1. Prepared by Bander Alghmlas Fahad Alsehli 6 Apr 2015

2. Part 1 Proposal and Executive Summary Part 2 Business Requirements Part 3 Implementation Plan

3.  Introduce the client company  Introduce the Information Technology supplier (internal IT team or vendor)  Business goal/ a problem to be solved  The proposed system goals  Supported Technology  Impact of the technology implementation on the business  IT research, competitive analysis and industry sources

4.  Business goal/ a problem to be solved The Quality Department satisfaction and the product quality is a key factor in the project. The current Seminar activities are handled manually in term of academic staff invitation and there is no archiving system, only printed copies from the Seminar papers. The academic staff needs to attend physically to the Seminar room so they can present their papers and discussed their ideas about the Seminar topic. Also, the discussion is limited to the Seminar time. As for the female section they participate through the phone.  The proposed system goals o Enabling new product (system) with the integration with new technology existing in the market that will automate the management of the Seminar and archiving system. o Automated the existing process for the academic staff communication and sharing the Seminar papers. o The ability to extend the Seminar discussion after the Seminar time through a type of electronic blog or form. o Enabling the female section to be more involved with the dissociation instead of only having to hear the conversation through the phone, they can see the presenter and the material. o Enabling participant to virtually attend and participate even from outside the building throw there smartphones or tablets via the internet. o Enabling participant to view and download the material from outside the building throw there smartphones or tablets via the cloud. o Enabling the integration of the analytics technology on the archiving system.

5.  Supported Technology The proposed system aim to integrate new technologies where applicable on the proposed system or its subcomponents like: Cloud Computing (Amazon cloud), Data Mining, Content Management (Microsoft SharePoint), email system (Microsoft Exchange), video conferencing (Cisco) and Mobile Computing (APRO Software). The primary areas that will be focused on for this project will be the following: ◦ Provide online access to the Seminar agenda, material and discussion. ◦ Provide the ability of sharing the Seminar materials through the seminar website. ◦ Provided automated communication with the Seminar participants through email ◦ Provide Seminar material archiving with analytical capabilities using data mining techniques

6. Current Seminar System Situation (AS IS)Seminar System Recommendations (TO BE) Manual process of inviting Seminar participants Automated invitation through the email integration with the meeting agenda in the new proposed system Manual Archiving for Seminar documents (hard copes) Electronic archiving with analytical system The Seminar participants need to attend physically to the Seminar room The Seminar participants can attend over the web (video conferencing system throw there smartphones or tablets) The female section attend over the phoneThrough video conferencing system the female section will see online the Seminar presentation and can participate Seminar discussions are limited to the Seminar time To extend the Seminar discussion after the Seminar through a type of electronic forum in the proposed system The Seminar materials are hard copyThe participants can upload a soft copy of the material to the Seminar system before the Seminar time also participant can view and download the material from outside the building throw there smartphones or tablets via the cloud

8.  2.2 Required functionality ◦ Management Functionality 1. Solution is required to automate the management of the seminars. 2. Solution is required to automate the existing process for the academic staff communication and sharing the Seminar papers. 3. Solution is required to Increase number of participant attending 4. Solution is required to Increase number of participant attending from female section 5. Solution is required to provide electronic archiving capabilities 6. Solution is required to provide communication method for remote staff ◦ Data Management Functionality ◦ User Interface Features ◦ Performance ◦ Security

9.  2.3 Business benefit justification Project Implementation Budget100,000 SR Hardware and Appliances40000 SR Software Licensing for the technologies used on this project like: (MS SharePoint, Cisco Video Conferencing) 35000 SR Amazon Cloud computing15000 SR Software Development10000 SR Benefits from Implementation11300 SR Reduce the travel accommodation and flight costs of the remote staff by 90% (Each week) if we assume that some participant would attend from The College that exists in The University branches 10000 SR Replacing the manual searching of the Seminar materials to electronic searching. Thus the time will be reduced from hours to seconds by 90% 500 SR Reduce the Seminar preparation efforts from hours to minutes by 90% (Each week) 500 SR Instead of the hardcopy archiving the cost will be reduced through the electronic archiving by 80% (Each year) 300 SR

10.  2.4 Success Metrics System Operations MetricsBaselineGoal Reduce time needed to notify the presenter5 MinAutomated Seconds Reduce time needed to notify the participant15 MinAutomated Seconds Increase number of participant attending75 % of participant attending100 % of participant attending Increase number of participant attending from female section 60 % of participant attending100 % of participant attending ReportsN/A Saved reports executed in less than 10 min. Search PerformanceN/A All queries to complete within 10 sec Implementation MetricBaselineGoal (First Year) Project Cost VarianceNA10 %

11.  Design a prototype Seminar System to achieve the following: ◦ Automated management of the Seminar System ◦ Automated invitation of the academic staff that will participate on the Seminar ◦ Each participants has its own webpage that contains personal, academic info and the proposed Seminar papers ◦ The system has the ability to upload the Seminar papers and the recorded Seminar video's for future archiving. ◦ The system has the ability to search the archived contents ◦ The system proposed video conferencing system so the participants can attend the Seminar remotely ◦ The proposed system has the ability to have the discussion and solicit feedback after the end of the Seminar  There is no implementation during this project only system analyses and design  The system may propose any existing technologies that will help on this project like: MS SharePoint  Analytical capabilities like data mining will be implemented on the archiving system.  Could computing will be used to host some of the proposed system services  Internet availability is mandatory to use this system

12.  Project Team Organizational Chart Project Manager Bander Alghmlas System Analyst Fahad Alsehli, Bander Alghmlas System Designer Fahad Alsehli Project Steering Committee Head of The Quality Department and Bander Alghmlas

13.  Project Team R&R RoleResponsibility Team Member Name Project Manager Manage the project tasks, guard against scope-creep, provide status reports to college Quality Manger, and ensure that the project is completed within the identified time and scope. Bander Alghmlas System Analyst Ensure understating the requirements, documentation Fahad Alsehli, Bander Alghmlas System Designer Take care of the design part based on the system analyst output Fahad Alsehli Project Steering CommitteeThis committee team are the project manager and the head of quality department which they are responsible of the project change approval and monitoring Head of The Quality Department and Bander Alghmlas

14.  Project Tasks – Milestones TaskDeliverable Duration Part 1 : Proposal and Executive Summary 1.1 Introduce the client company 1.2 Introduce the Information Technology supplier (internal IT team or vendor) 1.3 Business goal/ a problem to be solved 1.4 The proposed system goals 1.5 Supported Technology 1.6 Impact of the technology implementation on the business 1.7 IT research, competitive analysis and industry sources Proposal document 1 week Part 2. Business Requirements 2.1 Business Context Seminar System (As Is) and (To Be) 2.2 Required functionality  Management Functionality, Data Management Functionality  User Interface Features,Performance, Security 2.3 Business benefit justification 2.4 Success Metrics Statement of Business Requirements 1 week

15.  Project Tasks – Milestones TaskDeliverable Duration Part 3. Implementation Plan 3.1 Solution Development/Deployment 3.2 Risk Management 3.3 User Enablement 3.4 Change management 3.5 Success Metrics Implementation Plan 1 week Part 4. Enterprise Architecture  Architectural approach – a high-level conceptual diagram  Software solution  Integration with existing enterprise applications Enterprise Model (proposed document) 2 weeks Part 5. Prototype  Data design and management  Solution demonstration. Prototype of the proposed system screen design only 2 weeks

16.  Project Tasks – Milestones TaskDeliverable Duration Part 6. Evaluation of Impact of Proposed System  Study the impact of the project on the organization and the environment  Issues related to intellectual property, privacy, security, reliability and professional code of ethics Impact Study Report 2 weeks Final Report Final Report document with Executive Summary and parts 2-6, and a PowerPoint presentation 1 week

17. RiskMitigation Schedule overrun Impact: HIGH Probability: MEDIUM The plan for mitigating the risk is by defining a clear project schedule that identifies all critical tasks, milestones and availability of resources. The schedule will be communicated to all team members and stakeholders including regular weekly status updates to ensure that all project tasks are on track. The methodology will incorporate one demo/feedback to ensure that all functionalities are delivered on schedule. Any deviations in the schedule are recorded, escalated and discussed by the project team as required to determine action plans to maintain the schedule. Day to day activities will also include a review of tasks and color coding of tasks if issues encountered (e.g. red for tasks that have issues). All said activities will be closely coordinated with the Quality department. Cost overrun Impact: HIGH Probability: MEDIUM The plan for mitigating the risk is by a thorough and detailed assessment of the business and IT requirements vetted by key stakeholders of The College. This ensures that scope and features as established before budgeting. A thorough analysis of hardware, software and personnel costs will be conducted during the beginning of the project. All cost will include estimates based on cost contingency principles. Project Team Member leaving Impact: : MEDIUM Probability: Low The plan for mitigating the risk is by having other team members doing overtime.

18. RiskMitigation Privacy Issue on Amazon cloud Impact: : HIGH Probability: Low The plan for this is to issue none disclosure agreement (NDA) with Amazon with clear terms and conditions to avoid leaking and information. Technical integration issue Impact: : MEDIUM Probability: MEDIUM The plan is outsource these issue to external consultant User resistance to this system Impact: : Low Probability: Low The plan is to have proper training plan and define award program. System capacity issue Impact: : MEDIUM Probability: MEDIUM The plan is to set proper retention policy as below: For documents: 5 years online For video: 1 year online After the mentioned period above reached then it will be archived on tap offline Internet connectivity issue Impact: : HIGH Probability: MEDIUM The plan is to have redundant Internet line with second telecom operator

19.  3.3 User Enablement The Seminar System users can use the system through the web and mobile application. A training session will be conducted at the end of the project to enable them to use various tasks within Seminar system such: ◦ System access ◦ Uploading Seminar materials ◦ Announcing Seminar agenda ◦ Archiving and searching activities ◦ Operating video conferencing ◦ Sending invitation ◦ Discussion operation  3.4 Change management

20. System Operations MetricsGoalMethod Reduce time needed to notify the presenter Automated Seconds Historical report from Seminar system about the notification time and the number of notifications Reduce time needed to notify the participant Automated Seconds Historical report from Seminar system about the notification time and the number of notifications Increase number of participant attending 100 % of participant attending Report from Seminar system about the number of participants attended the Seminar Increase number of participant attending from female section 100 % of participant attending Report from Seminar system about the number of participants attended the Seminar Reports Saved reports executed in less than 10 min. System report about the executed reports Search Performance All queries to complete within 10 sec System report about the queries completion time Implementation MetricGoalMethod Project Cost Variance10 %Sign-off document

21. Thank You