develop timesheet data system

Project Name

Timesheet Data Systems

Project Number

001

Project Manager

Development Team

Prioritization

Owner(s)

Kenneth Smith

Project Product

This project aims to develop a web-based timesheet system. With this system, the employees will no longer have to manually log in. This ensures the integrity, availability, and accessibility of the data. In particular, the timesheet system will accurately record the time when the employee arrives and leaves the office. It also prevents problems with the log book being misplaced, lost, or damaged, which can mean lost Information and the timesheet system will enable any timesheet information to be easily accessed.

The high level tasks involved in the project include the gathering of requirements, the development of the application’s design, the coding of the application, the testing of the application, and the documentation of how to use the application. Each task’s deliverable must be signed off by the project’s manager and major stakeholders for them to be considered complete or approved.

The project will be divided into the following phases; the design phase, the completion of the login module; the completion of the timesheet module, the completion of the payroll module, the system’s pilot testing, the training of the employees, and the timesheet system’s rollout in the entire company.

• In the design phase, the requirements will be gathered by obtaining information regarding the company’s processes with regards to their timesheets. The employees and managers will be asked, through survey questionnaires, one-on-one interviews or focus groups, about things such as the procedures for logging in, the procedures for filing a leave, and others. They will also be asked about the problems they encounter with the current manual processes and how their tasks can be made easier.

• In the Login Module phase, the project team will be focused on completing the application features that will be responsible for keeping track of the employees’ login and logout times. This phase will involve the coding of the module, its testing, and its documentation. The programmers or software developers will run their codes on a test server so that the testers and technical writers can access the application even while it’s still in development.

• Now the developers can start coding the timesheet module. This module will allow the employees to enter their tasks for the day. This module will also track the employees’ leaves and will have report generating capabilities. The software developers will also fix any bugs found by the testers, and the technical writers will send the module’s documentation for review until it gets approved.

• The payroll module phase will not entail the development of features that the employers can actually use for keeping track of their timesheets. It will involve the development of back end features that will allow the timesheet system to interact with the company’s payroll system. It will allow the payroll system to receive input from the timesheet system regarding things such as the employees’ number of absences, leaves, and others.

• Before the system gets rolled out in the entire office, the developers and testers will train the company’s employees and managers on how to use the system. This will ensure that the users will not have any difficulty in using the system after the project team leaves and this will give the employees a chance to ask questions regarding the system. Next the system will be introduced to the entire company so that all of the company’s employees and managers can start using it for tracking their timesheet related data.

• Design Phase January 22, 2017

• Completion of the Login Module March 15, 2017

• Completion of the Timesheet Module May 5, 2017

• Completion of the Payroll Module August 5, 2017

• Pilot Testing Sept/Oct, 2017

• User Training November 1, 2017

• System rollout December 23, 2017

Project Deliverables

The project can be successful when the following products and services are delivered on time.

1. Business Requirements Document (BRD)

2. Design Requirements Document (DRD) for the login module

3. DRD for the Timesheet module

4. DRD for the Payroll module

5. Program code for the Login module

6. Program code for the timesheet module

7. Program code for the payroll module

8. Use case documents for the login module

9. Use case documents for the timesheet module

10. Use case documents for the payroll module

11. User’s guide for the timesheet system in PDF format

12. Online help for the timesheet system

13. Administrator’s guide for the timesheet system in PDF format.

Project Objectives

The objective of this project is to develop a web-based timesheet system that will keep track of the employee’s timesheet information by Dec 23, 2017 at a budgeted cost of $100,000. The goals of the project will include the following

• To automatically and accurately track the employees’ login and logout times.

• To ensure the integrity, security, and availability of the information regarding the employees’ attendance.

• To provide a feature for easily generating attendance reports for the employees.

• To enable the employees to keep a record of their daily tasks and accomplishments.

• To provide managers with reports on the employees’ daily tasks and accomplishments. This can be used as a basis for performance evaluations.

Project Assumptions

The project team has the following assumptions prior to the commencement of the project’s planning phase.

1. The company has the necessary infrastructure in place for the implementation of a web-based application.

2. The company uses Windows as its computers’ operating system.

3. The company has an in-house IT department.

4. All of the company’s employees are computer literate.

5. All employees have a computer, whether a PC or a laptop.

6. All employees will be cooperative in answering the project team’s questions during the requirements gathering phase.

7. The application will make the employees’ timesheet-related tasks easier.

8. The employees will be honest in using the timesheet system.

9. The company already has a payroll system in place.

10. The Timesheet application will help the Finance Department in the computations of salaries.

11. The company’s processes require the employees to submit daily timesheets.

12. The department managers will use the application as basis for the employees’ performance evaluations.

13. The employees will be available for testing, particularly during the pilot test.

14. The employees will buy into the implementation and use of the new timesheet system.

15. The use of the application will eventually lead to cost reductions for the company.

16. The employees will find the application’s interface easy to use.

17. The application will run without errors.

The application will be scalable even as the company grows.

Project Constraints

1. Due to the employees’ and managers’ various tasks, they may have limited time for answering the project team’s questions during the requirements gathering phase.

2. Not all of the employees may be computer literate.

3. The managers, executives, and employees may be reluctant to provide the information that the project team needs due to the confidentiality of such information.

4. The company’s managers and executives may have concerns regarding the security of the application, since it will be web-based.

5. The employees involved in the pilot test may have limited time to spend on the testing.

6. Since the project will take a year to complete, the company may have constraints with their financial resources, which may derail the project.

7. The company employees may resist the implementation and use of the new timesheet system.

8. The company’s IT department may not have adequate capabilities to provide support for the users once the project is completed.

9. It may take time for the employees to adjust to the using the timesheet system as part of their daily processes.

10. Not all of the employees may be interested in attending the user training.

Exclusions

The following shall not be included in the scope of this project:

1. The project will not include a mobile smart phone version of the application.

2. It will not include the automation of other aspects of the company’s payroll system other than the salary computation on the basis of the employees’ attendance.

3. The timesheet system will not automatically track the employees’ activities on their computers. The employees will have to manually enter their timesheets.

4. The project team shall not be responsible for providing the users with support services after the application is rolled out in the entire company.

5. The project team will not accommodate the addition of features that are not included in the BRDs and DRDs.

6. The project team will not provide consultation services regarding the company’s IT infrastructure, their other applications, or the vendors they should work with.

7. The project team shall not be responsible for setting up the hardware needed for the application’s implementation. These tasks may include the setup, installation, and configuration of the employees’ computers or laptops.

8. The project team shall not be responsible for setting up the company’s network, such as the company’s intranet or the employees’ access of the intranet.

9. The project team shall not be responsible for providing computer literacy training to the employees who are not familiar with how to use the computer.

10. This project will not include future updates or upgrades to the system. Such updates will require the creation of a new project.

Acceptance Criteria

• The number of application bugs or errors

• The time it takes to load a web page

• The time it takes to complete a task

• The accuracy of the reports generated

• The user-friendliness of the application’s interface

To be accepted by the customer, the product must be capable of

• Recording the employees’ login time once they open their computers

• Recording the employees’ logout time once they shut down their computers

• Allowing the user to generate reports of the employees’ login and logout times

• Allowing the user to enter their timesheet or tasks and accomplishments for the day.

• Allowing the user to generate their timesheet reports

• Providing input to the company’s payroll system regarding the employees’ attendance

• Allowing the employees to log in securely to the system

• Allowing the employees to use the system with no errors

• Allowing the employees to use the system with ease.

• Quickly completing the processing of tasks

The product must meet these performance specifications to be accepted by the user

• It must pass QA testing.

• The application must undergo pilot testing and be accepted prior to the system rollout.

• The application’s design must be deemed user friendly by the customer.

APPROVALS

Project Manager Approval

Customer or Sponsor Approval