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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
20171103024827project_initiation_document_template
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
20171103024827project_initiation_document_template
Date
Approved
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Running head: PROJECT.
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MOBILE BASED SECURITY MANAGEMENT SYSTEM:
Introduction
With level of insecurity rapidly increasing across the world in various sectors of the
institutions and the world as a whole, a well-defined method of looking into the
application of responds into geolocation reports in emergency, non-emergency and minor
medical alerts are required in an university setup or even any institution. Therefore this study
will be designed to explore the current state a university emergency, non-emergency and
minor medical alerts operations with use of geolocation technology to assist students and also
staffs, to establish the draw backs of the existing system and also how to come up with
solutions to the already detected holes. Various methods of collecting information to be
employed
into
majorly through personal interview to the officers concerned and investigation
primary sources of information i.e. One to one with students living in the University.
Several drawbacks witnessed in the process security administration including there is so
much time wasted between the institution security offices getting information about area
attacked at what time because the affected tend to suffer or even get injured or even killed
without anyone noticing, the medical officers confirms that the student must walk to medical
annex or seek for assistance from a friend to be brought to medical center, this is a challenge
since most student are busy with classes and assignment hence its somehow tricky to convince
someone to miss a class for your favor. If there was a system to alert the medical annex when
one faces a medical problem or a friend notices a problem with a nearby student can immediately
request for help. The benefits accrued from the newly automated system are less time
Mobile Based Security Management system.
2
spent by the security officers and ensure safety for students and staffs , this will make student
and staff to have confidence. The system will be committed to providing a safe environment for
the pursuit of academic excellence in the spirit of community responsibility.
Project Initiation (Guidance) Document
1.1 Review Project Charter / statement of work.
A project charter should contain the essence of the project and provide a shared understanding of
the project. Act as a contract between the project sponsor, key stakeholders and the project team.
This project is based on developing a mobile based security management system. The project
review is based the following:
Scope
The proposal targets to be use in a University as the key study and implement the resulting
requirements in favor of the findings from a University. The software can also be used in a
university with similar security and safety structure.
Objectives
The general objective in this project will be to develop a mobile based security management
system. Some of specific objectives are: To investigate the operation of the current system, to
design and develop a mobile based security management system, to implement and test the
workability of the newly developed system.
Participants in the project.
Mobile Based Security Management system.
3
Participants in the project include: the development committee, students, and staff and security
officers.
Secure Budget.
ITEM
QTY
COST PER QTY
TOTAL COST
(USD.)
(USD.)
Laptop
1
500
500
Web Hosting
1
30
30
Android Phone
1
70
70
Internet Access
100GB of data
60
60
bundles
Secure influential project sponsor.
The initiated sponsors are the university administration, student, staffs, chairman development
committee and some of the developers
Set up steering committee.
The Steering Committee will consist of the administration, and the development chairman.
Communication Plan
Communication is the process of transmitting ideas and information.in this case communication
plan is planning the way to organize actions that will lead to fulfilment of a goal.to develop a
communication plan several basic questions must be answered. First is the purpose, then the
audience, the message, the channel to be used to communicate and how to actually distribute the
message.
Mobile Based Security Management system.
4
An example of the Communication plan in this project.
RACI-O matrix.
When requirements are constantly changing they become difficult to understand therefore
workers are in high level of lack of job satisfaction or productivity lose. A role is not the same as
a person but a group of activities and tasks that a person in certain role is expected to carry out.
Accountable and responsible differ in the sense that responsible is state where one is executing a
task while accountable is the state of decision making. There need also to realize who is to be
consulted and who is informed.
R-Responsible
A-Accountable
Mobile Based Security Management system.
5
C-Consulted
I-Informed
Login/register
Send alert
Receive alert
Allow new user
Update users
Admin
ARI
AR
AR
ARI
ARI
student
AR
AR
staff
AR
AR
Security officer
AR
AR
C
PRELIMINARY RISK REGISTER (To be kept under review and updated by the Project Team)
The risk register is a mean of recording identified risks and explain the severity and impact of
risks and mitigation activities. It works best as a table. Sets of data to collect are reference
number, description and owner for the risk, its likely impact and probability of occurrence.
Finally any mitigation activity and the probability of occurrence after mitigation has been
implemented.
The risk response planning involves determining ways to reduce or eliminate any threats to the
project, and also the opportunities to increase their impact.
The following is the risk register and response for this project.
Risk
1. Residence
for student
Description
For example, 3km from
the university
Probability Impact
Low
High
Action By
Monitoring Officer
Implications for
Council/Comments
Service cannot be
provided. Unable
not within
to respond to
the premises
service user
Mobile Based Security Management system.
6
needs. Vulnerable
people at risk.
2. Low staff
morale
Disengagement during
Medium Medium Communication
Difficulties in
process, sickness
Strategy.
managing
absence increases,
Information updates.
services. Poor
recruitment difficulties.
Meetings
outcomes.
Reduced
performance
management.
3. Project
Capacity within Council. Medium Medium Project Board.
Management
Consideration of
Cost of
consultancy.
engagement of external
consultant.
4. Financial
•
Risk
Inability to pay more
High
High
expert developers.
Director of
Inability or
ICT/Strategic Finance.
reduced ability to
implement the
•
Tenders received too
expensive i.e. cannot
be managed within
resources available.
required system.
Low
Low
Director of ICT
Mobile Based Security Management system.
•
Insufficient resource
Medium Medium Administration
release from
Administration
Recourse Loaded Schedule
This gives a layout of how activities will be executed. In this case the project uses a simple tool
called Gantt chart.
Gantt chart.
This explains the time or duration to be taken during project development.
Work Breakdown Structure (WBS).
7
Mobile Based Security Management system.
WBS provides a structure view into a project. This style is essential for planning and executing
the project it’s also used to define and detail a proper project schedule. It is deliverable oriented
hierarchical decomposition of work to be executed by the team to accomplish the project
objectives and create the required deliverables. The purpose is to organize and defines the total
scope of the project.
8
Mobile Based Security Management system.
9
References
Chris E McGoey. Apartment Security, Retrieved from
http://www.crimedoctor.com/apartmen.htm.
Chris E McGoey, Mr.McGoey is the only security consultant with 19 certifications.
Security Expert’s Guide to Premise Liability Litigation, Retrieved from
http://www.crimedoctor.com/premises.htm.
Dr. Bruce Banoeng-Yakubu, University of Ghana students to protest insecurity on campus, 14
February 2007,Retrieved
from https://www.modernghana.com/news/123954/1/universityof-ghanahttps://www.modernghana.com/news/123954/1/university-of-ghana-students-to-protestinsecurity.htmlstudents-to-protest-insecurity.html.
E. Calais, The Global Positioning System, Purdue University -EAS Department Civil
3273 – ecalais@purdue.edu.
…
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