Abstract:

This research proposal aims to develop and implement a Project Management System (PMS) for
Madda Welabu University (MWU). The PMS will streamline project management processes,
enhance collaboration, and improve project performance. The research will analyze existing
practices, design a customized PMS, pilot-test it, and evaluate its effectiveness. The outcomes
include an improved understanding of project management practices, a tailored PMS, successful
implementation, and enhanced project management efficiency. The research is significant for
higher education institutions and will provide valuable insights for similar projects. The timeline
is estimated at 12 months, with adherence to ethical considerations and a detailed budget
Contents
Introduction ..................................................................................................................................... 6
Background of the Project: ............................................................................................................. 7
Statement of the Problem: ............................................................................................................... 8
Objectives ....................................................................................................................................... 9
General Objective ........................................................................................................................ 9
Specific Objectives ...................................................................................................................... 9
Scope and Limitation of the Project.............................................................................................. 10
Scope of the Project................................................................................................................... 10
Limitation of the Project ........................................................................................................... 11
Significance of the Project ............................................................................................................ 11
Methodology and Tools ................................................................................................................ 12
Requirements Gathering Techniques ........................................................................................ 12
System Analysis and Design Methodology .............................................................................. 13
System Development Methodology .......................................................................................... 14
Software Testing Methodologies .............................................................................................. 15
System Development Tools ...................................................................................................... 16
Hardware and Software Requirements ......................................................................................... 17
Hardware requirement ............................................................................................................... 17
Software requirements............................................................................................................... 17
Other material that used to development process...................................................................... 18
Project Management Tools & Techniques .................................................................................... 18
Project Schedule (Gantt chart) .................................................................................................. 18
Project Budget ............................................................................................................................... 19
Project Work Break down Structures (WBS), Responsibility and Deliverables .......................... 20
The Project Work Breakdown Structure ................................................................................... 20
Feasibility of the Project ............................................................................................................... 20
Technical Feasibility: ................................................................................................................ 21
Schedule Feasibility .................................................................................................................. 21
Operational Feasibility: ............................................................................................................. 21
Expected Output and Outcomes of the Proposed Project ............................................................. 22
Abbreviations
List of figure

Figure 1 Gantt chart .................................................................................................................................... 18

List of table
Table 1 hardware requirements ................................................................................................................. 17
Table 2 software requirements................................................................................................................... 17
Table 3 other requirements ........................................................................................................................ 18
Table 4 hardware coust .............................................................................................................................. 19
Table 5 software cost .................................................................................................................................. 19
Table 6 other cost ....................................................................................................................................... 20
Table 7 The Project Work Breakdown Structure ........................................................................................ 20
.
Introduction

The Madda Walabu University Project Management System is a software solution designed to
streamline and enhance the management of projects within the university's academic and
administrative domains. It serves as a centralized platform to facilitate efficient planning,
execution, and monitoring of projects, enabling improved collaboration, resource allocation, and
decision-making.

Effective project management plays a crucial role in the success of any organization, and Madda
Walabu University recognizes the need for a robust system to support its diverse range of
projects. Whether it's academic research initiatives, infrastructure development, or administrative
tasks, the project management system aims to provide a comprehensive toolset to optimize
project workflows and outcomes.

The core objectives of the Madda Walabu University Project Management System are to
enhance project planning and scheduling, improve collaboration and communication, optimize
resource management and allocation, enable progress tracking and reporting, and integrate with
existing university systems.

The system enables project managers and team members to create detailed project plans, define
tasks, allocate resources, and establish realistic timelines. It supports features such as Gantt
charts, task dependencies, and milestones, providing a visual representation of project schedules
and facilitating efficient project planning.

Effective collaboration is vital for project success, and the system fosters seamless
communication and collaboration among project teams. It offers features like document sharing,
real-time messaging, and notifications, enabling team members to stay connected, exchange
information, and address project-related queries and updates efficiently.

To optimize resource allocation, the project management system provides visibility into resource
availability, workload distribution, and skill sets. This empowers project managers to assign
tasks effectively, balance workloads, and ensure that the right resources are allocated to the right
projects at the right time.

Monitoring project progress is essential for timely decision-making and identifying potential
bottlenecks. The system enables project managers to track task completion, monitor milestones,
and generate comprehensive reports on project status, resource utilization, and key performance
indicators. These reports provide valuable insights for project evaluation and enable data-driven
decision-making.

To ensure seamless workflow and data consistency, the project management system integrates
with existing university systems, such as student management, financial, and human resources
systems. This integration eliminates the need for duplicate data entry and ensures that project-
related information is synchronized across various systems.

By implementing the Madda Walabu University Project Management System, the university
aims to enhance project management efficiency, improve collaboration, and drive successful
project outcomes. The system will optimize resource utilization, meet project timelines, and
contribute to the achievement of the university's strategic objectives.

Continuous improvement and user feedback will remain central to the system's ongoing
development and enhancement. Madda Walabu University is committed to providing a user-
friendly and effective project management system that aligns with the specific needs of the
university, empowering project teams to deliver high-quality projects that contribute to the
university's growth and development.

Background of the Project:

Madda Welabu University (MWU) is a renowned higher education institution that offers a wide
range of academic programs and research opportunities. As the university continues to grow and
undertake various projects, effective project management becomes crucial for ensuring
successful outcomes and efficient resource utilization.

However, MWU currently lacks a centralized and standardized project management system.
Project teams often face challenges in coordinating tasks, tracking progress, allocating resources,
and facilitating effective communication. This fragmented approach to project management
hampers collaboration, increases the risk of project delays, and hinders overall project
performance.

To address these challenges, it is essential to develop and implement a comprehensive Project

Management System (PMS) specifically tailored to the needs of MWU. The proposed PMS will
provide a centralized platform that integrates various project management functions, enabling
project teams to collaborate efficiently and effectively.

By implementing a PMS, MWU aims to achieve the following benefits:

 Streamlined Processes: The PMS will establish standardized project management

processes, ensuring consistency across departments and projects. This will lead to
improved efficiency, reduced duplication of efforts, and enhanced project delivery
timelines.
 Enhanced Collaboration: The PMS will provide project teams with a centralized platform
for communication, task assignment, and document sharing. This will facilitate seamless
collaboration, promote knowledge sharing, and foster a culture of teamwork among
project stakeholders.
 Resource Optimization: With the ability to track and manage resource allocation, the
PMS will enable MWU to optimize the utilization of human resources, budget allocation,
 and project materials. This will result in improved resource planning, reduced wastage,
and better cost control.
 Real-time Monitoring and Reporting: The PMS will offer real-time monitoring of project
progress, enabling project managers and university administrators to track milestones,
identify bottlenecks, and make informed decisions. It will also generate comprehensive
reports, providing valuable insights into project performance and enabling proactive
management.
 Standardized Documentation: The PMS will establish a centralized repository for project-
related documents, ensuring easy access, version control, and document sharing. This
will improve data integrity, reduce information silos, and enhance knowledge
management within MWU.

Overall, the implementation of a robust Project Management System at MWU will significantly
improve the efficiency, collaboration, and outcomes of projects undertaken by the university. It
will equip project teams with the necessary tools and resources to effectively plan, execute, and
monitor projects, contributing to the overall success and growth of MWU as a leading
educational institution.

Statement of the Problem:

Madda Welabu University (MWU) currently faces several challenges in project management,
which hinder the successful execution of projects and optimal utilization of resources. These
challenges include:

 Lack of Centralized System: MWU lacks a centralized Project Management System

(PMS), resulting in fragmented project management processes. Project teams rely on
disparate tools and manual methods for planning, tracking, and communicating project
tasks, leading to inefficiencies and miscommunication.
 Inefficient Collaboration: The absence of a unified platform for collaboration and
communication among project teams hampers effective coordination and knowledge
sharing. This leads to delays, errors, and a lack of synergy among team members,
impacting project timelines and outcomes.
 Inadequate Resource Allocation: Without a systematic approach to resource allocation,
MWU struggles to optimize the allocation of human resources, budgets, and materials
across projects. This results in underutilization or overutilization of resources, leading to
inefficiencies and increased costs.
 Limited Monitoring and Reporting: MWU lacks real-time project monitoring and
reporting mechanisms, making it difficult for project managers and university
administrators to track progress, identify bottlenecks, and make data-driven decisions.
This lack of visibility hinders effective project oversight and may result in missed
deadlines and budget overruns.
  Inconsistent Documentation: The absence of a standardized system for document
management and version control leads to scattered project documentation and difficulty
in accessing critical project information. This inconsistency in documentation
management poses challenges in knowledge transfer, quality control, and compliance.

These problems collectively impede the efficient execution of projects at MWU, resulting in
delayed timelines, increased costs, and suboptimal outcomes. Therefore, there is a pressing need
for the development and implementation of a comprehensive Project Management System
(PMS) tailored to the specific requirements of MWU. The PMS should address these challenges
by providing a centralized platform for project planning, collaboration, resource allocation,
monitoring, and reporting, ultimately improving project management practices and driving
successful project outcomes.

Objectives
General Objective
The general objective of this project is to develop and implement a comprehensive Project
Management System (PMS) for Madda Welabu University (MWU) that improves project
management practices, enhances collaboration, optimizes resource allocation, and facilitates real-
time monitoring and reporting. The PMS aims to streamline project execution, increase
efficiency, and ensure the successful delivery of projects within MWU.

Specific Objectives
 Analyze existing project management practices at Madda Welabu University (MWU):
This objective involves conducting a thorough assessment of the current project
management processes, tools, and challenges within MWU. It aims to identify the
specific areas that need improvement and gather insights to inform the design and
development of the Project Management System (PMS).
 Design and develop a customized Project Management System (PMS): This objective
focuses on designing a PMS that aligns with the unique requirements and workflows of
MWU. It involves creating a user-friendly interface, incorporating essential features such
as project planning, task management, resource allocation, document management, and
communication tools. The PMS will be developed using appropriate technologies and
programming languages.
 Implement the Project Management System (PMS) across various departments at MWU:
This objective involves deploying the developed PMS within MWU, configuring it to
meet the specific needs of different departments and project teams. It includes data
migration, user training, and ensuring smooth integration with existing systems and
processes. The implementation process will be carefully planned and executed to
minimize disruptions and maximize user adoption.
 Evaluate the effectiveness of the Project Management System (PMS): This objective
aims to assess the impact of the implemented PMS on project management practices,
 collaboration, resource utilization, and overall project outcomes. It involves collecting
feedback from project teams, conducting surveys and interviews, and analyzing project
performance data. The evaluation will help identify strengths, weaknesses, and areas for
further improvement in the PMS.
 Provide recommendations for further enhancement and scalability of the Project
Management System (PMS): Based on the evaluation findings, this objective focuses on
identifying areas where the PMS can be further enhanced to address emerging needs and
challenges. It also aims to provide recommendations for scaling up the PMS to
accommodate future growth and evolving project management requirements at MWU.

By accomplishing these specific objectives, the project aims to enhance project management
practices, improve collaboration, optimize resource allocation, and enable real-time monitoring
and reporting within Madda Welabu University. The successful implementation and evaluation
of the Project Management System will contribute to the efficient execution and successful
delivery of projects across various departments at MWU.

Scope and Limitation of the Project

Scope of the Project
The scope of this project encompasses the development and implementation of a Project
Management System (PMS) specifically designed for Madda Welabu University (MWU). The
project will begin with an analysis of the existing project management practices at MWU,
including identifying challenges and areas for improvement. Based on this analysis, a customized
PMS will be designed and developed to meet the unique requirements and workflows of MWU.

The implementation phase will involve configuring the PMS, migrating data, providing user
training, and ensuring seamless integration with existing systems and processes. The PMS will
be implemented across various departments at MWU in a phased approach to minimize
disruptions and ensure user adoption.

Once implemented, the project will evaluate the effectiveness of the PMS by assessing its impact
on project management practices, collaboration, resource utilization, and project outcomes.
Feedback will be collected from users, surveys and interviews will be conducted, and project
performance data will be analyzed to determine the system's success.

Based on the evaluation findings, recommendations will be provided for further enhancement
and scalability of the PMS. This may involve suggesting additional features or functionalities,
identifying areas for improvement, and outlining strategies for scaling up the system to
accommodate future growth and evolving project management requirements.

It is important to note that this project's scope does not include the development or management
of specific projects within MWU. Instead, it focuses on developing and implementing a
comprehensive PMS that will support and enhance project management practices across the
university. The project's timeline, deliverables, and resources will be aligned with the outlined
scope to ensure a successful development and implementation of the Project Management
System for Madda Welabu University.

Limitation of the Project

While the project aims to develop and implement a comprehensive Project Management System
(PMS) for Madda Welabu University (MWU), there are certain limitations to consider:

 Technological Constraints: The successful implementation of the PMS relies on the

availability of appropriate technologies and infrastructure. Limitations in terms of
hardware, software, or network capabilities may pose challenges during the
implementation process. It is essential to ensure that the PMS is compatible with the
existing technology infrastructure at MWU and can be effectively deployed within these
constraints.
 User Adoption: The effectiveness of the PMS depends on the willingness of project
teams and stakeholders to adopt and utilize the system. Resistance to change or lack of
training and awareness may impede user adoption and hinder the system's overall
effectiveness. Efforts should be made to provide comprehensive user training, address
concerns, and communicate the benefits of the PMS to encourage widespread adoption.
 Limited Resources: Developing and implementing a robust PMS requires adequate
resources, including human resources, budgetary allocations, and time. Constraints in
resource availability may impact the project's timeline and scope. It is crucial to carefully
plan and allocate resources to ensure the successful completion of the project within the
defined constraints.
 Organizational Culture and Processes: The existing organizational culture and processes
at MWU may present challenges during the implementation of the PMS. Resistance to
change, hierarchical decision-making structures, or bureaucratic processes may require
additional efforts to align the PMS with the organizational context and ensure its
seamless integration into existing workflows.
 Scalability and Future Expansion: While the project focuses on addressing the current
project management needs of MWU, it is essential to consider the system's scalability
and future expansion. As MWU grows and undertakes more complex projects, the PMS
should be able to accommodate increased project demands and evolving requirements. It
is necessary to plan for scalability, flexibility, and future enhancements of the PMS to
support MWU's long-term project management needs.

Significance of the Project

The project to develop and implement a Project Management System (PMS) for Madda Welabu
University (MWU) holds significant importance for the institution and its stakeholders. The
following are the key areas of significance:
  Enhanced Project Efficiency: The implementation of a comprehensive PMS will
streamline project management processes at MWU. By providing standardized tools and
workflows, the system will enable efficient project planning, task management, resource
allocation, and collaboration. This will result in improved project efficiency, reduced
administrative overheads, and increased productivity among project teams.
 Improved Collaboration and Communication: The PMS will facilitate seamless
collaboration and communication among project teams, stakeholders, and university
administrators. By providing a centralized platform for sharing information, exchanging
ideas, and tracking project progress, the system will enhance coordination, knowledge
sharing, and decision-making. This will foster a culture of collaboration and improve
overall project outcomes.
 Optimal Resource Allocation: The PMS will enable MWU to optimize the allocation of
resources, including human resources, budgets, and materials, across various projects.
The system will provide visibility into resource availability, utilization, and conflicts,
enabling better resource planning and allocation. This will result in cost savings,
improved resource utilization, and effective allocation of resources to priority projects.
 Real-Time Monitoring and Reporting: The PMS will offer real-time monitoring and
reporting capabilities, providing project managers and university administrators with
accurate and up-to-date information on project progress, milestones, and key performance
indicators. This will enable timely identification of project bottlenecks, risks, and
deviations, allowing for proactive decision-making and corrective actions to ensure
projects stay on track.
 Standardized Documentation and Knowledge Management: The PMS will establish a
standardized system for document management, version control, and knowledge sharing.
This will ensure that critical project documents, such as project plans, reports, and
communication logs, are easily accessible, organized, and maintained. Standardized
documentation practices will enhance knowledge transfer, quality control, and
compliance with institutional and regulatory requirements.
 Institutional Learning and Continuous Improvement: The implementation of the PMS
will not only improve project management practices but also contribute to institutional
learning and continuous improvement. The system will capture project data and
performance metrics, enabling post-project analysis, identification of best practices, and
lessons learned. This knowledge can be leveraged to refine project management
methodologies, enhance future projects, and drive institutional growth and excellence.

Methodology and Tools

Requirements Gathering Techniques
Requirements gathering techniques are essential for understanding and documenting the needs,
expectations, and constraints of stakeholders. Here are some commonly used techniques:
  Interviews: Conducting one-on-one interviews with stakeholders allows for direct
interaction and focused discussions. It helps gather detailed information about their
requirements, preferences, and concerns. Structured interviews with predefined questions
or unstructured interviews with open-ended conversations can be used to extract valuable
insights.
 Surveys and Questionnaires: Surveys and questionnaires are useful for collecting
information from a large number of stakeholders. They can be distributed electronically
or in print form and can cover a wide range of topics. Closed-ended questions provide
quantitative data, while open-ended questions offer qualitative insights. Surveys help
gather feedback on preferences, opinions, and specific requirements.
 Document Analysis: Analyzing existing documentation, such as business process
documents, user manuals, or reports, helps uncover implicit requirements and understand
the context of the project. It provides insights into current practices, constraints, and
potential areas for improvement. Document analysis helps ensure that new requirements
align with existing processes and systems.
 Observation: Observing stakeholders in their work environment provides firsthand
insights into their tasks, challenges, and requirements. By observing how users interact
with existing systems or processes, analysts can identify pain points, bottlenecks, and
opportunities for improvement. This technique is particularly valuable for understanding
user workflows and usability requirements.

System Analysis and Design Methodology

System analysis and design (SAD) methodology is a structured approach used to analyze, design,
and develop information systems. It follows a series of steps to ensure that the system meets user
requirements and is efficient and effective. The process begins with requirements gathering,
where user needs and constraints are identified through interviews, workshops, and surveys. This
is followed by system analysis, where the components, processes, and interactions of the system
are modeled. System design then takes place, creating a blueprint for the system's architecture,
interfaces, and modules. The implementation phase involves translating the design into actual
software or code. Testing and quality assurance activities ensure that the system functions
correctly and meets the specified requirements. Once the system is deployed, ongoing
maintenance is performed to address issues and make necessary updates. System evaluation is
carried out to assess the system's performance and effectiveness. Different SAD methodologies
exist, such as the Waterfall model, Agile methodologies, and the Unified Process, each with its
own variations and techniques. The selection of a methodology depends on project
characteristics and organizational needs. By following a systematic SAD methodology,
organizations can develop robust information systems that align with user requirements and
contribute to operational efficiency.
System Development Methodology
For the development of the Madda Walabu University Project Management System, a suitable
system development methodology can be the Agile methodology, specifically Scrum. Here's an
outline of the methodology:

 Project Initiation: The project team, including stakeholders and developers, is formed.
The vision, goals, and scope of the system are defined. The product backlog, which
contains a prioritized list of requirements, is created.
 Sprint Planning: The project team collaboratively selects a set of requirements from the
product backlog to be developed in the upcoming sprint. These requirements are broken
down into smaller tasks and estimated for effort and complexity.
 Sprint Execution: The development team works on implementing the selected
requirements during the sprint, which typically lasts for two to four weeks. Daily stand-
up meetings are held to discuss progress, challenges, and plans. The development team
self-organizes to complete the tasks.
 Sprint Review: At the end of each sprint, a review is conducted to demonstrate the
completed functionality to stakeholders. Feedback is gathered, and any necessary
adjustments are made to the product backlog. Lessons learned from the sprint are
documented.
 Sprint Retrospective: The team reflects on the sprint and identifies areas for
improvement. This includes discussing what went well, what could have been done
better, and any process adjustments needed. Actions are defined to address identified
improvements.
 Repeat Sprint Execution: The process of sprint planning, execution, review, and
retrospective is repeated for subsequent sprints until all the desired functionality is
implemented.
 Continuous Testing: Testing is an integral part of each sprint, ensuring that the
functionality developed meets the defined requirements. Test cases are created, and both
manual and automated testing techniques are employed.
 Product Release: Once the desired functionality is implemented, tested, and approved by
stakeholders, a product release is prepared. This involves final testing, documentation
updates, and deployment planning.
 Deployment and Maintenance: The system is deployed into the production environment,
and user training is conducted as needed. Ongoing maintenance and support are provided
to address any issues or enhancements that arise.

Throughout the entire process, effective communication and collaboration between the project
team, stakeholders, and end-users are crucial. Scrum provides flexibility, adaptability, and a
focus on delivering incremental value, making it well-suited for projects with evolving
requirements. It allows for regular feedback and course correction, ensuring that the Madda
Walabu University Project Management System meets the needs of its users effectively.
Software Testing Methodologies
For the software testing of the Madda Walabu University Project Management System, you can
consider using a combination of the following software testing methodologies:

 Functional Testing: This methodology focuses on verifying that the system functions
according to the specified requirements. It involves testing individual functions, features,
and components of the software to ensure they work correctly. Functional testing
techniques include unit testing, integration testing, system testing, and acceptance testing.
 Usability Testing: Usability testing evaluates the system's user-friendliness and its ability
to meet user expectations. It involves observing users as they interact with the software
and collecting feedback on its ease of use, intuitiveness, and navigation. Usability testing
helps identify any usability issues and suggests improvements to enhance the user
experience.
 Performance Testing: Performance testing assesses the system's performance and
scalability under various workload conditions. It includes load testing, stress testing, and
scalability testing to measure the system's response times, throughput, resource
utilization, and stability. Performance testing ensures that the system can handle expected
user loads without performance degradation.
 Security Testing: Security testing aims to identify vulnerabilities and weaknesses in the
system's security mechanisms. It involves assessing the system's resistance to
unauthorized access, data breaches, and vulnerabilities such as injection attacks, cross-
site scripting (XSS), and cross-site request forgery (CSRF). Security testing helps ensure
the system's data confidentiality, integrity, and availability.
 Compatibility Testing: Compatibility testing ensures that the software functions correctly
across different platforms, browsers, operating systems, and devices. It involves testing
the system's compatibility with various configurations to identify any compatibility issues
and ensure a consistent user experience across different environments.
 Regression Testing: Regression testing is performed to verify that recent changes or fixes
in the software do not introduce new defects or cause existing functionality to break. It
involves retesting previously tested functionality to ensure that it remains unaffected by
recent changes. Regression testing helps maintain the overall quality and stability of the
system.
 Exploratory Testing: Exploratory testing is an ad hoc testing approach where testers
explore the system to discover any unexpected defects or issues. It involves the tester's
creativity, intuition, and domain knowledge to uncover potential risks and vulnerabilities
that may not be covered by scripted test cases. Exploratory testing complements other
testing methodologies by providing a fresh perspective and uncovering unforeseen issues.
It is important to customize the selection and application of testing methodologies based on the
specific requirements, risks, and constraints of the Madda Walabu University Project
Management System. A well-planned and comprehensive testing strategy helps ensure the
reliability, functionality, security, and usability of the software.

System Development Tools

For the development of the Madda Walabu University Project Management System, you can
utilize a range of system development tools to enhance productivity, collaboration, and
efficiency. Here are some commonly used tools:

 Integrated Development Environment (IDE): An IDE provides a comprehensive

development environment for writing, testing, and debugging code. Popular IDEs include
Visual Studio Code, Eclipse, and IntelliJ IDEA. These tools offer features such as code
editing, syntax highlighting, code completion, debugging, and version control integration.
 Version Control System (VCS): A VCS is essential for managing source code and
collaborating with a development team. Git is one of the most widely used VCSs,
offering features like branching, merging, and tracking changes. Platforms like GitHub,
GitLab, and Bitbucket provide hosting services for Git repositories, allowing for easy
collaboration, code review, and issue tracking.
 Project Management Tools: Project management tools help in planning, organizing, and
tracking project tasks and milestones. Tools like Jira, Trello, and Asana provide features
for creating tasks, assigning them to team members, setting priorities, tracking progress,
and managing project backlogs. These tools also facilitate communication and
collaboration among team members.
 Wireframing and Mockup Tools: Wireframing and mockup tools assist in creating visual
representations of the system's user interface. Tools like Balsamiq, Sketch, and Adobe
XD enable you to design and prototype user interfaces, allowing stakeholders to visualize
and provide feedback on the system's look and feel before development.
 Testing and Quality Assurance Tools: Testing tools help automate the testing process and
ensure software quality. Frameworks such as Selenium and Appium facilitate automated
testing for web and mobile applications, respectively. Additionally, tools like JUnit and
NUnit assist in unit testing, while tools like JMeter can be used for performance testing.
 Collaboration and Communication Tools: Collaboration tools enhance communication
and coordination among team members. Tools like Slack, Microsoft Teams, and Google
Workspace provide chat functionality, file sharing, video conferencing, and collaborative
document editing. These tools facilitate real-time collaboration, making it easier to work
together, share updates, and resolve issues.
 Documentation Tools: Documentation tools help in creating and managing project
documentation, such as requirements, design documents, and user manuals. Tools like
Confluence, Google Docs, and Microsoft Office Suite offer features for collaborative
document creation, version control, and sharing.
  Continuous Integration/Continuous Deployment (CI/CD) Tools: CI/CD tools automate
the build, testing, and deployment processes, enabling faster and more reliable software
releases. Popular CI/CD tools include Jenkins, Travis CI, and GitLab CI/CD. These tools
integrate with version control systems and provide automated build, testing, and
deployment pipelines.

The selection of system development tools should consider project requirements, team
preferences, and budget constraints. Utilizing appropriate tools can streamline development
processes, improve collaboration, and enhance the overall efficiency of the Madda Walabu
University Project Management System development.

Hardware and Software Requirements

Hardware requirement
We used the following hard ware tools to develop the system.
Table 1 hardware requirements

No Hardware tools The function of the tool

1 Computer
2 2GB and above RAM
3 512GB and
Hard disc
4 16GB Flash
5 Mouth
6 Speaker (headphone)
Software requirements
We used the following software tools to develop the system
Table 2 software requirements
To develop the project
To provide temporary storage space required for executing
programs
above To store file
To store file and use fore share file
Used to manage easily the cursor
Used for listening sound

No Software tools and programs The function of the tool

1 Operating system: window 10 Use to browse
2 Mozilla Firefox, IE, Google Chrome, To install different software’s such as notepad++,
Opera Xammp server, browser, etc.
3 Visual studio To write HTML and PHP code
4 Style and layout: CSS To format the HTML
5 Clint side scripting language: To animate Webpages, To validate forms
JavaScript
6 Database server: To store data’s entered by the system
phpMyadmin(MySQL database)
 7 Server side scripting language: PHP To develop the interface and connect with the
database
8 Adobe Photoshop To design image
9 Adobe illustrator To design vector image
10 Edraws Max To draw UML diagram and for design
11 Microsoft word 2016 For documentation
12 Microsoft PowerPoint 2016 For presentation

Other material that used to development process

Table 3 other requirements

No Materials Function
1 Paper Used to documentation printing
2 Notebook Used to write idea
3 Pen Used to writing propose

Project Management Tools & Techniques

Project Schedule (Gantt chart)

Figure 1 Gantt chart

In estimating the cost of the project management of mwu, we have classified it into three types:
hardware component cost, software component cost, and other materials required for the
development of the project. This cost estimation takes into account the specific requirements and
functionalities of the job portal system tailored for the university's needs. By considering the
hardware components, software components, and additional materials necessary for the
development, we aim to provide an accurate assessment of the overall project cost.

Project Budget
Hard ware that used to develop the project cost
Table 4 hardware coust

No Hardware tools price

1 Computer (Hp elite 25,000 birr
book cor i5)
2 2GB and above 4000 birr
RAM(incase we use
8GB RAM)
3 512GB and above 8,000 birr
Hard disc(we used
1TB HD and 512 SSD
hard dick )
4 16GB Flash 400 birr
5 Mouth (Lenovo ) 300 birr
6 Speaker (headphone) 500 birr
Total price 38,200 birr
Software that used develop the project cost
Table 5 software cost

No Software tools and programs Price

1 Operating system: window 10 Free download
2 Mozilla Firefox, IE, Google Chrome, Free download
Opera
3 Visual studio Free download
4 Style and layout: CSS Free download
5 Clint side scripting language: Free download
JavaScript
6 Database server: Free download
phpMyadmin(MySQL database)
7 Server side scripting language: PHP Free download
8 Adobe Photoshop Free download
 9 Adobe illustrator Free download
10 Edraws Max Free download
11 Microsoft word 2016 Free download
12 Microsoft PowerPoint 2016 Free download
Total price 0.00 Birr

Other material to develop the project cost

Table 6 other cost

No Materials price
1 Paper 450 birr
2 Notebook 200 birr
3 Pen 50 birr
Total price 700 birr

Project Work Break down Structures (WBS), Responsibility and

Deliverables
The Project Work Breakdown Structure
Table 7 The Project Work Breakdown Structure

No Major tasks Responsible person

1 Requirement gathering and analysis All group members
2 System design All group members
3 Front end development All group members
4 Back end development All group members
5 Testing and quality assurance All group members
6 Deployment and maintenance All group members

Feasibility of the Project

Economic Feasibility:
Economic feasibility assesses whether the Madda Walabu University Project Management System
is financially viable and beneficial. Consider the following factors:

 Cost-Benefit Analysis: Evaluate the estimated costs involved in developing,

implementing, and maintaining the system against the expected benefits and returns.
This includes factors such as hardware and software costs, development resources,
licensing fees, and ongoing operational expenses.
 Return on Investment (ROI): Determine the potential financial gains and benefits the
system can provide to the university, such as improved project management efficiency,
 reduced administrative costs, and increased productivity. Assess whether the projected
benefits outweigh the investment made in developing and maintaining the system.
 Cost Savings: Identify potential cost savings that the system can bring, such as reduced
paperwork, streamlined processes, and optimized resource utilization. Determine
whether the anticipated cost savings justify the investment in the system.

Technical Feasibility:
Technical feasibility evaluates whether the necessary technology and infrastructure are available
or can be developed to support the Madda Walabu University Project Management System.
Consider the following aspects:

 Technology Assessment: Assess the availability and suitability of required technologies,

such as programming languages, frameworks, databases, and integration capabilities.
Determine if the technology stack can effectively support the desired system
functionalities.
 Scalability and Performance: Evaluate whether the system can handle the expected user
load, data volume, and concurrent usage without compromising performance. Consider
factors such as database optimization, server capacity, and network bandwidth.
 Integration and Compatibility: Determine whether the system can integrate with existing
university systems, such as student management systems, financial systems, or other
relevant applications. Assess compatibility with different operating systems, browsers, and
devices to ensure seamless user experience.

Schedule Feasibility
Schedule feasibility assesses whether the development and implementation of the system can be
completed within the desired timeframe. Consider the following factors:

 Project Scope and Complexity: Evaluate the complexity of the project and the required
functionalities. Break down the development tasks, estimate their effort and dependencies,
and determine if the proposed timeline is realistic.
 Resource Availability: Assess the availability of skilled developers, project managers, and
other necessary resources. Determine if the team has the capacity to meet the project
milestones within the specified timeframe.
 Risks and Dependencies: Identify potential risks, such as technical challenges, changing
requirements, or external dependencies, that may impact the project schedule. Mitigate
risks and plan accordingly to ensure timely delivery.

Operational Feasibility:
Operational feasibility evaluates whether the Madda Walabu University Project Management
System can be seamlessly integrated into the university's operations and processes. Consider the
following factors:
  User Acceptance: Assess the willingness and readiness of the university's staff and
stakeholders to adopt and utilize the system. Conduct user surveys, interviews, and
demonstrations to gather feedback and ensure the system meets their needs and
expectations.
 Training and Support: Determine the training requirements for users to effectively operate
and utilize the system. Plan for training sessions, user documentation, and ongoing
technical support to ensure a smooth transition and system adoption.
 Change Management: Evaluate the impact of the system on existing processes and
workflows. Identify potential resistance to change and develop strategies to address it.
Communicate the benefits and advantages of the system to gain support and promote user
acceptance.

By evaluating economic feasibility, technical feasibility, schedule feasibility, and operational

feasibility, you can assess the viability and success factors of the Madda Walabu University Project
Management System. This analysis provides a foundation for informed decision-making and helps
ensure the project's success.

Expected Output and Outcomes of the Proposed Project

The Madda Walabu University Project Management System aims to provide several expected
outputs and outcomes that will benefit the university and its stakeholders. Here are some potential
outputs and outcomes:

Expected Outputs:

 User Interface and Functionality: A well-designed and user-friendly interface that allows
users to efficiently manage projects, tasks, resources, and timelines. The system should
support features like project planning, task assignment, progress tracking, document
management, and reporting.
 Database and Data Management: A secure and scalable database structure to store project-
related data, including project details, user information, task statuses, and document
repositories. The system should ensure data integrity, confidentiality, and availability.
 Reporting and Analytics: The ability to generate comprehensive reports and analytics on
project progress, resource allocation, task completion, and other key performance
indicators. This will assist in decision-making, identifying bottlenecks, and gauging project
success.
 Integration Capabilities: Seamless integration with existing university systems, such as
student management, financial, and human resources systems, to ensure data consistency
and eliminate duplicate data entry.

Expected Outcomes:
  Improved Project Management Efficiency: The system should streamline project
management processes, automate repetitive tasks, and enhance collaboration among
project team members. This will result in increased productivity, reduced administrative
overhead, and enhanced project delivery timelines.
 Enhanced Resource Allocation: The system should provide insights into resource
availability and utilization, enabling better resource allocation and optimization. This will
result in improved resource management and allocation decisions, leading to efficient use
of university resources.
 Increased Transparency and Accountability: The system should promote transparency by
providing real-time visibility into project progress, task assignments, and responsibilities.
This will enhance accountability among project team members and stakeholders.
 Effective Communication and Collaboration: The system should facilitate communication
and collaboration among project team members through features like messaging,
notifications, and document sharing. This will foster better teamwork, coordination, and
knowledge sharing.
 Data-Driven Decision Making: The availability of comprehensive project data and
analytics will enable data-driven decision making. Project managers and university
administrators can use this information to identify trends, make informed decisions, and
improve project outcomes.
 Improved Project Success Rates: With enhanced project management capabilities,
streamlined processes, and better resource allocation, the Madda Walabu University
Project Management System aims to improve the success rates of university projects. This
includes delivering projects within budget, meeting deadlines, and achieving project
objectives.

It is important to regularly evaluate and measure the actual outcomes against the expected outputs
to ensure that the system is effectively meeting the needs of the university and its stakeholders.