E-Lockbox FCR ARB Client: Living Advantage, Inc. Team 05: Chen Gui, Woon Kim, Azuka Okuleye, Qiutong Song, Weiyi Zhong, Dejie Meng Monday, December 10, 2018

Presentation Overview Strong and Weak Points Cecilia OCD Eric Win-Win Agreements Jason Prototype Weiyi Architecture Woon Life Cycle Plan Miles Feasibility Evidence Azuka QFP Jason/Cecilia

Strong and Weak Points Good communication among team members Strong Points Weak Points Good communication among team members Organization Record of meetings and deadlines Team experience with PHP All members have at least some experience Remote communication with client Difficult to discuss via phone/Skype Could be mitigated with new team member, Will Team experience with PHP No one member has extensive experience Still a lot to learn Other concerns and risks: Late changes to MMFs and Win Conditions

Operational Concept Description (OCD)

Introduction - System purpose Identify foster youth: constant movement & changing guardianship Securely store documents for thousands of foster youth Current Sales Force will eventually get expensive and lack flexibility Through this experience they uncovered the critical need for foster youth to have a secured centralized location to store their essential documents such as birth certificates, SSN cards, immunization records, etc. The fostered youth tend to live transient lives. Constant movement of residences and multiple changes in guardianship results in a high rate of critical documents being lost. In response to this critical need they have designed a highly secured online document storage solution. They are currently utilizing the capabilities of a commercial application called Sales Force as their solution. As a nonprofit they are able to support their current need without any licensing cost from Sales Force.   There are currently about 400 Foster Youth using their Sales Force solution. The average number of documents stored by each of the 400 youths is around four. Some are using it just for a few critical documents others are taking full advantage and storing awards, meaningful pictures ect.

Shared Vision - Program Model Assumptions Foster youth want to have anytime/anywhere electronic access of their vital documents. Public agencies are willing to use foster youth vital documents in association with Living Advantage. Stakeholders Initiatives Value Propositions Beneficiaries Developer Living Advantage Foster youth Maintainer Public agency   Develop system Partner with public agencies Training staff and foster youth to use this system Capture data daily and update quarterly Increase awareness of this system Provide their vital records Manage every valid case of foster youth Enable identification of foster youth Easier access to benefits and services Improved information management process Better track of foster youth Saving time, space and cost.

Shared vision - Benefit Chain Diagram

Shared Vision - System Boundary

System Transformation - Desired Capabilities Capability Goals Priority Level OC-1 Vital Documents Storage: Vital documents for identification can be (i) uploaded via accessing the system by foster youth or (ii) scanned and uploaded by case managers. Must have OC-2 Case Management: Case managers can manage related information of foster youth in their scope OC-3 Report Generation: The system is capable of generating the report of demographic information. OC-4 Workflow Tracking: The history of actions of managing cases can be recorded and displayed. OC-5 Character Recognition: The system can extract information from images of vital documents. Would like

System Transformation - Level of Service Goals LOS-1 Availability: This system should be down no more than 12hrs/monthly Must have LOS-2 Capacity: This system should support at least 5000 users and 5 documents for each. LOS-3 Security: All the documents must be stored securely. LOS-4 Mobile Compatibility: This system should be viewable on mobile devices and have similar GUI. Should have

System Transformation - Organizational Goals OG-1: Enable identification of foster youth OG-2: Easier access to benefits and services OG-3: Improved information management process OG-4: Better track of foster youth OG-5: Saving time, space and cost.

System Transformation - Constraints CO-1: Windows as an Operating System: The new system must be able to run on Windows platform. CO-2: Zero Monetary Budget: The selected Database and server should be free or no monetary cost.

System Transformation - Element Relationship Diagram

System Transformation - Business Workflow

System Transformation - Organizational Transformation Maintainers Relieved from limited e-lockbox

System Transformation - Operational Transformation Foster youth can be assigned accounts Case managers can generate demographic data.

Win-Win Agreements

Roles Administrator Case Manager Limited User General User

Functional Requirements Upload function: Authorized user (Administrator and Case manager) can upload files to a specific client in the system. Win Conditions: WC_2600: As a case manager I can add documents to a defined client. WC_2534: As a case manager I can upload vital docs and personal identifiable information. Same as WC_2669, WC_2678, WC_2688

Functional Requirements Case management function: Authorized users (Administrator and Case manager) can modify, delete, activate, and deactivate specific files, cases and users. Win Conditions: WC_2601:As a case manager I can add metadata to uploaded documents. WC_2667:As an administrator I can inactivate a document. Same as WC_2599, WC_2602, WC_2690, WC_2661 etc.

Functional Requirements Report Generation: Authorized user (Administrator and Case manager) can generate reports to a defined user based on the record pertaining to this client. Win Conditions: WC_2670: As a case manager I can create reports on demographic data. WC_2536: As a case manager I can generate weekly report so that I can determine if I have reached my goals with foster youth. Same as WC_2585

Functional Requirements Tracking Workflow function: System should record any actions, changes, or workflows that happen to pertaining files or clients. Win Conditions: WC_2606: As a case manager I can track document change history. WC_2604: As a case manager I can log all activity pertaining to a document. Same as WC_2596, WC_2672, WC_2696, WC_2589 etc.

Performance Requirements Availability: System may be out of service at most 12 hours per month. System Capacity: System can contain 5 documents for each of 5000 foster youths.

Functional Requirements Security: Different Level of user access: Administrator: Highest authority Case Manager: Upload files to any foster youth and retrieve the files he uploaded only. Limited User: Foster youths are limited users. General User: Staff of Living Advantage are general users.

Functional Requirements Mobile Capability: Users can upload and retrieve files on mobile devices. System should have a user-friendly interface on mobile device: Main page should look almost the same on mobile device as computers.

Prototype

Architecture

Log in

Log out

Upload file

View personal information

System context

User case

Artifact

Life Cycle Plan (LCP)

Agenda Life cycle strategy Key Stakeholders’ Responsibilities Foundations Phase Project Plan Resource Estimation Required Skills for New Teammates in 577b

Life Cycle Strategy ICSM Process Pattern – Architected Agile

Key Stakeholders’ Responsibilities In Foundation Phase Living Advantage Provide with feedback for requirements specification, architecture, prototype and test cases Interact with developers regularly Developer Identify project risks Complete requirement, architecture Develop prototype Design test plan and cases Interact with clients regularly We can find detailed responsibilities for the other phases in LCP

Foundation Phase Project Plan

Resource Estimation

Scale Factors Rating Scale Driver Value Rationale PREC High Although some work flows are still unclear, some teammates are familiar with this type of system or web site. FLEX Nominal Some requirements are stable and interfaces are flexible. RESL Key milestones, schedule, and risks are identified, but we have not finished architecture yet. TEAM The developing team is cooperating well, and the clients also actively involved in the project and help developing team acquire more clear requirements. PMAT The process maturity is CMM Level 2, because the team is practicing ICSM although this is the first time.

Cost Drivers Rating (Case Management Module) Value Rationale RELY Nominal The effort of this module is moderate and limited loss. DATA D/P would be small, because case manager just manage id, name in this module. DOCU The life cycle would be based on ICSM. CPLX High Case Management includes complex process for tracking action history, and manages cases. RUSE It will be better if other public agencies can reuse it. TIME The system should be available during work time. STOR Just store text, basic information. PVOL Low The major hardware will change at most once a year ACAP There are just some basic demographic analyses. PCAP Some developers are familiar with PHP, but others do not. PCON We have 7 team members in 577a but 4 of our teammates have not decided to take 577b yet. APEX The average experience of the team members for this type of system is about six months. LTEX Majority of teammates have used HTML, PHP, or MySQL at least one year. PLEX Majority of teammates have used MySQL, web server Apache Tomcat with JDK at least one year. TOOL Use basic software such as Microsoft project plan, winbook, bugzilla to control the life-cycle. SITE 6 of 7 teammates are on-campus students. SCED The schedule is fixed for 24 weeks a year.

Required Skills for New Teammates PHP Laravel Unit Testing

Feasibility Evidence

Business Case - Assumptions Foster youth want to have anytime/anywhere electronic access of their vital documents. Public agencies are willing to use foster youth vital documents in association with Living Advantage.

Business Case - Continued Stakeholders Initiatives Value Propositions Beneficiaries Developer Living Advantage Foster youth Maintainer Public agency   Develop system Partner with public agencies Training staff and foster youth to use this system Capture data daily and update quarterly Increase awareness of this system Provide their vital records Manage every valid case of foster youth Enable identification of foster youth Easier access to benefits and services Improved information management process Better track of foster youth Saving time, space and cost.

Risks Case management workflow may not coincide with the other two partners’ views Major functions selectable by customers are not known Time logging and timing out could be potentially complex Customization level and details for clients need to be discussed Metadata types for uploaded documents are not known Permissions model for the different user roles are not clear Complexity constraint: At the moment the development team is not confident we can implement all the client’s requirements

Levels of Service Feasibility LOS-1 Data Size: This system should support at least 5000 users and 5 documents for each. LOS-2 Security: All the documents must be stored securely. LOS-3 Mobile Compatibility: This system should be viewable on mobile devices. LOS-4 Availability: This system should be down no more than 12hrs/monthly (excluding natural disasters)

NDI/NCS NDI/NCS Products Purposes Apache/Nginx Web server MySQL Database server Laravel PHP MVC framework Amazon S3 File storage web service Tesseract OCR OCR processing library

Costs - Personnel Activities Time Spent (Hours) Development Period (24 weeks)   Valuation and Foundations Phases: Time Invested (CS577a, 12 weeks) Client: Meeting via email, phone, and other channels [3 hrs/week * 12 weeks * 1 person] 36 Client Representatives: Meeting via email, phone, and other channels [1 hrs/week * 12 weeks * 2 people] 24 Architecture Review Boards [2 hrs * 2 times * 1 people] 4 Total 64

Costs - Other Development Production Savings Type Cost Rationale Hardware - Server Free Provided by USC Software - Amazon S3 Free for up to 25000 documents at ~200kb each (4.7gb) Offsite secure file storage and/or backup Production Type Cost Rationale Software - SSL Certificate $1499/year Secure login and transport encryption Hardware - VPS hosting $39.99/month Isolated hosting for e-Lockbox Software - Amazon S3 Free for up to 25000 documents at ~200kb each (4.7gb) Offsite secure file storage and/or backup Total $1978.88 Savings Type Cost Rationale Hardware - Server Free Provided by USC Software - Amazon S3 Free for up to 25000 documents at ~200kb each (4.7gb) Offsite secure file storage and/or backup

Process Rationale Architected Agile

Personas – Administrators - Michelle Basic Demographic: Age: 42 Occupation: Administrator Hometown: Los Angeles Marital Status: Married Description Michelle is the administrator of a foster youth organization. She has two case managers working under her who actually interact with the youths and refer difficult cases to her. Attributes Busy Information Sources Newspaper Radio Online sources Goals & Aspirations Manage and audit Get information from reports to provide numbers to government agencies

Personas – Case Managers – Damien Rios Basic Demographic: Age: 60 Occupation: Case Manager Hometown: Los Angeles Marital Status: Divorced Description Damien has been working with various social services for the past 30 years. Attributes Understanding “Dandy” Not very good with technology Goals & Aspirations Wants an easy way to enter foster youth information Seamless tracking of time spent working on cases

Personas – Case Managers – Mary Lee Basic Demographic: Age: 20 Occupation: Case Manager Hometown: Los Angeles Marital Status: Single Description Mary is a new case manger at the firm. She routinely visits foster youth at their homes and collects information Attributes Techie Outgoing Has an iPad, cellphone and laptop she uses in the field. Goals & Aspirations Access to device-friendly interface Easy ability to take pictures and add current information about the youth she works with.

Personas – Foster Youth – Chaz Washington Basic Demographic: Age: 17 Student Description Chaz is a senior in high school looking to get into college. He also wants to get a driving license and a car (and hopefully, a girlfriend). Attributes Geeky Goals & Aspirations Easy access to printable documents Contact with case manager for possible scholarships and awards.

Personas – Foster Youth – Chaz Washington Basic Demographic: Age: 17 Student Description Chaz is a senior in high school looking to get into college. He also wants to get a driving license and a car (and hopefully, a girlfriend). Attributes Geeky Goals & Aspirations Easy access to printable documents Contact with case manager for possible scholarships and awards.

Personas – Foster Youth – Dana Attributes Not very technologically savvy Basic Demographic: Age: 25 Office worker Description Dana has passed out of the foster youth system, and now works as a receptionist. She recently won trip to France but does not have the required documents to apply for a passport. Goals & Aspirations Quick one-time access to vital documents

Quality Focal Point (QFP)

Traceability Matrix OCD Win Win negotiation SSAD Test Case OC-1 Vital Documents Storage WC_2600 US_3 N/A WC_2534 WC_2669 WC_2678 WC_2688 OC-2 Case Management WC_2599 US_1 US_2 WC_2602 WC_2690 WC_2601 WC_2661 WC_2667 WC_2666 WC_2662 WC_2663 WC_2664 OC-3 Report Generation WC_2670 US_6 WC_2536 WC_2585 OC-4 Workflow Tracking WC_2596 US_4 US_5 WC_2606 WC_2672 WC_2696 WC_2604 WC_2589 WC_2684 WC_2686 WC_2597 WC_2605 OC-5 Character Recognition(Optional) WC_2679

Defect Identification Review Each deliverable is reviewed by peer review Client feedback on requirements Current defect count is 0 from last progress report

Quality Management Strategy Mostly use Bugzilla for quality management Defect tracking Issues tracking Project website for configuration management of documents Will need more formal method of configuration management for source code