BINUS INTERNATIONAL UNIVERSITAS BINA NUSANTARA Information Systems Major Sarjana Komputer Thesis Semester Even year 2006/2007

ANALYSIS AND DESIGN OF PROJECT MANAGEMENT INFORMATION SYSTEMS THROUGH SMS APPLICATION FOR PT XYZ

Yenny Novianty Buntarto

0700675791

Abstract PT XYZ is having problem in managing their project status reporting due to the lack of integration and communication problem between all the stakeholders involve in the current business process. In order to solve the current problem, IT-based solution that relies on Short Message Service application is proposed. The objective of implementing PMIS through SMS application is to support the company to reach automated and highly- integrated business process in order to help the company to better track their project progress. The method used for the project is, first, by analyzing the current business process and identifying the company problems. Based on the problem analysis and associated theories that are useful to build the new system, the solution is designed as a base for the system implementation. Prior to the implementation, a strategic system implementation plan is developed in order to assure that the system is delivered successfully as required. Based on the client’s feedback, PMIS through SMS application is the appropriate media that can solve their current problem and increase the overall business performance effectively and efficiently. PMIS through SMS application will be implemented and actively used by the company to support their project reporting management.

Keywords Analysis, Conceptual design, Project Mana gement, SMS Application, Weekly Project Report

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PREFACE

First and above all, I thanked my almighty Father for all the blessings and strengths that He had given to me throughout my university years and the completion of this final thesis. Secondly, for my beloved parents thank you for all the loves and supports. Mommy, thank you for always accompanying me in doing all the projects, exams, and finally my thesis until the crack of dawn. Next, to all my lecturers, especially Mr Abubakar Siddiq and Mr Mohammad Ichsan, I am very grateful for the precious time spent to share your knowledge and to give your guidance, advises, and supports for me. Lastly, for all of my friends from all majors and batches, I’ve been very lucky to know you all and thank you for creating such a fun experience studying here. Especially for Information Systems 2007, we’ve been through tough yet exciting years together and for sure I will treasure those beautiful memories.

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TABLE OF CONTENTS

COVER PAGE .................................................................................................................. i TITLE PAGE ....................................................................................................................ii CERTIFICATE OF APPROVAL ..................................................................................iii ABSTRACT..................................................................................................................... iv PREFACE......................................................................................................................... v TABLE OF CONTENTS................................................................................................ vi LIST OF TABLES ........................................................................................................xiii LIST OF FIGURES......................................................................................................xvii

CHAPTER 1

INTRODUCTION .................................................................................1

1.1 Background ..............................................................................................................1 1.2 Thesis Project Team ................................................................................................2 1.3 Scope ........................................................................................................................3 1.4 Aims and Benefits ....................................................................................................8 1.5 Structures..................................................................................................................9

CHAPTER 2

THEORETICAL FOUNDATION .....................................................11

2.1 Theoretical Foundation ..........................................................................................11 2.1.1

Project Management Information System (PMIS)...................................12

2.1.2

Short Message Services (SMS)................................................................12

2.1.3

Project Management.................................................................................13

2.1.3.1

Work Breakdown Structure (WBS) ....................................................13

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2.1.3.2

Gantt Chart ..........................................................................................14

2.1.3.3

Schedule Development........................................................................15

2.1.3.4

Cost Budgeting....................................................................................15

2.1.3.5

Earned Value Management (EVM).....................................................16

2.1.4

Project Financial Analysis.......................................................................18

2.1.4.1

Net Present Value ................................................................................18

2.1.4.2

Payback Period ....................................................................................18

2.1.4.3

Return on Investment (ROI)................................................................18

2.1.5

System Analysis – Traditional Approach.................................................19

2.1.5.1

Functional Hierarchy Diagram............................................................19

2.1.5.2

Flowchart.............................................................................................20

2.1.5.3

Entity Relationship Diagram (ERD) ...................................................21

2.1.5.4

Data Flow Diagram (DFD) .................................................................23

2.1.6

System Analysis – Object Oriented Approach.........................................24

2.1.6.1

Use Case Diagram...............................................................................24

2.1.6.2

Class Diagram .....................................................................................26

2.1.6.3

Sequence Diagram...............................................................................28

2.1.7

Implementation Tools and Technologies ................................................30

2.1.7.1

SMS Server Tools ...............................................................................30

2.1.7.2

GSM Modem.......................................................................................31

2.1.7.3

Hypertext Markup Language (HTML) ...............................................31

2.1.7.4

Relational Database Management System (RDBMS) using My SQL32

2.1.7.5

Python..................................................................................................32

2.1.7.6

Django .................................................................................................33 vii

2.1.8

Human-Computer Interaction (HCI) ........................................................34

2.1.9

User Acceptance Testing..........................................................................40

2.2 Theoretical Framework ..........................................................................................41 2.2.1

System Development Life Cycle (SDLC)................................................41

2.2.2

Joint Application Design (JAD) ...............................................................43

CHAPTER 3

ANALYSIS OF THE EXISTING SYSTEM ....................................44

3.1 Company Overview................................................................................................44 3.1.1

Company History .....................................................................................44

3.1.2

The Leading Telecom Supplier................................................................44

3.1.3

Vision and Core Values............................................................................45

3.1.4

Policy and Procedure................................................................................46

3.2 PT XYZ Project Management Office Organizational Chart .................................49 3.3 Current NRO Project Structure ..............................................................................49 3.4 Current NRO Project Reporting Format ................................................................51 3.5 Existing System......................................................................................................54 3.5.1

Functional Hierarchy Diagram.................................................................54

3.5.2

Data Flow Diagram..................................................................................56

3.5.2.1

Context Diagram ..................................................................................56

3.5.2.2

Data Flow Diagram Level 0 .................................................................57

3.5.2.3

Manual Transaction Handling Subsystem Data Flow Diagram...........58

3.5.2.4

Manual Weekly Report Generation Subsystem Data Flow Diagram ..61

3.5.2.5

Current System Flow Chart...................................................................66

3.5.3

Limitations of Current System.................................................................72

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3.5.4

Proposed System ......................................................................................74

3.5.4.1

GSM Modems Comparison..................................................................75

CHAPTER 4

DESIGN OF THE NEW SYSTEM ..................................................77

4.1 Functional Hierarchy Diagram...............................................................................77 4.2 New Policy and Procedures....................................................................................80 4.3 Data Flow Diagram................................................................................................86 4.3.1 Context Diagram .............................................................................................86 4.3.2 Data Flow Diagram Level 0 ............................................................................87 4.3.3 Transaction Handling Subsystem Data Flow Diagram...................................88 4.3.4 Weekly Report Management Subsystem Data Flow Diagram........................96 4.3.5 Project Record Management Subsystem Data Flow Diagram......................102 4.3.6 New System Flowchart .................................................................................106 4.4 System Data..........................................................................................................116 4.4.1 Data Normalization.......................................................................................116 4.4.2 Table Instance Chart......................................................................................117 4.4.3 Entity Relationship Diagram.........................................................................124 4.5 Use Case Diagram................................................................................................125 4.5.1 Users Description..........................................................................................125 4.5.2 Data Update Subsystem Use Case Description.............................................127 4.5.2.1 Data Update Subsystem Use Case Scenario ..........................................130 4.5.3 Data Retrieval Subsystem Use Case Description..........................................136 4.5.3.1 Data Retrieval Subsystem Use Case Scenario .......................................139 4.5.4 Transaction Log Subsystem Use Case Description.......................................142

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4.5.4.1 Transaction Log Subsystem Use Case Scenario ....................................144 4.5.5 Weekly Project Report Generation Subsystem Use Case Description .........146 4.5.5.1 Weekly Project Report Generation Subsystem Use Case Scenario .......148 4.5.6 Weekly Business Performance Report Generation Subsystem Use Case Description...................................................................................................153 4.5.6.1 Weekly Business Performance Report Generation Subsystem Use Case Scenario .................................................................................................155 4.5.7 Weekly Implementation Performance Report Generation Subsystem Use Case Description....................................................................................................157 4.5.7.1 Weekly Implementation Performance Report Generation Subsystem Use Case Scenario .........................................................................................159 4.5.8 Weekly Project Report Summary Generatio n Subsystem Use Case Description...................................................................................................161 4.5.8.1 Weekly Project Report Summary Generation Subsystem Use Case Scenario ..................................................................................................163 4.5.9 Project Record Management Subsystem Use Case Description...................165 4.5.9.1 Project Record Management Subsystem Use Case Scenario.................167 4.6 Class Diagram ......................................................................................................170 4.7 Sequence Diagram................................................................................................171 4.7.1 Transaction Handling Subsystem Sequence Diagram ..................................171 4.7.2 Weekly Project Report Generation Subsystem Sequence Diagram..............178 4.7.3 Project Record Management Subsystem Sequence Diagram .......................183 4.8 User Interface Design...........................................................................................187 4.8.1 Menu Structure ..............................................................................................187 x

4.8.2 Input Design ..................................................................................................189 4.8.3 Output Design ...............................................................................................202 4.9 Architecture Design..............................................................................................211 4.10 Cost Benefit Analysis.........................................................................................212

CHAPTER 5

SYSTEM IMPLEMENTATION PLAN ...........................................216

5.1 Implementation Strategy ......................................................................................216 5.1.1 System Specifications ...................................................................................216 5.1.1.1

Hardware ............................................................................................216

5.1.1.2

Software .............................................................................................217

5.1.2 Stakeholders Communication Plan ...............................................................217 5.1.3 Implementation Schedule Plan......................................................................218 5.1.4 Data Migration ..............................................................................................219 5.1.5 System Rollout ..............................................................................................219 5.1.6 Quality Assurance .........................................................................................220 5.1.7 Training .........................................................................................................220 5.2 User Acceptance Test Plan...................................................................................221 5.2.1 Login Page .................................................................................................222 5.2.2 Project Page ...............................................................................................224 5.2.3 Stakeholders Page .....................................................................................235 5.2.4 Report Page ...............................................................................................248 5.2.5 Transaction Log Page ................................................................................255 5.2.6 Project Status Update (SMS).....................................................................258 5.2.7 Project Status Request (SMS) ...................................................................262

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CHAPTER 6

DISCUSSION ....................................................................................267

6.1 Factors Affecting System Performance................................................................267 6.2 User Resistance to Change ...................................................................................269 6.3 Result....................................................................................................................270

CHAPTER 7 CONCLUSION AND RECOMMENDATION ...............................271 7.1 Conclusion............................................................................................................271 7.2 Recommendation..................................................................................................271 7.2.1 User Resistance Management .......................................................................272 7.2.2 System Scalability Plan.................................................................................272 7.2.3 Value-Added Service ....................................................................................274

REFERENCE...............................................................................................................276 CURRICULUM VITAE ................................................................................................279 APPENDIX A: Sample Weekly Progress Report .....................................................280 APPENDIX B: Sample Customer Requirement Analysis Log ................................281 APPENDIX C: Sample User Acceptance Test Questionnaire .................................283

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LIST OF TABLES

Table 1 Project Scope.........................................................................................................6 Table 2 Earned Value Formula ........................................................................................17 Table 3 Table Instance Chart (TIC) for Project .............................................................117 Table 4 Table Instance Chart (TIC) for Project Work ...................................................118 Table 5 Table Instance Chart (TIC) for Work Task .......................................................118 Table 6 Table Instance Chart (TIC) for Employee ........................................................119 Table 7 Table Instance Chart (TIC) for Project Remarks ..............................................119 Table 8 Table Instance Chart (TIC) for Work Report....................................................120 Table 9 Table Instance Chart (TIC) for Business Report...............................................121 Table 10 Table Instance Chart (TIC) for Sponsor..........................................................121 Table 11 Table Instance Chart (TIC) for Incoming Message ........................................122 Table 12 Table Instance Chart (TIC) for Outgoing Message .........................................122 Table 13 Table Instance Chart (TIC) for Cut Off Date ..................................................123 Table 14 Table Instance Chart (TIC) for Project Manager, Sub-Project Manager........123 Table 15 Table Instance Chart (TIC) for Program Controller, Head of PMO, and Top Management ....................................................................................................123 Table 16 Users Description............................................................................................125 Table 17 Data Update Subsystem Use Case Description...............................................128 Table 18 Send Weekly Project Update by SMS Use Case Scenario .............................130 Table 19 Check Received SMS Use Case Scenario .......................................................131 Table 20 Store Project Status Use Case Scenario ..........................................................134

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Table 21 Data Retrieval Subsystem Use Case Description............................................137 Table 22 Send Weekly Status Request by SMS Use Case Scenario ..............................139 Table 23 Send Requested Project Status Use Case Scenario .........................................140 Table 24 Transaction Log Subsystem Use Case Description ........................................143 Table 25 Display Transaction log Use Case Scenario ...................................................144 Table 26 Weekly Project Report Generation Subsystem Use Case Description ...........147 Table 27 Generate Weekly Project Report Use Case Scenario......................................148 Table 28 Update Project Status Use Case Scenario ......................................................150 Table 29 Weekly Business Performance Report Generation Subsystem Use Case Description.....................................................................................................154 Table 30 Generate Weekly Business Performance Report Use Case Scenario .............155 Table 31 Weekly Implementation Performance Report Generation Subsystem Use Case Description.....................................................................................................158 Table 32 Generate Weekly Implementation Performance Report Use Case Scenario ..159 Table 33 Weekly Project Report Summary Generation Subsystem Use Case Description ....................................................................................................162 Table 34 Generate Weekly Project Report Summary Use Case Scenario .....................163 Table 35 Project Record Management Subsystem Use Case Description.....................166 Table 36 Display Stakeholders Information Use Case Scenario ....................................167 Table 37 Display Project Information Use Case Scenario .............................................168 Table 38 Capital Expenditure Analysis..........................................................................212 Table 39 Monthly Operational Cost Analysis................................................................212 Table 40 Tangible Benefit Analysis ...............................................................................213 Table 41 Cost Benefit Analysis......................................................................................214 xiv

Table 42 Successful User Login Test Case ....................................................................222 Table 43 Unsuccessful User Login Test Case................................................................223 Table 44 Successful Add New Project Test Case ..........................................................224 Table 45 Unsuccessful Add New Project Test Case ......................................................226 Table 46 View Project Information Test Case ...............................................................228 Table 47 Successful Search Project Test Case ...............................................................229 Table 48 Unsuccessful Search Project Test Case...........................................................230 Table 49 Successful Update Project Information Test Case ..........................................232 Table 50 Uns uccessful Update Project Information Test Case......................................233 Table 51 Successful Add New Employee Test Case .....................................................235 Table 52 Unsuccessful Add New Employee Test Case .................................................236 Table 53 Successful Add New Sponsor Test Case ........................................................238 Table 54 Unsuccessful Add New Sponsor Test Case ....................................................239 Table 55 View Stakeholders Information Test Case......................................................240 Table 56 Successful Search Stakeholders Test Case .....................................................241 Table 57 Unsuccessful Search Stakeholders Test Case .................................................243 Table 58 Successful Update Employee Information Test Case .....................................244 Table 59 Unsuccessful Update Employee Information Test Case .................................246 Table 60 Successful Search Project Report Test Case ...................................................248 Table 61 Unsuccessful Search Project Report Test Case...............................................249 Table 62 Generate Weekly Project Report Test Case....................................................251 Table 63 Successful Update Project Status Test Case ...................................................252 Table 64 Unsuccessful Update Project Status Test Case ...............................................254 Table 65 Search Transaction Log Test Case ..................................................................255 xv

Table 66 View Transaction Log Details Test Case........................................................256 Table 67 Resend Transaction Test Case ........................................................................257 Table 68 Successful Update Project Status (SMS) Test Case........................................258 Table 69 Unsuccessful Update Project Status (SMS) Test Case ...................................259 Table 70 Successful Request Project Status Test Case ..................................................262 Table 71 Unsuccessful Request Project Status Test Case..............................................263 Table 72 Successful Request Project Report Summary Test Case ................................264 Table 73 Unsuccessful Request Project Report Summary Test Case ............................265

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LIST OF FIGURES Figure 1 Work Breakdown Structure .................................................................................7 Figure 2 Gantt Chart.........................................................................................................15 Figure 3 Cash Flows.........................................................................................................19 Figure 4 Sample Flowchart ..............................................................................................21 Figure 5 Sample One-to-Many (Mandatory) ERD ..........................................................22 Figure 6 Sample DFD ......................................................................................................24 Figure 7 Sample Use Case Diagram ................................................................................26 Figure 8 Sample Class Diagram.......................................................................................28 Figure 9 Sample Sequence Diagram................................................................................29 Figure 10 PT XYZ Project Management Office Organization Chart ..............................49 Figure 11 Sample Business Performance Report .............................................................51 Figure 12 Sample Implementation Performance Report..................................................52 Figure 13 Sample Project Remarks ..................................................................................53 Figure 14 FHD - Current System.....................................................................................54 Figure 15 Context Diagram - Current System .................................................................56 Figure 16 DFD Current System - Level 0 ........................................................................57 Figure 17 DFD Current System Process 1 – Level 1 .......................................................58 Figure 18 DFD Current System Process 1.1 – Level 2 ...................................................59 Figure 19 DFD Current System Process 1.2 – Level 2 ...................................................60 Figure 20 DFD Current System Process 2 – Level 1 .......................................................61 Figure 21 DFD Current System Process 2.1 – Level 2 ...................................................62 Figure 22 DFD Current System Process 2.2 – Level 2 ...................................................63

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Figure 23 Current Data Retrieval Flowchart (Project Sponsor).......................................66 Figure 24 Current Project Status Update Flowchart ........................................................68 Figure 25 Current Weekly Report Generation Flowchart ...............................................70 Figure 26 FHD – New System.........................................................................................77 Figure 27 Context Diagram - New System......................................................................86 Figure 28 DFD New System - Level 0.............................................................................87 Figure 29 DFD New System Process 1 - Level 1 ............................................................88 Figure 30 DFD New System Process 1.1 - Level 2 .........................................................89 Figure 31 DFD New System Process 1.2 - Level 2 .........................................................90 Figure 32 DFD New System Process 1.3 - Level 2 .........................................................91 Figure 33 DFD New System Process 1.4 - Level 2 .........................................................92 Figure 34 DFD New System Process 1.5 - Level 2 .........................................................93 Figure 35 DFD New System Process 2 - Level 1 ............................................................96 Figure 36 DFD New System Process 2.1 - Level 2 .........................................................97 Figure 37 DFD New System Process 2.2 - Level 2 .........................................................98 Figure 38 DFD New System Process 2.3 - Level 2 .........................................................99 Figure 39 DFD New System Process 3 - Level 1 ..........................................................102 Figure 40 DFD New System Process 3.1 - Level 2 .......................................................103 Figure 41 DFD New System Process 3.2 - Level 2 .......................................................104 Figure 42 New Project Status Update Flowchart...........................................................106 Figure 43 New Project Status Update Flowchart (Contd.).............................................107 Figure 44 New Weekly Project Report Generation Flowchart ......................................109 Figure 45 New Weekly Project Report Generation Flowchart (Contd.)........................110 Figure 46 New Project Status Request Flowcha rt..........................................................113 xviii

Figure 47 New Project Status Request Flowchart (Contd.) ...........................................114 Figure 48 Entity Relationship Diagram .........................................................................124 Figure 49 Data Update Subsystem Use Case Diagram..................................................127 Figure 50 Data Retrieval Subsystem Use Case Diagram...............................................136 Figure 51 Transaction Log Subsystem Use Case Diagram............................................142 Figure 52 Weekly Project Report Generation Subsystem Use Case Diagram...............146 Figure 53 Weekly Business Performance Report Generation Subsystem Use Case Diagram.........................................................................................................153 Figure 54 Weekly Implementation Performance Report Generation Subsystem ..........157 Figure 55 Weekly Project Report Summary Generation Subsystem Use Case Diagram.........................................................................................................161 Figure 56 Project Record Management Subsystem Use Case Diagram ........................165 Figure 57 Class Diagram................................................................................................170 Figure 58 Data Update Subsystem Sequence Diagram..................................................171 Figure 59 Data Update Subsystem Sequence Diagram (Contd.) ...................................172 Figure 60 Data Retrieval Subsystem (Project Status Request) Sequence Diagram.......173 Figure 61 Data Retrieval Subsystem (Project Status Request) Sequence Diagram (Contd.) ...........................................................................................................174 Figure 62 Data Retrieval Subsystem (Project Report Summary Request) Sequence Diagram..........................................................................................................175 Figure 63 Data Retrieval Subsystem (Project Report Summary Request) Sequence Diagram (Contd.) ..........................................................................................176 Figure 64 Transaction Log Subsystem Sequence Diagram ...........................................177 Figure 65 Weekly Project Report Generation Subsystem Sequence Diagram ..............178 xix

Figure 66 Business Performance Report Generation Subsystem Sequence Diagram ...179 Figure 67 Implementation Performance Report Generation Subsystem Sequence Diagram..........................................................................................................180 Figure 68 Weekly Project Report Generation Subsystem (Project Status Update) Sequence Diagram.........................................................................................181 Figure 69 Weekly Project Report Summary Generation Subsystem Sequence Diagram.........................................................................................................182 Figure 70 Stakeholders Information Subsystem Sequence Diagram.............................183 Figure 71 Stakeholders Information Subsystem Sequence Diagram (Contd.)...............184 Figure 72 Project Information Subsystem Sequence Diagram ......................................185 Figure 73 Project Information Subsystem Sequence Diagram (Contd.) ........................186 Figure 74 Menu Structure ..............................................................................................187 Figure 75 Login Page .....................................................................................................189 Figure 76 Login Error 1 .................................................................................................189 Figure 77 Login Error 2 .................................................................................................190 Figure 78 Report Page ....................................................................................................191 Figure 79 Search Report Page ........................................................................................192 Figure 80 Search Report Error 1 ....................................................................................192 Figure 81 Search Report Error 2 ....................................................................................193 Figure 82 Project Page ...................................................................................................193 Figure 83 Search Project Error .......................................................................................194 Figure 84 Add New Project Page ...................................................................................195 Figure 85 Add Project Success.......................................................................................196 Figure 86 Add Project Error ..........................................................................................196 xx

Figure 87 Change Project Information Page ..................................................................197 Figure 88 Change Project Confirmation ........................................................................197 Figure 89 Stakeholders Page ..........................................................................................198 Figure 90 Add New Sponsor Page .................................................................................199 Figure 91 Add New Employee Page ..............................................................................199 Figure 92 Change Stakeholders Information .................................................................200 Figure 93 Log Out Warning ...........................................................................................201 Figure 94 Transaction Log Page ....................................................................................201 Figure 95 View Project Information Page ......................................................................202 Figure 96 Delete Confirmation ......................................................................................202 Figure 97 View Stakeholders Information Page ............................................................203 Figure 98 Weekly Project Report ...................................................................................204 Figure 99 View Project Status ........................................................................................205 Figure 100 Search Report...............................................................................................206 Figure 101 Weekly Project Report Summary................................................................207 Figure 102 Previous Year Project Report ......................................................................208 Figure 103 Received Transaction Details Page ..............................................................209 Figure 104 Sent Transaction Details Page .....................................................................209 Figure 105 Failed Transaction Details Page ..................................................................210 Figure 106 Resend Transaction Confirmation...............................................................210 Figure 107 New System Architecture Design................................................................211 Figure 108 Payback Period ............................................................................................215

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