Project

Management
Capstone Project
Suhaimi Chan
November 16th,
2020

11/16/2020 presented by Suhaimi Chan 1

 Automatic Handwriting Data
Conversion and Verification with
Optical Character Recognition
(OCR) and Machine Learning
(ML)

11/16/2020 presented by Suhaimi Chan 2

Table of Content

1. Narrative Charter Statement

2. Work Breakdown Structure (WBS)

3. Sequence Project Activities

4. Project Schedule

5. Project Budget

6. Responsibility Assignment Matrix (RAM)

7. Identify Project Risks with Responses to Those Risks

11/16/2020 presented by Suhaimi Chan 3

 1. Narrative Charter
Statement

11/16/2020 presented by Suhaimi Chan 4

1. Narrative Charter Statement
a. Project Purpose and Justification
• Automatic handwriting conversion to standard computer fonts to be recognizable for quick text/character searches
• Making paper-based information searchable in seconds, rather than hours [1]
• Reduce or eliminate costly data entry by automatically grabbing information you need from paper and putting it where it
needs to go [1]
• Enabling entirely new ways to process documents that can eliminate “human touches”, thereby reducing data entry errors and
improving accuracy, increasing productivity and efficiency, reducing costs and dramatically reducing processing times [1]
• Many paper form data entry and processing are manual, time and cost intensive, prone to human errors, and over the years
have shown high variances

b. Measureable Project Objectives and Related Success Criteria

References: [1] https://www.ftdocs.com/new-blog/2018/7/10/why-you-need-ocr

11/16/2020 presented by Suhaimi Chan 5

1. Narrative Charter Statement
c. High-level Requirements
1. Automatic handwriting conversion to standard computer fonts for quick information search
2. Better service and faster responses to our customers with real-time customer data availability
3. Lower costs can be passed down to our customers to make our services more competitive and affordable
4. Better customer experience and higher customer loyalty
5. Entice new customers to experience our superior quality services

d. Assumptions and Constraints

• The new program/tool must launch on May 3rd, 2021
• The project will cost no more than $300,000
• All resources will be produced in-house in order to keep costs down
• All resources will be available 100% to complete this project since this project is top priority
• All human resources are all experts in their own domain and familiar with the project requirements
• Full supports from executives and sponsors to remove any roadblocks
• Use of latest standard paper forms that have been widely used by many organizations

e. High-level Risks
1. The project is highly dependent on the skills and knowledge of a few individual experts so if one of the experts can not work
on the project for any reasons during the allocated time, it may jeopardize the project success
2. Multiple versions/changes of standard paper forms that will need continuous multiple updates and validations to make it
work correctly and consistently
3. Continuous user training/instruction updates to be provided to the users so they can enter their information in the forms
correctly in order for our system to work effectively and efficiently
4. Server, website, storage and database capacity, and system need to be monitored, backed up and maintained routinely,
and
upgraded accordingly for uninterrupted continuous operations

11/16/2020 presented by Suhaimi Chan 6

1. Narrative Charter Statement
f. Summary Milestone Schedule
1. Complete survey collection and analysis of latest standard paper forms that will be used for the system and user requirements
and expectations
2. Complete design and program user-friendly user interface (UI) and editable data/reports for best user experience (UX)
3. Complete design and program Optical Character Recognition (OCR) system
4. Complete design and program automatic handwriting conversion
5. Complete test and validate accuracy of machine learning algorithm and program on the automatic handwriting conversion
6. Complete final test-run of the system to check, validate and fix any issues
7. Complete lesson learned for future improvements and collect/organize all documentations, wrap up and release product
8. Complete Product launch

g. Summary Budget
• The overall budget for this project is no more than $300,000

11/16/2020 presented by Suhaimi Chan 7

 2. Work Breakdown Structure
(WBS)

11/16/2020 presented by Suhaimi Chan 8

2. Work Breakdown Structure (WBS)
1.0
Automatic User Handwriting
Data Verification System

1.1 1.2
1.3
User & Form Surveys and Automatic
User Data Report and
Upload Completed Handwriting
Verification
Standard Paper Form Conversion

1.1.1 1.2.1
1.3.1
Standard Form Survey Design & Program OCR
Report User Data for
Verification
1.1.2 1.2.2
UI/UX Survey Machine Learning
Interprets User
Handwriting 1.3.2
1.1.3
User Updates or
Design UI and User
1.2.3 Corrects Data
Guide Instruction
Check and Validate
User Data
1.1.4 1.3.3
Check, Validate and 1.2.4 User Confirmation
Confirm Uploaded User Store User Form and of All Data are
Form Data in Database Correct

11/16/2020 presented by Suhaimi Chan 9

 3. Sequence Project
Activities

11/16/2020 presented by Suhaimi Chan 10

3. Sequence Project Activities

1.1.1 1.1.4 1.2.3 1.2.4

1.1.3
1.1.2 1.2.1 1.2.2 1.3.1 1.3.2 1.3.3

11/16/2020 presented by Suhaimi Chan 11

 4. Project
Schedule

11/16/2020 presented by Suhaimi Chan 12

4. Project Schedule

11/16/2020 presented by Suhaimi Chan 13

 5. Project
Budget

11/16/2020 presented by Suhaimi Chan 14

5. Overall Project Budget

• This weekly estimated cost (budget) is using analogous estimate approach from similar past project with current market value
• Week 1 only has two days since the project will start on Thursday, February 4th, 2021
• Week 13 only has three days since the project will end on Wednesday, April 28th, 2021
• Cloud server cost includes server backup, administration and maintenance services as well as server space scaled up as needed, so
we don’t have to worry about server capacity limitation
• Survey cost includes surveys for standard paper forms and user interface/user experience (UI/UX)
• Marketing cost includes advertising & promotion costs for our new product to keep current customers loyal & entice new
customers
• Training cost includes cross training among employees for backup and new skill sets to improve their performance
11/16/2020 presented by Suhaimi Chan 15
5. Estimated Labor Cost Project Budget

• Estimated hourly labor cost (budget) broken down by week and roles using current market rate in our area for expert level with many
years of experience. The employees must have the necessary skill sets and ability to work in a team to ensure our project success
• Estimated labor cost includes salary with taxes and benefits

11/16/2020 presented by Suhaimi Chan 16

 6. Responsibility Assignment
Matrix (RAM)

11/16/2020 presented by Suhaimi Chan 17

6. Responsibility Assignment Matrix (RAM)

11/16/2020 presented by Suhaimi Chan 18

 7. Identify Project Risks
with Responses to Those
Risks

11/16/2020 presented by Suhaimi Chan 19

7. Identify Project Risks with Responses to Those
Risks

Continue to next page

11/16/2020 presented by Suhaimi Chan 20

7. Identify Project Risks with Responses to Those
Risks

Continue to next page

11/16/2020 presented by Suhaimi Chan 21

7. Identify Project Risks with Responses to Those
Risks

11/16/2020 presented by Suhaimi Chan 22