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Introduction This document details the Automated Data Transmission System proposal that has been developed by the Eastside Network Development Team, consisting of Graham Allen, T. Augurson, Joe Gamboa, James Harris, and Scot Snyder. This system that has been developed will provide an efficient, secure, automated, and cost saving solution to the present data transmission system. Background Eastside Network Development Team is a consulting agency that provides analysis, design, development, and maintenance services involving hardware and/or software for virtually any information system. Currently, Eastside maintains contracts and service agreements with several military and government agencies, including existing service contracts with the 12 Air Force. Due to the nature and sensitivity of data these military and government contracts comprise, all employees of Eastside require thorough background checks and are required to qualify for a security clearance appropriate to the project that is assigned to them. The 12 Air Force A2 gathers intelligence data from unmanned aircraft that fly over various locations around the world. Data gathered from these aircraft are used for logistical purposes for several sectors throughout the government. This data is transmitted in the form of email messages. Users of this system must sort relevant messages and manually type this data into a report. This
Allen, Augurson, Gamboa, Harris, Snyder report is then printed and secure-faxed to a mobile command center. The current process is very inefficient, time-consuming, and often produces inaccurate information since data must be manually entered into the preformatted report.
Because this process needs to be performed constantly, a team of individuals is required to process this data. At this time, there are five people that work on this assignment. Several major problems with the current process have motivated the Air Force to develop a solution. The main issue includes the time required to process and deliver these reports, as well as validity of these documents due to mistyped information. Processing these reports is very time-consuming and labor-intensive. To produce a finished report, email messages must be manually filtered for relevant data. Then, data is copied and manually typed into another report. This manual process often produces inaccurate records resulting in unusable information. Automating this process will eliminate steps that cause this imprecision. Another issue concerns the way these reports are delivered. At this time, only a secure facsimile is sent after the data is processed, but alternative delivery methods have been suggested to enhance distribution of these documents. The last major issue occurs is when one of these individuals is out sick, or takes vacation. Due to the inadequate number of individuals assigned to this responsibility, nonattendance strains the rest of the team. These reports must be processed constantly, so when one member is absent, the others must fill in and work beyond their normal schedule. The purpose of the project is to decrease time and man-hours necessary to perform these duties, while increasing security. There are several obstacles that make this request problematic. These reports contain classified material, which cannot be sent over regular networks (i.e. phone lines, email, facsimile, etc…) without some sort of protection or encryption. The original data source is from various military aircraft operating throughout the world that are constantly
decrease man-hours required to process these reports. as it is necessary to utilize the existing secure email intranet network. Snyder 3 transmitting data. and the remaining individuals may be reassigned to other critical projects within the 12th Air Force. and save more than the amount of the cost of this project in the first year of usage. This elimination of personnel will cut costs. One risk that may hinder the completion of this project is the installation of the upgraded facsimile machine in the mobile command center. Alternative reporting methods will provide the latest and most current data to recipients in the form of automatic printing. The current team of five users will be downsized to two users. The command center receiving the secure facsimile is mobile. elimination of erroneous data entries.000 target budget for successful completion of this project. The hardware technician assigned to this .Allen. and provide alternative reporting methods. Upgraded facsimile machines will transmit these documents more rapidly. The method of secure facsimile transmissions must remain intact. This will incorporate an increase in security. and is never in the same location for a long period of time. The 12 Air Force A2 Division has hired Eastside Network Development Team to create a solution to this problem. Once this project is implemented. and accurate intranet web page easily accessible to appropriate users within the secured Local Area Network. efficient. and secure solution to the current data processing situation. Harris. and will provide a higher level of security. reporting will be automated and will require very little user intervention. Augurson. This will eliminate the need for a team to process this information twenty-four hours a day. Gamboa. Project Objectives The objective of this assignment is to develop a cost-saving. It is not possible to change the method of receipt. and has established a $40.
As has been noted.Allen. Software will be developed and implemented that will automatically receive the incoming data and filter what is necessary for this location. user interface will be minimal or non- . then organize. A new computer will be setup on the secure network to perform all data conversions and importation. If this new hardware is not received at the proper time. It is proposed that once again. and then organized and reformatted as necessary by the database. Snyder 4 project must rendezvous with this vehicle at a scheduled time and location in order to perform this installation and test its usage. Intervention from the user will be dramatically reduced. A data conversion system will be designed and implemented that will convert and import the sorted email data into a format that is compatible the database. Augurson. segments of this project will be unable to complete assigned tasks in the allocated time. provide user interface for report generation. Mission and Goals of Project Existing LAN based computers will be utilized to receive incoming data transmissions in email format from the aircraft. This data will be initially converted into a text file. This delay will ultimately affect the entire project. the goal is to automatically update a database. and function as the database server. Gamboa. Harris. all other modifications will be performed at this location. and generate reports defined by the project manager and the 12th Air Force liaison representative. Another risk that may affect this project is the dependency of newly ordered hardware to be delivered in a timely manner. The database development is the core feature of the automated report generation. Additional user utilities will be added to the database to allow for customized searches and regeneration of data reports as necessary. Once this step is complete. these emails are too voluminous to be sorted manually. Once the email messages have been sorted. analyze.
as opposed to the current system that requires constant attention. This will provide easily accessible reports to intelligence officials in a timely manner. which will replace current hardware. and is very manually labor intensive. Gamboa. The first item is an upgraded secure facsimile system. This solution includes a new secure telephone and facsimile unit for both sender and receiver. Augurson. The final stage of this design will solve the main issue of secure data transmission.Allen. Snyder existent. Project (Plan) Approach The project will be structured and developed. but secure. A three-tiered plan is being proposed that can be altered depending upon budget constraints. allowing the proposal to be implemented within the required . A new printer will be purchased that will contain a network card to allow it to function without a dedicated server. One of the automated reports will be printed to this printer not attached to the database server. printer. A new web server will be installed on this network to facilitate automatic web page updates. A second output option will be to update a web page at regular intervals located on the existing secure intranet for internal use only. 5 The third transmission option will send the material to an external. This report will be printed automatically at regular intervals to be determined by the project manager. Upgrading this hardware allows faster data transmissions and provides more security than the existing hardware. Harris. in a manner that is consistent with achieving all of the aforementioned goals.
A team lead will be assigned to each key area to insure that progress is made according to the planned schedule. A project manager employed with East Side Network Developing will report directly to the military management and a military liaison will be assigned to insure communication is maintained at all times. Should problems occur. from problem definition through to implementation and maintenance. By creating a dynamic team environment committed solely to the development and integration of the new process. and integration. 6 The sponsoring body is the 12th Air Force A2 division. . This division of the Air Force has employed the services of East Side Network Developing to solve this problem. The manager will oversee all aspects of the program and monitor budget levels accordingly. hardware installation. They will oversee all aspects of the ongoing project and monitor its development. Gamboa. Continuous feedback from all departments is mandatory. Continuous monitoring of development activities will be necessary so that all tasks and sub-tasks are completed on time. and any potential delays to the proposed schedule can be avoided. The technical staff of engineers and technicians specializing in their respective fields will complete software development. Eastside Network Developing is responsible for providing leadership and technical personnel for this project.Allen. Eastside is not responsible for any wages accrued by the military liaison. it is the project manager’s responsibility to work with the team leads to keep any negative impact to a minimum. but will provide all other labor required to complete this project. Augurson. Harris. Focus will be given to all areas that directly impact the timely development of the project. and emphasis will be placed on constant communication between the team leads and the project manager. Snyder budget and time constraints. Details of the project management and technical staff structure are detailed in the next section. this program will be implemented on time and within budget.
hardware. Harris. To enable a smooth transition of the process upon its completion to military management. Gamboa. and insuring timely completion of all activities. Each section lead reports directly to the development team lead. a military liaison will be assigned to assist the project manager and the development teams. The project manager will also answer any questions or issues raised by the military during this program. budget. The program manager will have prior experience in project development and implementation and will focus on effective communication between the development teams and the sponsoring body. An administrative assistant will be assigned to the project manager throughout this project to assist with clerical and general support functions. and process issues. There are a total of three management/leadership positions in the proposed organization. on all issues relating to schedule. Augurson. which is responsible for coordinating all development activities. Included on the following page is the graphical depiction of the full project organization chart. software. and they will oversee every phase of the project development. The second level will consist of a development team lead. The project manager will report directly to the Air Force command. The .Allen. and test and integration. The sponsoring body is the 12 Air Force A2. Each section will have a team lead responsible for the progress and resource distribution assigned to that particular area. The development team is essentially split into three distinct sections. This is indicated on the organization chart as the Tech Sergeant. Snyder 7 Project (Plan) Organization This section identifies the team members that will be involved in every aspect of completing this project.
in accordance to direction from the program manager. The organizational structure is designed to maximize efficient use of the skills of the technical staff while providing the necessary skills to design and implement this project. Gamboa. The final level of the organization chart shows the technical personnel involved in the program. Harris. responsible for the installation and running of all necessary software applications. and functioning according to specifications. A technician will be assigned to install and test the hardware. and an application support engineer. A qualified electronic/system test engineer and technician will support test and integration. Snyder development team lead. Automated Data Transmission System Project Organization Chart .Allen. The third segment of the development team is test and integration. will also allocate resources and move personnel if necessary. The software team will consist of a skilled database programmer. Effective communication is very important in order for this to be successful. The primary function of the hardware lead is to insure that all necessary computer and electronic hardware is installed correctly. with experience in 8 software process development. Augurson. and the leadership and team structure has been organized accordingly.
and the . Gamboa.S u p p o r Wt E e n b g Pr . Snyder 9 1 P 2 t h A ir F o r c e A 2 r o je c t S p o n s o r P r o je c t M a n a gM e i lr i t a r y L i a i s o n T e c h S e r g e a n t A d m in A s s is t a n t D e v e lo p m e n t T e a m L e a d S o f t w a r e L e a d H a r d w a r e L e a dT e s t / I n t e g r a t S o y n s tL e e m a d A i n a ly s t D a t a b a s e A P p r o g.Allen. p . Augurson. This chart represents the matrix of tasks and responsibilities. r o g . Harris.T e c h n i c i a nT e s t E n g i nT ee es rt T e c h n ic ia n USAF Project Management Technical Staff Admin Support Task/Responsibility Matrix The following diagram lists Statement Of Work (SOW) duties assigned to each of the members of this project.
Snyder 10 individuals that are necessary to perform these duties. Gamboa. The number scheme is the same one used for Work Breakdown Structure. Augurson. Harris.Allen. which is used to identify similar processes. .
An outline shows all work details in a simple text display. Gamboa.Allen. Harris. Snyder 11 <Task Responsibility Matrix Diagram Here> Work Breakdown Structure The Work Breakdown Structure (WBS) of this project is demonstrated in two methods. Augurson. This is used to summarize the required .
1.4 Database server .2.1.2. Gamboa.2 Block diagram of needs 184.108.40.206 Conversion process 2.1 Hardware 2.1 Question operators 1.1 Define constraints 2.1 Determine needs 2. The numbering scheme used in the WBS graphical chart is the same one used in the WBS outline.3 Web Pages 2.2 Outline solution 220.127.116.11 Desired outcome 1.2.4 Database 2.0 Analyze 1.1. 12 Automated Data Transmission System WBS Outline 1.2 Propose Solution 1. Snyder tasks in a step-by-step fashion.3 Secure Fax machine 3.2 STU-III 3.2.0 Implement 3. It describes all task involved in creating an automated data transmission system. Following the outline. Augurson.Allen.1 Design web layout 2. the Gantt chart.4. and Task/Responsibility Matrix.2.3 Solution requirements 18.104.22.168 Software 2.1 Purchase Hardware 3.1 Printer 3. Harris.22.214.171.124.3 Determine problem 1.3. The following outline describes the details for the Work Breakdown Structure (WBS) of this project in outline format.1 Electronic Mail filter 2.1.0 Design 2.2 Question customers 1.2. a graphical representation is given in the form of a hierarchy chart.1 Current Process 1.2.2 Document web configuration 126.96.36.199.2 Define reports 3.1 Define data 2.
Augurson.2 Write maintenance contract 4. Gamboa.3.3 Web pages 3.2 Software 188.8.131.52.3.1.2 Electronic mail conversion script 3. Harris.2.4 Database Walk through of process Deliver Product 13 3.3.1 Write standard operating procedures 4.0 Support 4. Due to its size.Allen.2.3 Secure Fax machine 184.108.40.206 Electronic mail filter 3.1. Snyder 3.2 Electronic mail conversion script 3. and the dotted boxes refer to items detailed on the other chart.3 Web pages 3.5 4.1 Hardware 3.5 Web Server 3.3.1. The second diagram illustrates last two major items in this chart.4 Database Install and Test 220.127.116.11.1 Printer 3.2.1 Electronic mail filter 3. The first diagram shows details for the first two major items listed on the hierarchy chart.2.5 Web server Build Software 3. .2 STU-III 18.104.22.168 3.2.4 Database Server 3.3 3.2 3. the chart is split into two separate diagrams.3.3 Train users Automated Data Transmission System WBS Diagram The following chart represents the work breakdown structure outline describing all task involved in creating an automated data transmission system.3.2.
3.2 STU-III 3.4 Database server 3.2.2 Outline solution 1.1 Purchase hardware 22.214.171.124.0 Analyze 2. Gamboa.2 Document web configuration 126.96.36.199.2 Electronic mail conversion script 188.8.131.52 Desired outcome 1.1.1 Question operators 1.1 Electronic mail filter 3.4 Walk through of process 3.5 Deliver product 4. Harris.2.2 Block diagram of needs 184.108.40.206.2.4 Database 3.2.2 Question customers 220.127.116.11.1 Electronic mail filter 18.104.22.168 Design web layout 2.2 Conversion process 2.1 Hardware 2.2 4.2 1.1.3 Secure fax machine 3.4 Database server 3.2.1 Define data 2.1 Write SOP 4.2.1 2.0 Support Continued on pg.1.1.3 Determine problems 1. Snyder 14 Automated Data Transmission System 1.1.Allen.3 Train users 3. Augurson.1 Printer 3.1 3.1 Current Process 1.2.1 Define constraints 22.214.171.124 Electronic mail filter 126.96.36.199.1.2 Write maintenance contract 4.1 Hardware 3.0 Design 3.2.1 Determine needs 2.4 Database 2 .2 Electronic mail conversion script 188.8.131.52.184.108.40.206 Analyze Continued on pg.220.127.116.11 Support 3.3 Solution requirements 2.1.1 Printer 3.2 Define reports Automated Data Transmission System 1 1.3 Install and Test 3.5 Web server 3.3 Web Pages 3.2.0 Implement 4.1.0 Implement Continued on pg.5 Web server 3.4 Database 2.1.2 Software 1.2 STU-III 3.2.2 Proposed Solution 2.2.3 Web Pages 2.3 Web pages 3.2 Software 3.0 Design Continued on pg.2 Build software 3.3 Secure fax machine 3.
Augurson. Harris. software.Allen. Between meetings. the project manager will deliver project updates via e-mail to the applicable staff members. Implement Solution with testing (20 days). The following Gantt chart depicts the planned schedule for all of the tasks in this project that were outlined in the work breakdown structure. Tasks have been planned to occur concurrently as much as possible within the framework of the project team structure. the project team will meet in the corporate conference room to analyze the project status. Some verbal communication will be utilized for minor routine project tasks and to establish contingency plans in the event of an emergency situation Project Schedule This section of the ADTS proposal addresses the project schedule. This will insure that every task within the program is accounted for. . Design Solution (8 days).. Pending approval the project is scheduled to begin on Monday February 11th and finish on Wednesday April 17th. Gamboa. Snyder Project Reporting 15 Each Tuesday at 9 a. and test. Total project length is planned for 48 days and will be divided into four distinct phases. The design phase is planned in the most efficient manner possible. and will enhance project management and control. The four stages of the plan encompass an Analyze Situation (11 days). Dependencies are shown on the Gantt chart as links. Milestones are shown at the end of each project stage to enable project tracking.m. This allows completion of design activities in only 8 days. utilizing the three separate development teams of hardware. throughout the duration of the project. and the Support stage (9 days). and the critical path is highlighted in red.
Gamboa. Augurson.Allen. Harris. Snyder 16 <Insert Gantt Chart Page 1 Here> .
Snyder 17 <Insert Gantt Chart Page 2 Here> .Allen. Harris. Augurson. Gamboa.
The summary worksheet details the total funds required for each major sub-task and when those funds need to be released. The critical path is identified in red so that closer attention can be given to tasks that have a direct impact on the project finish date. The costs of individual tasks are sorted from most expensive to least expensive on the Gantt budget schedule. Augurson. Harris. . which include. a full Cost Plan schedule produced in Microsoft Excel. These documents allow project management to effectively track progress of individual assignments that pertain to the successful completion of this project. The budget sheet will allow the Project Manager to allocate funds accordingly to his team leads. Gamboa. a detailed Budget Report. The format of the data is also organized to allow for effective budget management and coordination for funding between the Project Manager and the Development Team Leads. The Excel cost plan further assists management in determining exactly when funds need to be released and can be used in accordance with the Gantt chart to identify any budget overruns. The Gantt schedule provides an immediate snapshot of the Manager’s resource allocation and anticipated progress through the project. Snyder Baseline Summary 18 The baseline for the Automated Data Transmission System (ADTS) project is explained in detail in the following documents.Allen. Every task associated with the program has been allocated a relevant resource in terms of labor (work resource) or material (hardware resource). with resource allocation as shown in the previous section. a detailed cost breakdown spreadsheet will be created which will indicate funding for tasks extended throughout the allocated time for the assignment. and the Gantt chart. Upon completion of the Budget Report.
Augurson. Gamboa. Harris. Snyder This documentation is intended to provide an accurate management tool that can be used 19 and reviewed during the important weekly project communication meetings. failures. successes. . and any potential barriers to the development and deployment of this system. The team now has a baseline for the project that the Project Manager can use to determine progress.Allen.
Harris.Allen. Gamboa. Snyder 20 <Gantt Chart Budget Report Here> . Augurson.
Snyder 21 <Cost Plan Excel Chart Page 1 Here> . Harris. Augurson. Gamboa.Allen.
Gamboa. Snyder 22 <Cost Plan Excel Chart Page 2 Here> . Augurson. Harris.Allen.
Gamboa. Snyder 23 <Cost Plan Excel Chart Page 3 Here> .Allen. Augurson. Harris.
Allen. Augurson. Snyder 24 <Cost Plan Excel Chart Page 4 Here> . Gamboa. Harris.
Snyder 25 <Cost Plan Excel Chart Page 5 Here> . Harris.Allen. Augurson. Gamboa.
the costs of work performed will be equal to the . For example. When the percentile is out of an acceptable range. The project manager should present a weekly progress report that indicates the percentage of the project that has been completed. Harris. the project manager will divide the budgeted cost of work performed by the actual cost of work performed. there are many variables to consider. In the event of delays or setbacks. When a portion of the project is completed. Performance Evaluation and Reporting The project manager will conduct a check on a weekly basis. and the budget at completion. The scheduled performance index can be estimated by dividing the budgeted cost of work performed by the budgeted cost of work scheduled. The project manager will closely follow the progress of the project utilizing these Gantt charts as a tool in charting the performance of the project. To estimate the cost performance index. All of the major variables can be identified as milestones on the Gantt charts presented as the project schedule. figuring the actual cost of work performed. Every milestone on the Gantt chart indicates a significant portion of the overall completed project. the project manager should be able to devise a plan to bring the project back within acceptable tolerances. Snyder 26 Performance Measurement When measuring performance. Augurson. This portion of the project is especially crucial if the critical path is affected. The project manager will be in charge of converting this data into useful information. The project manager will also be in charge of tracking numbers by building an Earned Value Table. the budgeted cost of work performed. the Cost Performance Index and Scheduled Performance Index are used to compare budget and work completed.Allen. If the project is on schedule. an earned value for that portion of the project is credited. Gamboa. the project manager will have to call a meeting with his managers to create a new plan to get the project back on schedule.
The project manager will then prepare a report stating that the project was a success because it was completed on time and under budget. Project Termination The project will have met all of its objectives when all of the tasks are complete. and notification of project termination to all stakeholders in the project.Allen. the project manager can communicate to upper management and to the consumer. A list of employees that need to be reassigned may also be necessary. Gamboa. Harris. Augurson. . With this information. This report will also include a termination checklist. It does not fit the objectives and environment. These failures need to be recognized and dealt with in an appropriate manner. and if corrective action is necessary. this may include closing all accounts connected with the project. The checklist should include account balances. The project manager must conduct a post-audit to justify that all vendors have been paid. Through these weekly briefings. Snyder 27 budgeted cost of work scheduled. it can be made without affecting the project cost at completion. This will be helpful for a timely and effective transfer. the project manager can forecast the cost to completion and the cost at completion. the concept of failures within the plan evolved. the project can be officially terminated. The major contributors to project failure are as follows: A) The project management model is inadequate. Summary of Lessons Learned In the development of the project management plan. and does not receive support from top management. Once all of this is complete. If there are any scheduled or cost variances. all the variable factors can be assessed. closure of accounts.
D) Failures in planning and controlling the project will occur if all members of the team are not engaged in the communication loop. Gamboa. the success of the project would be in jeopardy. Snyder B) 28 If the project manager fails to properly utilize basic management skills. but will greatly enhance the opportunity for a successful project.Allen. the project will go through various changes during its life cycle. Augurson. Eliminating the above failures will not guarantee success of the project. In turn. Harris. C) Failure to fully define project goals and the use of vague wording will lead to poor estimations of time and resources. .
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