoToMeeting and GoToTraining.
 Notes: Instructors and Learners can create and share notes.
 Whiteboard Space: Whiteboard space is available video recording feature to
collaborate.
 Communities: An online space where users with similar interests

Learning outcomes & Learner success

Learning outcomes configuration is an integral part of our system. It provides flexibility
through powerful analytics engine through which the success is measured. The following kind
of learning analytics is tied up with learning outcomes:

• Logs
• Activity
• Activity Completion
• Live Logs
• Quiz statistics
• Participation
• Course overview
• Course completion status
 • Progress bar
• Events List
• Activity result block
• Configurable reports
• Engagement analytics

Drive innovation in Teaching and Learning

It is our continuous endeavor to drive innovation to enhance an online teaching and

learningenvironment. Some of the capabilities are as follows:

a) Blended Learning: Combination of online and traditional face to face learning

is used to provide personalized lessons.
b) Online live training: Interactive teaching and learning where instructors can
post syllabi and course materials, including documents, graphics, audio, video
and multimedia, polls, concept videos
c) Self -paced online learning: Learner can take the course anytime anywhere with
any device at their preference. Gubatech is specially designed for low internet
bandwidth conditions.
d) The proactive training, concept templates, self-paced learning videos, and
webinars will speed up their practical knowledge around instructional design and
training
e) Whiteboard: Whiteboard space with a video recording feature to make
classes more interactive.
f) Annotation: Give the ability to annotate any topic and highlight the document.
g) Multimedia: Video and audio files can be uploaded and played within the
learning environment. Content from external sites such as Youtube and Vimeo
can be embedded. Video and audio can be recorded directly into its learning to
provide feedback, instructions or support.
 Resources and Activities

There are various kinds of activities which Gubatech supports. The list below is not
exhaustive
but an illustration of most popular activities:
a) Resources: Any standard format of file can be uploaded as an activity in a
course. The most famous formats are videos, presentations and Microsoft Office
formats.
b) Assignments: A popular activity for formal education wherein Learners submit
files which the instructor accesses.
c) Quiz: Widely used for practice and in mathematical courses with various kinds
of questions like multiple-choice, single choice, short and long answers.
d) Live Lectures: Instructors can schedule live lectures which gets added as
an event in Learner’s calendar (for the course). Instructors can invite all the
Learners in the course or a group.
e) Paid activities: Instructors can share activities in which Learners have to
make payment before they enroll.
f) Questionnaire: A comprehensive survey system can be added with multiple
questions. Customized Activity: Based on customer feedback customized activities
can be created

Emerging learning models

Adaptive Learning: Gubatech is adaptive learning management platform allows Learners to

geta personalized learning experience through its Patent Pending Technology.
• Learn online or offline Submit Quiz or Assignment
• Online or Offline Self - assessment
• Comparison across courses Collaborate through Messages,
• Forums and Chat System Driven Alerts on Grades,
• Revisions and what to study Focus more on what is important
Competency-Based Learning: Learners move through a course at their own
pace as they master pre-determined competencies set for the courses. Course
length is not defined by a calendar and credits are measured by competencies
 mastered.

Communication between Learners, Instructors, and Relevant staff

Gubatech provides many communication tools like announcements, discussions, and email
options for users to communicate and foster collaboration during the course.
Email
 Email learners
 Remind Learners to identify themselves and the class in the body of
the email
 Notify Learners of assessment deficiencies directly from Grade Center

Announcements
 Compose announcements and save for future reuse
 Post important news items as announcements and simultaneously email to
all Learners.
 Include course links when notifying Learners of new course resources or
assignments
Asynchronous Discussions
 Create a discussion forum to post general questions
 Enable forum subscription to be notified via email when new questions
are posted
 Create a social forum for off-topic discussion
 Include due dates for discussion contributions in forum description
 Make discussion forums available as needed rather than all at once
 Reorder discussion forums in reverse chronological order to reduce
scrolling.
 Past discussion forums
 Collect threads for viewing offline
 Supplement text communications with audio
 Create graded forums, if assigning a grade for discussion participation.
  Use rubric for grading discussion contributions
Content management

Our learning management system offers powerful content management that enables faculty to
store and manage all their course and group assets in one place, the content of all types can be
managed, updated and shared.

Working with different file formats: Gubatech support all the standard file formats like MS
Office, PDFs,videos (mp4, mpg, etc.), Audio (mp3, wav, etc.), and HTML5 CSS3 pages. It
provides an easy way for an instructor to present materials to their Learners. The materials can
be displayed on the page either as individual items or bundled together inside.

Working with Media: Gubatech allows both instructors and Learners to add media.
Aninstructor, for example, might include a video or sound file in a Lesson or Quiz which could
then form the basis of a set of questions. Also, they can add & send video feedback or they can
create concept videos. Type of media it supports: Video, Audio, Images, Embedding content.

1.5. Description of Approach, Methodology and Work Plan for Performing the
Project millstones

1.5.1. General
Guba TechS is pleased to provide this proposal in response to the Terms of Reference by NGUC
for Analysis, Design Development and Implementations of Student Information Management
System (SIMS) For NGUC.
Guba Tech has adequate experience in similar projects and good execution history to effectively
deliver this project. Evidences to show similar projects and execution are attached in the Guba
Tech as part of this proposal. We are 100% confident that we would fully meet NGUC’s
expectation in delivering this project should we be given the chance to do so.

1.5.2. Understanding of the project

Guba Tech understands that this project will bring radical change in the day-to-day activities of
managing student information electronically with a new module in place in addition to the
standard capabilities of registrar system. We also understood that the existing system that NGUC
uses to manage student information is traditional with many setbacks which is hindering the
service target to be achieved. Also, currently the computerized system is located in NGUC central
database premises.

Guba Tech will study, design, develop, test and implement web-based Student Information
Management System, collaboration platform, Backup Solutions and project will make sure
proper and organized training is given for building the proper capacity required to effectively use
the system and to produce fruitful results.

Thus, this project is aimed to resolve all issues that exist currently and to add more advanced
features for NGUC and the campuses to perform their expected task in efficient and systematized
way.

1.5.2.1. Pre Project-Startup Milestones

Before proceeding with the actual implementation, Guba Tech team will perform pre-project
startup activities which are vital for the success of the project. We believe these activities will
play a great role to determine the result directly or indirectly.

The major pre-project startup activities include:

 Perform extensive study on what is at hand and what is needed to be achieved

 Collect all the study results and produce organized assessment report for NGUC
management team to review and to agree on expectations and deliverables
 To sign up project charter document to bind the deliverables with expectations formally
between Guba Tech and NGUC management team
 Produce an organized Requirement Analysis Design (RAD) document to be reviewed
again with NGUC management team and to make sure all requirements are captured very
well. The RAD document will contain the below sections at minimum and we will add
any details if necessary.

1.5.2.2. On-Project Milestones

After passing the pre-project startup milestone, we will start the project as all required inputs and
expectations are in place. On this stage, we will make sure all captured details are addressed in
the project to meet client needs and target. This is a stage where all activities to finalize the
system is conducted. The major activities here include:

 Designing and development of the web-based Student Information Management System

(SIMS) platform Constructed in 5 Modules

 Registrar Management Module which contains Application Form, Student

Registration, Student Admission, Result Registration, Result Report, Course
Exemption, Grade receiving, Graduate Spelling Form, Document Service, Fee
Management, Staff management, Admission View, Result View, many more
 Learning Management Module also contains Add and Drop, Department,
Instructors, Class Schedule, Course Registration, Program Registration, lesson
configuration, live class, course status etc.

 Exam and Assessment Module this module Contains Assessment management,

Assessment submission, Grade change forms, Grade change form for
departments, Grade change form for academic dean, Assessment Views,
Submitted Assessment Views, self tested, online exam
 Document Management Module Contains Document configuration, Template
document
 Communication Management
 Content Management
 System Modules Contains Roles, Users, Privileges

 Testing the newly designed & developed web-based system to make sure all functional
as well as non-functional modules are working as expected on Gubatech machines
 Preparation of all needed devices and software’s to avail a place to host the system on
NGUC and one other site to be selected as pilot site (including servers, operating systems,
databases, platforms required, etc.…)
 Hosting the newly designed web-based system on NGUC and the other pilot site premises
first and perform performance and high availability test thoroughly
  Migration of data from existing electronic formats to the Newley web-based system in
NGUC and another pilot site selected
 Migration of manual data (if any) from manual source to the new system in NGUC and
another pilot site selected
 Customization of look and feel for each one remaining satellite campuses to make sure all
have interfaces as per their requirement.
 Preparation of all needed devices and software’s to avail a place to host the system on
each one remaining satellite campuses (including servers, operating systems, databases,
platforms required, etc.…)
 Hosting the developed and designed web-based system on each one remaining satellite
campuses and perform both performance and high availability tests thoroughly
 Migration of data from computerized system to newly designed web-based system for
each one remaining campuses
 Migration of data from manual source (if any) to newly designed system for each of the
one remaining satellite campuses

1.5.2.3. Post-Project Milestones

Here, we can assume that all the project activities are completed, and the system is deployed in
NGUC Server. Also, we can say all satellite campuses can run the system by logging with their
campus where data registers to the central database by configured with campus name. Major
activities to be taken care of in this milestone will be:

 Documentations – Guba Tech will prepare and provide all necessary documentations like
 Requirement Analysis Document (RAD)
 System Design Document (SDD)
 User Guides – for users who will be using the system (registrar teams,
teachers, …)
 Administration Documents – this is for the IT staffs to make sure they
have clear information on each detail of the system to act as first level
support and beyond. It will contain all logical diagrams, high level and
low-level diagrams, how to on administration areas to keep the system up
and running
  Configuration Documents – this is again useful for the IT staffs to know
details of the configuration items like IP addressing, server naming, server
roles, services, …
 Troubleshooting Documents – this is a document which will have basic
troubleshooting tips for common issues which will help the IT staffs to
minimize the troubleshooting time for any issue on the system

 Training Module Document – these are documents that will be used to

train IT admins, Registrar groups, Teachers at main campus and satellite.
After completion of the training, these documents can be referred for easy
understanding and to train others as well. Guba Tech will provide
organized training for IT admins and system users by using planned
training modules and program

 Go Live – here Guba Tech and all stakeholders will agree on system go live date and
proceed with go live scenarios to start the use of the system officially in NGUC and across
all satellite campuses
 After Go-Live Support – as requested by the institute, 3-year support will be included in
this project after the date of Go-Live where Guba Tech will manage to:
 Perform minor changes
 Troubleshoot the system in time of failures or issues – this is application
and infrastructure level
 Assisting the team in operation of the system – One dedicated support
staff will be assigned for one year to assist smooth operation; the rest two
years support will be handled remotely from Guba Tech office through
remote connection.

1.5.3. Methodology

1.5.3.1. System Development Methodology

System development methodology is a technique that is used to show how the proposed system
will be developed. In this case, the methodology used will be an agile model.
 1.5.3.2. Agile Methodologies
Agile methodologies are a group of methodologies that utilize incremental changes with a focus
on quality and attention to detail. Each increment is released in a specified period of time (called
a time box), creating a regular release schedule with very specific objectives. While considered a
separate methodology from RAD, they share some of the same principles: iterative development,
user interaction, ability to change.

The characteristics of agile methods include:

 small cross-functional teams that include development-team members and users;

 daily status meetings to discuss the current state of the project;

 short time-frame increments (from days to one or two weeks) for each change to be
completed; and

 At the end of each iteration, a working project is completed to demonstrate to the

stakeholders.

The goal of the agile methodologies is to provide the flexibility of an iterative approach while
ensuring a quality product.

In this project, we are going to use agile software process model for the following reasons:

 Changes or modifications are tolerated even if it comes late

 More suitable for developing small and less complex projects

 Flexibility in budget and schedule is possible and welcome

 Doing or completing one task before moving to the next phase is not mandatory.

1.6. PROJECT DELIVERABLE AND PHASES

The main deliverables of this project will be the complete software system and the software
engineering document that include:

 Software Requirement and Specification

 Software Design Document

  The Software engineering document will be constructed

 Code Program implementation

 Tested System and maintenance

1.6.1. Work Break-Down and Coordination

Work break down is the process of dividing the project in to manageable tasks and logically
ordering them to ensure a smooth evolution between tasks. The following key parameters are
considered to break down our task for this project.

 The task must be accomplished by project team members.

 Each task must have a single and identifiable deliverable.

 Each task must have a known method and technique to do it.

 Each task must have a well-defined predecessor and successor.

 1.6.2. Work Breakdown Structures (WBS)
Gubatech teams prepared project Work Breakdown Structures in two ways

1.6.2.1. Tabular View

Level 1 Level 2 Level 3
1.Student 1.1 Initiation 1.1.1 Evaluation & Recommendations
Information
1.1.2 Develop Project Charter
Management
System 1.1.3 Deliverable: Submit Project Charter
1.1.4 Project Sponsor Reviews Project Charter
1.1.5 Project Charter Signed/Approved
1.2 Planning 1.2.1 Create Preliminary Scope Statement
1.2.2 Determine Project Team
1.2.3 Project Team Kickoff Meeting
1.2.4 Develop Project Plan
1.2.5 Submit Project Plan
1.2.6 Milestone: Project Plan Approval
1.3 Execution 1.3.1 Project Kickoff Meeting
1.3.2 Verify & Validate User Requirements
1.3.3 Design System
1.3.4 Procure Hardware/Software
1.3.5 Install Development System
1.3.6 Testing Phase
1.3.7 Install Live System
1.3.8 User Training
1.3.9 Go Live
1.4 Control 1.4.1 Project Management
1.4.2 Project Status Meetings
1.4.3 Risk Management
1.4.4 Update Project Management Plan
 1.5 Closeout 1.5.1 Audit Procurement
1.5.2 Document Lessons Learned
1.5.3 Update Files/Records
1.5.4 Gain Formal Acceptance
1.5.5 Archive Files/Documents

1.6.2.2. Tree Structure View

 SIMS
1

Initiation Planning Execution Control Closeout

1.1 1.2 1.3 1.4 1.5

Evaluation & Create Project Kickoff Audit

Preliminary Project
Recommendati Meeting Procurement
Scope Management
ons
Statement 1.3.1 1.4.1 1.5.1
1.1.1
1.2.1
Develop Project Document
Verify &
Charter Determine Project Status Lessons
Validate User
Project Team Meetings Learned
1.1.2 Requirements
1.2.2 1.4.2 1.5.2
1.3.2
Deliverable:
Submit Project Project Team
Kickoff Meeting Update Files/
Charter Design System Risk Records
1.1.3 1.2.3 Management
1.3.3 1.5.3
Develop Project 1.4.3
Project
Sponsors Plan Procure
Reviews Project 1.2.4 Hardware/Soft Gain Formal
Charter ware Update Project Acceptance
1.1.4 Submit Project Management
1.3.4 1.5.4
Plan Plan
Project Charter
Signed/Approve 1.2.5 1.4.4
d Install
Development Archive Files/
1.1.5 Milestone: System Documents
Project Plan
Approved 1.3.5 1.5.5
1.2.6
Testing Phase
1.3.6

Install Live
System
1.3.7

User Training
1.3.8

Go Live
1.3.9
 1.6.2.3. WBS Dictionary

Level WBS Element Name Definition

Code
1 1 Student Information All work to implement a new widget management
Management System system.
2 1.1 Initiation The work to initiate the project.
3 1.1.2 Develop Project Charter Project Manager to develop the Project Charter.
3 1.1.4 Project Sponsor Reviews Project sponsor reviews the Project Charter.
Project Charter
3 1.1.5 Project Charter The Project Sponsor signs the Project Charter which
Signed/Approved authorizes the Project Manager to move to the Planning
Process.
2 1.2 Planning The work for the planning process for the project.
3 1.2.1 Create Preliminary Scope Project Manager creates a Preliminary Scope
Statement Statement.
3 1.2.2 Determine Project Team The Project Manager determines the project team and
requests the resources.
3 1.2.3 Project Team Kickoff The planning process is officially started with a project
Meeting kickoff meeting which includes the Project Manager,
Project Team and Project Sponsor (optional).
3 1.2.4 Develop Project Plan Under the direction of the Project Manager the team
develops the project plan.
3 1.2.5 Submit Project Plan Project Manager submits the project plan for approval.
3 1.2.6 Milestone: Project Plan The project plan is approved and the Project Manager
Approval has permission to proceed to execute the project
according to the project plan.
2 1.3 Execution Work involved to execute the project.
3 1.3.1 Project Kickoff Meeting Project Manager conducts a formal kick off meeting
with the project team, project stakeholders and project
sponsor.
3 1.3.2 Verify & Validate User The original user requirements is reviewed by the
Requirements project manager and team, then validated with the
users/stakeholders. This is where additional
clarification may be needed.
3 1.3.3 Design System The technical resources design the new widget
management system.
3 1.3.4 Procure Hardware/Software The procurement of all hardware, software and facility
needs for the project.
3 1.3.6 Testing Phase The system is tested with a select set of users.
3 1.3.7 Install Live System The actual system is installed and configured.
3 1.3.8 User Training All users are provided with a four hours training class.
Additionally, managers are provided with an additional
two hours class to cover advanced reporting.
3 1.3.9 Go Live System goes live with all users.
2 1.4 Control The work involved for the control process of the
project.
3 1.4.1 Project Management Overall project management for the project.
3 1.4.2 Project Status Meetings Weekly team status meetings.
3 1.4.3 Risk Management Risk management efforts as defined in the Risk
Management Plan.
2 1.5 Closeout The work to close-out the project.
3 1.5.1 Audit Procurement An audit of all hardware and software procured for the
project, ensures that all procured products are
accounted for and in the asset management system.
3 1.5.2 Document Lessons Learned Project Manager along with the project team performs a
lesson learned meeting and documents the lessons
learned for the project.
3 1.5.3 Update Files/Records All files and records are updated to reflect the widget
management system.
3 1.5.4 Gain Formal Acceptance The Project Sponsor formally accepts the project by
signing the acceptance document included in the
project plan.
 1.6.3. Payment Terms

The propose payment terms are based on the following tables:

Paid On Milestone task Paid %

Acceptance of this proposal and signing of our 25%
software development agreement.
Completion of RAD 20%
Completion SDD 10%
Completion of Development (Implementation) 25%
Completion of Testing the system 10%
Deployment the system real environment 10%
Total 100%

1.6.4. Role Description of the Team

The role of individual developers participating in the project is as follows:

Data collector

Requirement Analysis Introduction, current

Document system, new investigated
system and functional
requirements

Use case diagram

Scenarios

Class diagram and user

interface

Dynamic model

System designer Document

Programmer/implementer Modelling/Entity part

View part
 Controller part

Deployment

Testing

Role descriptions of the team

1.6.5. Schedule

No. Tasks start date end date status

1 Verbal communication with NGUC management
2 High level Presentation about pilot project to
management teams of NGUC
3 Observe the existing manual systems of NGUC and
collect template forms
4 Submission Recommended Proposal Documents
5 operation and maintenance Agreement
6 Set up the environments and materials
7 high level Presentation about pilot project to
Nekemt campus management teams of NGUC
8 High level presentation to NGUC academic team
9 Deployed The system on Gubatech machine and
testing
10 Deployed The system on NGUC machine and testing
11 Training to NGUC Proposed system admins
12 Training to Users and Staffs
13 Accepting Feedbacks and comments about our
submitted documents
14 Go live the system
16 Test Phase
17 Implementation
18 Prepare RAD
19 Upgrading The system depends on the agreement
20 Maintenance
21 Ends of support

1.6.6. Contact Us

You can get in touch with us in any of the below ways:

Contact Name Abel Birara

By Phone: +251946666116/

By Email: abel.birara@gmail.com /

Wolde Yalew

+251986342053

Woldeyalew04@gmail.com

Guba TechSolution Consultant

Website: www.gebeya-net.com

Email: info@gebeya-net.com

If you would like to proceed with our proposal sign the agreement document

In any case please feel free to call us to discuss the quote, request more information or for any
other reason.