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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 1 of 3 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 20171103024827project_initiation_document_template 2 of 3 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 3 of 3 Running head: PROJECT. 1 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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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

Date Created

Mobile based security management
system
Project Sponsor

Project Owner

University administration, chairman
developmental committee, staffs and
students
Project Manager

PROJECT REQUEST
REQUEST SUMMARY
Description of ...


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