Deliverable #1: Project Proposal Summary and Project Plan


The online voting system aims in reducing the complexity and cost of the election process. Here the voter can vote in spite of his absence in the particular locality. The administrator’s effort is much reduced by checking the election status of all the localities individually forms a place and it is easy for him to announce the election result. The administrator is the soul controller of the online voting system in all process including refreshing the votes, editing the voter details, creating new nominee and so on. Thus the online voting system can reduce the cost and effort of election process.

Statement of Need

In this digital age, we are still dependent on old-style ballot voting. Despite the fact that people get used to practicing traditional method of the voting system i.e. ballot style. Some people can argue that this is the best way to contest an election. However, there are some countries such as Brazil, Canada, Estonia, Germany, India, Norway, Switzerland, Netherlands and United States who have decided to switch from a traditional method of voting to Internet voting. In Canada, not contesting a vote is illegal. The purpose of our project is to promote Internet voting and to show the benefits of this system. Many countries have faced the lack of proportional representation, and therefore, Internet voting would be a good starting point to increase voter participation and to achieve a fair election process. The key factor for the government is to deliver faster and fair results for their citizens. Our project will satisfy a majority of the people by giving them an opportunity to control their votes and to show how this system works. Off-line voting has caused heavy expenses in hiring people, printing papers, reserving institutions for voting, etc. causing frustration amongst people. Through our project, we want to indicate that Internet voting is a very convenient method of the voting system because it saves your time, money, provides a privacy and accuracy, keep a track on non-voters and its available for everyone who is eligible to participate.

Internal Stakeholders

Stakeholder Level of Control Reason for Level of Control
Owners High The individuals or group who owns the organization example, founders, and CEOs. They have total control over the project development.
Developer High They hold a major stake in the company as they are the main designers of the website application.
State of Confusion High This is for whom the product is being built and hence one of the biggest stakeholders.
Lawyers Medium They look for flaws and tighten up loopholes in the contract.
Internal Hackers Medium They make sure if the product developed by the programmers is fool proof.
Inspectors and Consultants Medium They guide the company on quality of the product, efficient

management of resources and basic consultation regarding the project

External Hackers High The product must be designed to ensure full proof security from external hackers.
Citizens Low Will only use the product.

Project Summary

Project Plan

Phase Start Date End Date
Planning Requirements 3/14/17 3/24/17
Team member selection 3/27/17 3/27/17
Hardware Procurement 3/28/17 3/29/17
Hardware Provisioning 3/30/17 4/4/17
Hardware obtained 4/4/17 4/4/17
Coding 4/4/17 7/10/17
UI creation 4/4/17 5/8/17
Class design 4/4/17 5/22/17
SQL connection 5/23/17 6/19/17
UI methods connection 5/9/17 7/3/17
Alpha test 5/23/17 7/10/17
Beta test 5/23/17 7/10/17
Begin 7/10/17 7/10/17

Figure 1: Project Plan Outline

Work Breakdown Structure for Project Plan

  1. System Planning
  • System Request
    • Submit System Request
  • Feasibility Analysis
  • Economic analysis
  • Technical analysis
  • Organizational analysis
  • Project Plan
    • Size Estimation
    • Work Breakdown Structure
    • Work Plan
    • Staffing Plan
    • Standards List
    • Risk Assessment
  • System Analysis
  • Requirements Gathering Documentation
  • Data Flow Diagrams
  • Context-level Diagram
    • Level-0
    • Level-1 Processes
    • Level-2: Processes
    • System Overview
  • Data Dictionary
  • Data Structure
  • Data Flow
  • Data Store
  • Data Element
  1. System Design
  • Database Design
    • E-R Diagram
  • Input
    • Design input screens
  • Output
  • Design output screens
  • Program Design
  • Structure Chart
  1. System Implementation
  • System Architecture
  • Database Development
  • Program Codes
  • User Interface
  • Program Testing Results
  1. System Support

Deliverable #2: Financials

Resource Cost Description
Hardware and software costs 70,000 The cost of equipment and software used in development.
Monthly labor and allowances 500,000 Payment for all hired developers and support staff.
Travelling and training costs 200,000 Travelling allowances
Miscellaneous 200,000
total 970,000  
1 Tablets 10,000 1,000,000
2 Wireless Printers 800 160,000
3 Protective enclosures 10,000 100,000
4 Surge Protectors 1,000 2,000
5 Internet devices 200 16,000
6 Miscellaneous expenses 10,000
  TOTAL   1,288,000

Deliverable #3: People and Communication


Like every other project manager, it will be crucial to keep the team well updated on each task without overwhelming them with a flood if information. Therefore, a moderate number of meetings will be held every week with task reminder emails sent out once every day. Communication can impact on performance positively if the communication channels are well established and followed. With the team developing this system, all official communications done by word of mouth must be retransmitted overwritten media such as email or text. This will be necessary to prevent mishearing or forgetting of important information which will ensure no delays in the project schedule.

Proper communication must be upheld throughout the entire system development process. Stakeholders must also be informed frequently on any updates or changes performed on the system. Communicating regularly with the stakeholders can help reduce the system documentation as well.

Conflict management

In the case a conflict arises amid the team, the project team leader can choose to ignore it, complain about it or attempt to resolve. When resolving, the team leader has to acknowledge that the conflict exists. The manager should then discuss with  the rest of the team the impact of the conflict to the project. Ensuring that all individuals are cooperating and behaving professionally.

The most important conflict resolution tool is communication. The individuals who are antagonistic to each other should be allowed to talk as if friends. Let them expose their emotions while actively listening. This helps you to understand the situation. It is impossible to resolve a conflict without a clear understanding of the problem or situation.

After understanding the cause of conflict, let each party decide on the action that would satisfy them and one that would force the conflict to end. The project manager should weigh the options provided and come up with a solution that is beneficial for both parties.

RACI Matrix
Project Leadership Project Team Members Project Sub-Teams External Resources

Project Deliverable

(or Activity)


Executive Sponsor Project Sponsor Steering Committee Advisory Committee Role #5 Project Manager Tech Lead Functional Lead SME Project Team Member Developer Administrative Support Business Analyst Role #4 Role #5 Consultant PMO Role #3 Role #4 Role #5
Initiate Phase Activities                                        
 – Submit Project Request A/C R/A       R/A A/C A/C C                      
 – Request Review by PMO           R                     A      
 – Research Solution I C       R/A A/C A/C C       C     C A/C      
 – Develop Business Case I A/C I I   R/A C C C       C     C C      
Plan Phase Activities                                        
 – Create Project Charter C C       R/A C C C       C     C        
 – Create Schedule I I I I   R/A C C C C C C C     C I      
 – Create Additional Plans as required I I I I   R/A       I I I I     C I      
Execute Phase Activities                                        
 – Build Deliverables C/I C/I C/I C/I     R/A R/A R/A R/A R/A         A/C        
 – Create Status Report I I I I   R/A R/A R/A R/A             C I      
Control Phase Activities                                        
 – Perform Change Management   C C C   R A A A A           C I      
Close Phase Activities                                        
 – Create Lessons Learned C C C C   R/A C C C C C C C     C C      
 – Create Project Closure Report I I I I   R/A I I I I I I I       I      

Meetings Minute Template

Meeting Minutes for
Meeting Objective: Date:



Apologies or Replacement Attendees (with titles) Location:

Amends or Corrections:

Approval of previous minutes:



         Yes   /    No



Made by:
New handouts or briefing documents: Brought by:
Next Meeting Details






First Meeting Minutes

The Minutes Report generated below provides an overview of the Project Meeting of the State of Confusion and the SaaS platform providers which were held in the city of Beirut on the 11th of January 2018, from 8:00 am to 10:30 am.

Meeting Minutes for
Meeting Objective:


Developing project goals and deliverables


Date: 01/11/2018

Location: Beirut


Apologies or Replacement Attendees (with titles)


PP4 – ARTI : Mr Paolo D’Addabbo






The team resorted to implementing all the deliverables provided by the confusion group.

Members resolved not to add any more deliverables to the ones already provided.

It was discussed that all official communication should be done through written means



Amends or Corrections: N/A

Approval of previous minutes:







         Yes   /    No



Necessary budgeting tools would be used to assist in expenditures and accounting.

Made by:

LP – NHRF: Mrs. Kleric Foniadakim

New handouts or briefing documents:

Agreements documents from Confusion provided to everyone


Brought by:

PP3– MT: Mrs. Laure Avignon

Next Meeting Details
Title: Budget review

Objective: Discussion on management of funds and financial issues


Time: 8.00-10.30am

Location: Beirut



Deliverable #4: Project Procurement and Closure

Procurement Plan

Project Management Procurements (February 2013 – December 2013)

  • CATS II Request for Resumes
    • This procedure requires a Senior Project Manager recruit in March who will develop the Initiation and Concept Development Phase documentation.
  • Request for Proposal for Project Management Services
    • This procedure requires to recruit “Just in Time” project management properties to clear the Concept Development Phase documentation, start and finish the Planning and Requirements Phase documentation.
  • Certification Testing
    • The procedure of pre-certifying voting system equipment before the RFP process will assist in elimination of needs to certify systems during the proposal procedure although the certification will have to be done.

Project Closure Plan

The project will be closed if the succeeding procedures from the fourth and last stage of the project is implemented:

Most anticipated outputs stated in the Project’s Business Plan have been executed.

The Confusion Group established by the project agrees accepting current responsibilities used to manage and realizing Project’s results.

The Confusion Group acquire required materials for proper project management and completion of outstanding deliverables.

Business Improvement methods established during the project changed organizational values and culture to become client oriented.

Optional Extra Credit: Deliverable #5: Risk Assessment

Risk Assessment Matrix

This part will discuss methods that will be used to manage risks involved in the e-vote system. It gives definition of responsibilities for people who participate in the risk processes, activities that will be performed to manage the risks, budget and schedule for activities conducted in risk management and techniques that may be employed in the management. Risk assessment seeks to identify, characterize, prioritize and decide if to accept the exposure related to each risk that may threaten the ability of the project to meet the intended objectives.

A Risk Officer will be assigned to the project and this individual must be identified on the organization chart for the project. Responsibilities of the Risk Officer include coordination of risk identification and study activities, maintenance of the risk list for the project, making notifications of new risk items to the project management and making reports of risk resolution status to the project management.


Risk Effect of Risk Mitigation Likelihood of Risk Occurring Impact on Project
Skill shortage Delay on project schedule and low quality system Replace unskilled members of the team High High
Potential security implications Possible hacking Test the program and employ hackers to look for exploitations High Low
Additional staff responsibilities alongside project work Delay on project schedule Maximize on staff working hours Low Moderate


Optional Extra Credit: Deliverable #6: Project Control and Quality Management

Quality Management

Part of defining quality involves developing a quality plan and a quality fishbone diagram that will be used during the project implementation phase.

This diagram will ensure the project team and other actors are delivering the project outputs according to the quality requirements. Once the project has defined the quality standards and quality characteristics, it will create a project quality plan that describes all the quality definitions and standards relevant to the project, it will highlight the standards that must be followed to comply to regulatory requirements setup by the donor



A Report on the Feasibility of Internet Voting. (2014). California Internet Voting Task Force.

Foundation, N. S. (2015). Report on the National Workshop on Internet Voting: Issues and Research Agenda. .

James, C. (2014). Discussion Paper: Internet Voting. British Columbia , 27-40.

Robert Krimmer, R. G. (2013). Electronic Voting 20083rd international Conference on August. Austria.





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