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PROJECT INITIATION DOCUMENT
Purpose: To promote understanding of the business need and to provide information to decisionmakers for resources and staff to further investigate the need/solution. This information is gathered
during the Opportunity Assessment by the business partner and refined in the Initiating Process.
PROJECT IDENTIFICATION
PROJECT IDENTIFICATION – PROJECT SPECIFICS
Project Name
Project Number
Project Sponsor
Project Owner
Date Created
Project Manager
PROJECT REQUEST
REQUEST SUMMARY
Description of Business Need – high-level description of the business need, this is the explanation, not solution. This
should include the vision and purpose of the project.
HIGH LEVEL BUSINESS REQUIREMENTS – REQUIREMENTS OF THE PROJECT
CRITICAL SUCCESS FACTORS – USED TO DETERMINE IF THE PROJECT IS SUCCESSFUL
Primary Clients – requesting organization
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Users – individuals or organizations that will be
using the system/product
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PROJECT INITIATION DOCUMENT
BENEFITS
Tangible – these are benefits that can be measured in actual dollar return
▪
▪
Intangible – challenging to quantify, but beneficial
▪
▪
Related Projects/ Affected Systems
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PROJECT INITIATION DOCUMENT
PROJECT STAKEHOLDERS – INDIVIDUALS AND ORGANIZATIONS WHO HAVE INTEREST IN THE PROJECT
Name – Title
Area
NECESSARY TO PROCEED
Next Phase Activities/Resources – resources to move to the next phase(s), Initiating
APPROVAL
Name
Title
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Date
Approved
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Running head: INSTALLING ACS AT ABC CORPORATIONS
Installing an Access Control System at ABC Corporations
Names:
Institution:
1
INSTALLING ACS AT ABC CORPORATIONS
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Installing an access control system at ABC Corporations
An access control system is a system that is often installed in premises so as to boost
security. The system works by identifying, authenticating, and authorizing access to the
premises to personnel that has been served with clearance modules by the organization
(Kaluža & Gams, 2008). Notably, the system comprises of synchronized and automated
security features such as automatic door lock and opening that is synchronized with an
authorization module that could read security features such as the retina, iris, fingerprint, or
even an access card. With the rising need for security, and in addition to the continuous
growth in technology, organizations have resorted to access control systems as a way of
boosting security in their premises. According to Norman (2014), these systems are often
implemented in areas that accommodate valuable items such as organization’s documents,
server equipment, warehouses, and other valuables. In fact, the same technology has found its
use in private homes and other areas where security may be needed, and particularly due to
the rising affordability of the systems by both large corporations and private buyers. This
paper will document a project for the installation of an access control system in the major
offices of a hypothetical company – ABC Corporation – including the server room, and
warehouses. In return, it will help in demonstrating how projects are planned, designed,
broken down into milestones, how various internal and external factors such as costs and time
are addressed, and how the projects are implemented.
Relevance of the project to the course
The project will help in demonstrating various phases of carrying out a project such as
the initiation, design, implementation, and monitoring. At the same time, it will present an
opportunity to demonstrate other project requirements such as the influence of various factors
such as time and costs as well as how they are incorporated in the course of the project
implementation.
INSTALLING ACS AT ABC CORPORATIONS
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Overview of ABC Corporation
ABC Corporation is a medium-size company that provides financial consultancy,
auditing, and accounting services. In this regard, the company has a large number of clients
that range from small to large companies. Due to this factor, the company often stores bulk
data regarding its clients and its operations on its servers. At the same time, information
regarding the clients is often stored by the company. The company’s employees have a
tendency to carry clients’ data with them and process them in the company’s premises prior to
relaying back the information and feedback. In fact, the bulkiness of information is further
fuelled by the information that is often sent by some clients seeking financial advice from the
company. This makes security essential for the sustainability of the company. At the same
time, traditional files holding summarized data are stores in a small store/warehouse within
the company’s premises. The company also has a different room that serves as an offline
backup, and where computer systems and data drives holding vital information are stored.
The above rooms have dedicated security officers that are on guard during the daytime
and allow only authorized personnel to access the rooms. At the same time, only a few people
have keys to the rooms. Unfortunately, the company has been experiencing challenges in
managing access due to frequent changing of employees. At the same time, the store that
holds the offline backup data was recently accessed and some hard drives stolen by an
unknown person. The company could not identify the individual as five people had access to
the room and the security officer at the time reported not seeing anyone access the office
within the duration when the drives were thought to be stolen. As a result, the company would
wish to intensify its security measures and better ways of identifying those that access the
premises even with the required clearance as these too may be compromised. The company
INSTALLING ACS AT ABC CORPORATIONS
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has approached Hi-tech Systems to develop a full system that will address the challenges
identified.
Card-based access control system overview
The challenges noted above, among others, will be resolved through the installation of
an access control system. This system will make use of security cards that will be read by a
system situated at the door areas as well as rotating cameras that will capture the images and
footage of those accessing the rooms. This technology is not new. Rather, it has been in the
market for a long time and, through years of improvement, it is currently at its advanced state
where security and performance have been improved (Norman, 2014). This system operates
through a systematic coordination of the camera module and the access control system. The
cameras are often fitted with motion and proximity sensors that detect whenever an individual
is within a particular distance from the camera. The proximity sensors are responsible for the
detection, from where motion sensors and the camera module are activated to track the
movement of the person and rotate the camera to follow the individual.
When an individual reaches the door, they are supposed to place their cards near the
readers. The readers are connected to a server that stores a list of authorized personnel and the
security clearance of the card. At the same time, they have near field communication
capability, which activates the readers whenever a card is placed near them. From there, the
card reader scans the card and is able to read its data and determine if an individual is
authorized. If so, an automatic door lock system is activated and it opens the door, thus
granting access to the individual. Otherwise, a warning is given that the card is not
recognized. The process happens so fast, which means that it not only boosts the security of
the rooms but also reduced the time taken to access the room than the time it could take had
traditional locking systems were used (Kaluža & Gams, 2008). At the same time, ABC
Corporation will have both the digital identity and the physical identity of the individual
INSTALLING ACS AT ABC CORPORATIONS
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accessing the rooms through the records collected by the card readers and the cameras
respectively. This way, an individual using another person’s card will be easily identified,
which is the same case with what an individual carries into and out of the offices. In return,
this is set to raise accountability as well as responsibility amongst the employees.
Project initiation and charter
This project will be developed for ABC Corporation so as to help in boosting the
security of their premises, speed up access time, and minimize unauthorized access to rooms
designated to accommodate high-value and important elements of their operations.
Project Scope
This project will cover the implementation of a full access control system that will
cover three rooms. In this case, the project will not cover the other sections of the company.
However, the covered areas should have a fully operational system comprising of rotating
security cameras, card scanners, and automatic door locking systems. At the same time, all
this process should take at most two months so as to ensure that the system is usable within
the shortest time. The short period is also meant to reduce any form of interference within the
company.
Deliverables
This project will comprise of various phases. The initial phase will involve planning.
At this point, the project team will be constituted so as to ensure that they can begin the other
phases on time. At the same time, designs will be developed comprising of all the circuits and
networking that will be required for the project. This will bring the project team to a point
where they will estimate the estimated resources, including additional labor, materials,
modules, and time.
INSTALLING ACS AT ABC CORPORATIONS
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The second deliverable will be the installation. After materials and other required
modules are collected, the second phase of the project will involve their installation into
various locations within the facility. Notably, this is a comprehensive system that spreads
from the server room to the various rooms that will be fitted with the system. This will also
lead to the third phase, which will involve the configuration of the system. This is to ensure
that the system coordinates at all sections and that it serves the intended purpose. At the same
time. The servers need to have a database that will store the credentials for the cards after they
are developed. The development of the cards will take place at the fourth phase, which will
allow the project team to also test their working and security standards. The last phase will be
the implementation and the full system deployment. This will involve a number of tests that
will allow the project team to ensure that the whole system works effectively. The rest of the
information for the project is summarized in the project charter below:
Project charter
Project Title
ABC Corporations Access Control System
Date
November, 2017
Business Case
Improving security and surveillance of vital rooms at the company.
Project Purpose
Create a system that meets the expectations of the client, including improving security,
surveillance of those accessing the facilities, and reducing the time it takes to access the
specified offices.
Project Objectives
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❖ Design an access control system that will guarantee both security improvement and
monitoring of the entry points of the specified rooms.
❖ Develop a system that matches the needs of the client.
❖ Ensure that the system is up and running within two months.
❖ Develop the system on time and ensure that all the modules are able to synchronize as
required.
Project Deliverables
➢ Comprehensive assessment of the premises.
➢ Survey the locations that will be fitted with modules such as the rooms, the door
sections, camera locations, and the server room for additional space.
➢ Create a design for the system and the infrastructure, including the exterior of the
premises and the interior diagram.
➢ Investigate how the system will be working, including the coordination of the card
reader system and the surveillance cameras.
➢ Identify the sections for the placement of the system modules.
➢ Install the access control system (ACS) software onto servers and ensure that the server
is operational.
➢ Configure the server to work with the new system. This will be through the support of
the ACS software.
➢ Configure proximity cards so that every employee authorized to access the premises has
a working security card that doubles up as the employee identification.
➢ Install, test, and make any changes that may be necessary on the system.
➢ Conduct soft-deployment with members of the company.
➢ Inform every employee of the system’s performance and operation.
➢ Activate the system during the final and full deployment.
INSTALLING ACS AT ABC CORPORATIONS
➢ Submission of project close-out documentation
Project team
➢ Project coordinator
➢ ABC Corporations manager
➢ Hi-tech systems manager
➢ ABC Corporations CIO
➢ Project team’s communication manager.
➢ Other technicians
Risks
➢ Lack of all the necessary modules and materials from the market.
➢ Process disruption at the company.
➢ Failure to meet expected results.
➢ Lack of sufficient support from the project owner.
Schedule Summary
Project should be complete in 2 months
Budget Summary
The initial budget for the project is $200,000.
Project limitations
➢ Repulsion from a segment of the employees of the company.
➢ Other limitations to be determined in the course of the development and
implementation.
8
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Communication plan
The communication plan details the type of message that will be exchanged between
two offices or two individuals and the mode of communication. This plan is required to
provide a framework of how relevant individuals will be accessing messages and progress
reports from the project team. It is required to constantly update various stakeholders to
ensure that they can follow up the project effectively as well as address their concerns on
time. As reported by Love, Fong & Irani (2004), proper and timely communication is vital
when it comes to mitigating errors and project hitches. Also included is a RACI matrix, which
details an individual that is responsible for implementing a task (R), accountable for
authorizing the work (A), consulted before and during a task implementation (C), and
informed before and during the implementation (I).
Table 1: project communication plan
Method of
Member Assigned
Communication
Individual to Receive Report
Sharing
Frequency
Task to produce
Title
Report
communication
Project team
Every member of project team
Text/call
Daily
Project manager
memo
Project task
Project team
Project manager
Email
Daily
reports
Weekly reports
leaders
ABC manager and CIO, Hi-tech manager
Email
Weekly
Project manager
INSTALLING ACS AT ABC CORPORATIONS
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ABC manager and CIO, Hi-tech manager,
Monthly project
other company executives as may be
Email/Meeting Monthly
Project manager
reports
necessary during meetings
Assessment of the premises
Design of the project
Investigation of the infrastructure
path
Materials acquisition
Installation
Server and module configuration
Card configuration
Project testing
Full deployment
Key
Responsible for implementing the a task (R)
Accountable for authorizing a task (A)
Consulted before and during implementation (C)
Informed before and during implementation (I)
Technicians
manager
Logistics officer
CIO
Project financial
manager
ABC Corporations
manager
Project operations
manager
Hi-tech Systems
manager
ABC Corporations
Area of focus
Project team
Table 2: RACI matrix
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Work breakdown structure and schedule
The work break down structure and the schedule are vital in project development.
According to Russell (2012), they should be well developed so as to help both the project
sponsor and the project team make plans by identifying the required duration and resources.
The work breakdown structure, for example, includes all the tasks of the project, the allocated
time – including the time of task commencing and completion – the allocated resources, and
the cost of that particular task. In the case of ABC Corporation’s project, the work breakdown
structure has been developed to show the hourly rate and the personnel required to complete
each task as the resources. As a result, it is important to note that the cost of acquiring
materials have not been captured in this section. Additionally, the schedule, hereby developed
in the form of a Gantt chart, has been developed in terms of weekly estimates. This is because
the project takes a very short period that runs for less than two months beginning November 1
to December 23.
Table 3: Work breakdown structure
Milestone
Tasks
Starting Completion # days
date
date
Resources
Preparation
Create project team
Nov-01
Nov-02
2
1
Survey premises
Nov-05
Nov-06
2
4
Design ACS
Nov-07
Nov-08
2
5
Evaluate installation
path
Nov-09
Nov-09
1
3
Acquire materials
Nov-11
Nov-14
3
3
Control panel
Nov-16
Nov-18
3
3
Communication cables
Nov-17
Nov-20
3
7
Readers at door areas
Nov-21
Nov-23
3
3
Position cameras
Nov-24
Nov-24
1
3
Installation
INSTALLING ACS AT ABC CORPORATIONS
Install door lock system
Nov-25
Nov-26
2
5
Install servers
Nov-27
Nov-30
4
7
Nov-30
Dec-02
3
6
Develop database.
Dec-01
Dec-05
5
6
Connect cameras to
server
Dec-07
Dec-07
1
5
Connect card reader to
server
Dec-08
Dec-08
1
5
Configure proximity
cards.
Dec-09
Dec-10
2
3
Test modules
Dec-12
Dec-14
3
4
Test system
Dec-15
Dec-17
3
4
Soft-deploy
Dec-17
Dec-20
4
4
Inform employees
Dec-20
Dec-20
1
1
Train employees
Dec-21
Dec-22
2
2
Full-deploy
Dec-23
Dec-23
1
3
Configuration Configure server.
Execution
12
Fig 1: Project schedule
Milestone Tasks
Wk1
Preparation Create project team
Survey premises
Design ACS
Evaluate installation path
Acquire materials
Installation Control panel
Communication cables
Readers at door areas
Position cameras
Install door lock system
Install servers
Configuration
Configure server.
Develop database.
Connect cameras to server
Connect card reader to server
Configure proximity cards.
Execution Test modules
Test system
Soft-deploy
Inform employees
Train employees
Full-deploy
Wk2
Wk3
Wk4
Wk5
Wk6
Wk7
Wk8
INSTALLING ACS AT ABC CORPORATIONS
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Budget
A budget is an extension of the work break down structure. As reported by Silvius,
Schipper & Van (2012), it should include all the major tasks as well as an estimate of funds
that have been developed based on the resources allocated per task and the duration of the
task. Although definite figures are recorded in this section, it is important to note that they
may change depending on various factors that may arise in the course of the project.
Moreover, a task may derail due to unavoidable circumstances or a particular failure might
require additional testing and correction time as well as resources. In this project, however,
the project team leader expects that such events will not occur as a proper communication
protocol has been laid in place. This facilitates timely communication as well as enabling the
team to identify risks on time, mitigate the risks, or address them before the time arises.
Table 4: Project budget
Milestone
Tasks
Starting Completion # days
date
date
Resources
Hourly pay
Preparation
Create project team
Nov-01
Nov-02
2
1
$
50.00
Survey premises
Nov-05
Nov-06
2
4
$
20.00
Design ACS
Nov-07
Nov-08
2
5
$
20.00
Evaluate installation
path
…
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