RFID Library system implementation

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29 Νοε 2013 (πριν από 3 χρόνια και 7 μήνες)

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INDUSTRIAL PROJECT MANAGEMENT

























Suleyman Bozpinar

Cihan Demir

Patrick Janicke

Ignacio Bosch Nacenta

RFID Library system
implementation

2


CONTENT


1
Executive summary









4

2
Background, project objective and project goal






4

2.1
Background










4

2.2
Project objective









4

2.3
Project goal










4

2.4 L
imitation










4

3
Requirement
specifications








5

3.1
Product requirements








5

3.2 P
roject requirements









5

3.3
Prerequisites










5

4.
Handover and implementation








5

5.
Situation analysis and stakeholders







6

5.1
SWOT Analysis









6

5.2
Stakeholder analysis









7

6.
Milestone
s, activities and schedule







8

6.1
Milestones plan









8

6.2
Activity list










9

6.3
Bar chart/Gantt chart









10

7.
Organization and staffing








11

7.1
Roles, responsibilities and authorities







11

7.2
Staffing plan










12


8.
Project budget









13

9.
Communication and quality assurance







14

9.1
Reports and documents








14

9.2
Communication plan









14

9.3
Quality assurance









15

9.4
Change management









15

10.
Risk analysis and response planning







17

3


11.
Others










18

11.1
WBS


Work breakdown structure







18

11.2
Scope and difficulties








18

11.3
Distinction










1
9

11.4

Product model









20

11.5
Credibility










21

11.6
Final visualization









21

11.7
Appendix










22

Project charter










22

SMART analysis










23

Project Management Triangle








23


Other cost










2
















4


PROJECT PLAN


1.

Executive summary

The project is supposed to implement a new kind
of library organization with the RFID
system. The estimated time to deliver our final product must be approximately one
year and the funds to operate this project will be
spent

by the city council.
A risk
analysis will be developed in order to i
dentify the

threads and weaknesses

and

find
solutions to response them as fast an efficient as possible.
Once the system will be
installed it will be tested during some weeks to check the public acceptance.


2.

Back
g
round, project objective and project goal


2.1.

Background

Linkoping

grows up to a big scientific city with more than 30.000 students

and

is
becoming a

big industry

town
. Therefore
,

it becomes necessary to change the whole
loan process in
Linkoping’s

Library. The desire for a simpler and faster way of

the
release
and return process w
as expressed by the library. We are a

specialized company
for RFID
-
Chip solutions. Consequently we got the offer

from the library to deal with the
project.

2.2.

Project objective


Supply the library with a modern and highly standardized RFID
-
System.

2.3.

Project goal

Improve the image of
Linkoping’s

Library. We introduce a complete

automatic RFID
-
System, to increase user
-
friendliness and to reduce

personnel costs as well as to get
the l
oan process more efficient.

2.4.

Limitations

The project is not supposed to

increase the public attendance but improve the internal
library

organization

and achieve a more efficient structure.
It is not a task of the
project team to restructure the organization

of the personal after the introduction of
the RFID system

but of the library
.



5


3.

Requirement specification


3.1.

Product requiremen
ts



RFID chips installed for all the books in the library



RFID computer database



Computer layout



Code book
assignment



Roles must be

described and clearly show authorities and tasks



The model must have clear milestones and tollgates


3.2.

Project requiremen
ts



Bringing into total service on July 2010



Total cost may no
t exceed 10
.000.000 SEK



The RFID system installation must be implemented as

efficiently as possible to
guaranty fluently service flow



Test the correct implementation of the system



Find RFID chips supplier


3.3.

Prerequisites



Get a knowledge of RFID system



Study the layout and library data statistics

(persons/day, books/hour
, number
of

books
…)



Assure that the project will be realizable



Meetings with sponsor and library


4.

Handover and implementation

The task of the project group is to deliver a complete working RFID system solution in
Linkoping´s library. It means to create a new layout
of

the self
-
book stations once the
required computer
stations have

been

identified. It is necessary to manage the
installation of the RFID chips of all the books in the library and to provide a book
identification database in the computer stations.






6


5.

Si
tuation analysis and stakeholde
rs


5.1.


SWOT Analysis


Conclusions and actions

Handled in

S+O

(Advantages)



The
strong motivation of the group to work in this project
is due by the fact of the chance of expand the market of
the company and work in a new
kind of project.


The city council will finance the implementation of the new
system in the library and will allow to the library to offer a
best service to his users and at the same time improve the
quality of the service. In addition the image of the lib
rary
and also of the town will be improved at the eyes of the
habitants.



Communication Plan


Project charter


Requirement specification



S+T


(Defense)


As the
solution is based on a new technological technique
it might be found some troubles
. It is
possible that at the
beginning the user does not use to the new system and
because of that they will be educated on the new system.
Furthermore the system will be implemented progressively
to let time to the user to use to the system.


Instead the project
consists in a first an application of RFID
product the work team will be
teached

in this new
technique
.


Risk analysis


Activity plan


Communication Plan



W+T

(Vulnerability)


The low knowledge of the RFID systems and the unknown
acceptance of the user force the company to educate them
and teach both workgroup and employees of the library.

Risk analysis


Communication plan

7



Follow the
technology

on the market
.



W+O

(Temptation)


In spite of the low knowledge of RFID systems it is a great
chance to the company to open on a new market and help
the library and the town to improve his image. In addition
it is also a really good opportunity for the work team to
learn new
technology applications as RFID.


The low knowledge of the RFID systems

will be fixed
creating
a detail
ed requirement specification which
identifies

clearly the product.


Risk analysis


Requirement specification



5.2.

Stakeholders mapping





8
















6.

Milestones, activities and schedule


6.1.

Milestone Plan

Influencing

Influenced


Core
Stakeholders

Company/Workgroup

City Council

Global users of the library

Primary
Stakeholders


Board of directors of the
library

Equipment supplier


Personnel of the library

Public/Private schools

University

Secondary
Stakeholders

Journals and Medias

Bookstores

Residents of the city

Business community

Cultural community

Project
initiation

Requirem
ents
rrrrrrrrrre
port

Contract
supplier

RFID
Layout

T
est
report

Advance
ments

Hand
over

meeting

Contract
signing

RFID
budget

repo

9



6.2.

Activity List


ID

Activity

Resources

Start

Stop

1.00

Project initiation


06/07/2009

06/07/2009

1.01

Secure financing


06/07/2009

17/07/2009

1.02

Contract signing


20/07/2009

21/07/2009

1.03

instruction of RFID
-
Systems all
members


23/07/2009

30/07/2009

1.04

Explore the required data (total
amount of books, users/hour..)


31/07/2009

07/08/2009

1.05

Evaluation of the data


10/08/2009

14/08/2009

1.06

requirements for the RFID
-
system


17/08/2009

21/08/2009

1.07

Requirements report


24/08/2009

24/08/2009

2.01

Search and collect quotes of
appropriate supplier


17/08/2009

30/09/2009

2.02

Choose the best supplier


01/10/2009

01/10/2009

2.03

Contract signing supplier


05/10/2009

06/10/2009

2.04

Calculate RFID budget based on
supplier data


05/10/2009

09/10/2009

2.05

RFID
-
System budget report


12/10/2009

13/10/2009

3.01

Planning, prepare and organize
the staff for the installation of
the
chips in the books


05/10/2009

30/10/2009

3.02

Installation of the chips


02/11/2009

26/02/2010

3.03

L
ayout for library’s RFID System


02/11/2009

13/11/2009

3.04

Installation of the computer
workplaces and required
hardware


16/11/2009

30/11/2009

3.05

Install the new software system


24/11/2009

27/11/2009

3.06

Application and system testing


01/03/2010

03/03/2010

4.01

Testing report


04/03/2010

05/03/2010

4.02

possible advancements


08/03/2010

12/03/2010

4.03

Advancement meeting


15/03/2010

16/03/2010

4.04

Realizing of the advancements


17/04/2010

26/03/2010

4.05

Train the staff in the new
software


01/02/2010

12/02/2010

4.06

Handover meeting


29/03/2010

31/03/2010








10


6.3.

Bar chart/Gantt chart













11


7.

Organization and Staff
ing

7.1.

Roles,

responsibility and authorities

All roles, authorities and responsibilities are clearly organized.

Every project role has an
uniqu
e
descri
ption.

The most important roles in the

project belong to the Project
Manager and S
ponsor.

Together they make up the core
of the p
roject.

The whole
Project is organized around them.



WHO

ROLE

RESPONSIBILITIES

AUTHORITIES


MAYOR OF LINKOPING

(sponsor)



To support budget for
RFID system.



Has delegated the
responsibility for
execution of the
project

to project
manager.



To decide the start
or not to start the
implementation of
the RFID system.

PROJECT MANAGER




Delegate and follow
up activities
.



Solving the problem
in the RFID
implementation.




Organize and plans
the RFID
implementation




Mange the
project
group and find the
right place for
everybody in the
project.



Deliver a result to
the sponsor through
managing the
project group.




To finish the
implementation of
RFID system at the
library on the given
time.




Responsible for the
project goes
according to the
project goal



To manage the
project group
according to the
project goal and
sponsor.

PROJECT GROUP



To put the chip on the
books.




To load the data of
RFID system into
computer.




Follow up the quality
system




Carry out the
planned
activities.




To apply decided
activities into library.

RECEIVER

(library)



To receive the
delivery RFID system



To make happy the
people




To give the easy
work flow in the
library.


SUPPLIER

(company)



To produce the RFID
system



Responsible the
quality of
the
system.



To sell the RFID chips
for project

12


7.2.

Staffing plan

In the Project
everybody depends on the project manager. The project manager must
deal with the sponsor (city council) and the receiver (library) getting meetings often to
know the needs of t
he client.

Project manager have to make sure everybody is striving
on the same goal because the project results are more important than personal goals.

The resource owner will provide the project manager with the best quality material
and the desired ser
vice during the execution. The quality assurance managed will be
charged to ensure that the material received for the supplier set the performances
needed and assure that the product deliveries are correct by controlling and evaluating
the tests.

The proje
ct manager has to secure the strategy, and manage the group.








Project
manager:

Ignacio Bosch

Sponsor/Project
owner:

City Council

Receiver:

Linköping
library

Quality assurance
manager:

Patrick
Jänicke

Project
group
:

Suleyman

Bonzipar

Cihan

Demir

Maria Lopez

Robert Stabenau


Resource
owners:

Equipment
suppliers

13


8.

Project budget


Internal costs



Human resources

Description

Total amount of costs for each
group member:


Ignacio Bosch:


Patrick Jänicke:


Suleyman Bozpinar:


Cihan Demir:


Robert
Stabenau:


Maria Lòpez:


Cost




147840 SEK


145600 SEK


82880 SEK


87360 SEK


44640 SEK


42560 SEK


Summary internal costs

540480 SEK

External costs



Consultants



Description


Instruction for all group
members


Software training fort the staff of
the library


Two mechanics for installing the
Biblio System


Information technology
company to install software and
server

Cost


36000 SEK



86000 SEK



40000 SEK



50000 SEK


Summary external costs

212000 SEK

Other costs





Material

Software licenses

Travels

Description


Biblio system material

Biblio software + 2 licenses

Costs for all group members

Cost


5435200 SEK

250000 SEK

27600 SEK


Summary other costs

5712800 SEK

Planned
value

(Internal + External + Other)

6465280 SEK

Appendix

Calculations








14


9.

Communication and quality assurance

A communication strategy’s purpose is to achieve specific communication goals for all
stakeholders.

During the execution phase the most
important task fort he project
manager is to communicate with the stakeholders.

9.1.

Reports and documents

Reports during execution from project team members to the project manager include:



How many books are borrowed by people in week/month?



How many RFID chip
s fix in the books in a week /month?



Estimate number of left chips.



Is it suitable for people? For this reason make a questionnaire.



What did we do in a week/month and how long did it take?



Is there any problem in the flow of work?


Note
: Reports should gi
ve to project manager every week and every month.

Reports during execution from Project manager to sponsor include:



How much money have we spent per month and what for?



Do we need any money or not?



Are people glad to use this system or not?


Note
: Reports
should give to sponsor every month.


9.2.

Communication plan

Communication plan is the tool which will ensure that the right target audience gets
the right information on time and in the appropriate way.

By planning the
flow of
information the
risk of

making mistakes are minimized
.

Who?
Receiver

Why?

What?

How?

When?

Who?

Responsible

Sponsor


To discuss
financal
information



Show what the
project has
accomplished


Requirements




Budget and
calculations


Reports




Some Project
meeting(not all)


When needed


Project
manager

15



9.3.

Quality assurance

In order to assure the quality on the project it has been listed some points which
must be followed during the execution:



Control of completing project
reviews



Create flexibility



Use high quality product



Use person who has more experience



Make the project according ISO 9001



Keep the requirement specifications



Arrange regular meetings and discuss about routine things

and make a
decision quickly



Follow
demands and new techniques



9.4.

Change management

In order to solve correctly the possible problems and troubles it has been designed
a change procedure to accept or reject changes.

The main deciders in the project
when a possible change needs to be discussed

will be the sponsor, the receiver and
the project manager. The ok of all of them must be achieved to accept a change in
the project. Other ways, the change will be reject or a new meeting will be set up.


Once
the decision is taken the quality manager
must ensure that the change will
not affect the quality standards and the requirements specifications; then the work
team could start to work on the change.






Project
manager


Show what the
project has
accomplished



Collection of
information
needed to
execute the
Project.


Requirements



Pre
-
study



Project plan


Reports



Project meeting



Final reports



Demonstrations and
presentations


When needed



Preplanning

by Project
initiation


Project group

16






















17



10.

Risk analysis and response planning: Risk iden
tification, risk evaluation and
risk response planning

The risk identification has been reached

in a first approach

by brainstorming of
the
risk
events that could appear during the execution of the project.

It has also been used
different sources in order
to filter and constraint th
e principal risks: WBS, project
charter, time and resources available and stakeholder’s tolerance.


The most probably
and influencing risks found by this method were:

-

Low acceptance by the users of the library

-

Immature
technology of RFID systems which suppose the first application on a
library

-

Employees of the library need training


-

Problems or delays on resources (chips, software and equipment) supplies

-

Exceed on budget

As it can be seen the risk events identified
don´
t differ too much with the threads and
weaknesses noted on the SWOT analysis.

Once identified the risks they have

been evaluated by the Mini Risk Method.
This
method gives

us a quick approach being easy to use.

Risk

Probability

1to 5

Impact

1 to 5

Risk va
lue

P.I

Risk Re
s
ponse

Low acceptance of
the user

4

5

20

Educate users (information and explanation

signs

about system operation)
and inform
them in advance


Implant the system progressively in the library


Immature
technology

3

4

12

Plan for tests and
evaluations


Train the team work, employees and users


Technical
problems and
delays on supplies

3

5

15

Keep constant contact with the supplier


Arrange quality chips and equipment tests

Employees need
training

4

2

8

Training programs for employees


Monitoring

Exceed budget

2

4

8

Pre
-
study budget with tolerances

Monitoring


As the theory explains risk events with a risk value above 10 should be mitigated. This
risk analysis is used to deal with the probability that a risk event above occurs and
mitigate its impact. Risk responses or actions and strategies have been taken for the
risk values above 10 to alleviate the negative impact of the identified risks. For the
risks below 10 the decision will be monitored during the execution
.

18


11.

Others


11.1.

WBS
-

W
ork Breakdown Structure

In order to facilitate the work to find activities and milestones and develop deeply the
project model the WBS has been completed. Each branch supposes different
competence areas on the project.


11.2.

Scope /Difficulties

Defining Need
s and Wants is excellent way to identify the

scope of
the
project
:


Needs and Wants



Project needs a sponsor who supplies budget for works



Making realistic estimates on duration and costs



Make a prestudy and define risks



Motivation



Not small not big
capacity of the library



Some calculation about the library. (For example: how many people borrow
books per day?)



Find a RFID chip company


19


Difficulties



It is hard to change something during project execution



Motivation of staff can be hard sometimes



Highe
r demand of books from people during the execution of the project



If something goes wrong on RFID system during the execution of the
Project



Finding a sponsor





Finding a quality RFID chip company



11.3.

Distinction



It is easy to unde
rstand the project by all of
people.



There is no complexity of implement or works.

The only things which people
need, is to run books RFID system on computer.



The project does not need too many employers.



It is not necessary that employers must have a
lot of information about system.

Because all of works are done by computers.

So everybody can take a place in
this project.



After finishing the Project , there is easy work flow in the library.(for example:
there is not queue)



Project has a less risk.



I
f something wrong in the project,

because of that reason nobody’s life can be
affected.

Because it is a just RFID implementation.

There is a no life risk.

20


11.4.

Project model/conformity





11.5.

Credibility

PRESTUDY



Define the Project
goal



Search to find a
sponsor



Search to find a RFID
chips company



Search to find
suitable library


PLANNING



Calculation of
cost



Calculation of
time



Estimate the
capacity of the
library



Estimate the how
many people
borrow books
per day/hour?


EXECUTION



Implement to RFID
chips into books



Implement to data
of
system into
computer


CLOSURE



Check the
system work
or not work



Initiate Project


Start Planning

Hand Over end Result

Close Project

Evaluate Business Impact

Impact Realization

21





All staff have course about ISO 9000



Staff have a lot of experience regarding
work,

chip etc.



It is
a good idea has

a technology which always keeps

in advance.

Therefore we
have this technology on
computers,

chips.



We are following new
technology and apply this in our Project.



It is more reliable in order to use RFID chips on the
books;

we have more
enough information

about books which are used by.

We can
easily

make
control the flow of work.


11.6.

Final
visualization










11.7.

Appendix

Project Name

Running
Books

Sponsor

Linköping Hall

Project Manager

Ignacio Bosch

Quality Assurance Manager

Patrick Janicke

Project Group

Süleyman Bozpinar & Cihan Demir
, Robert Stabenau,
Maria Lopez

Speaker

Ignacio Bosch

Project Goal &end result of project

Improve image
of Linköping

Library. We introduce a
complete automatic RFID systems, to increase user
-
friendliness

and to reduce personal costs as well as to
get the lone process more efficient.

Business Impact Goal & Project Objective

Supply

the library with a modern and highly
standardized RFID
-

system.

22


PROJECT CHARTER

Project Name

Running Books

Background

Linköping grows up to a big scientific city with more than
30.000 students and big industry. Therefore it becomes
necessary to change the whole loan process in Linköping`s
Library. The desire for a simpler and faster way of the
release
-

and return process
was expressed by the library.
We’re a specialized company for RFID
-
Chip solutions.
Consequently we got the offer from the library to deal with
the project.

Sponsor

Public funds of Linköping´s city

End Users

All customers of the library.


Linköping’s Library.

Business impact goal



Project objective

Supply the library with a modern and highly standardized
RFID
-
System.

Project goal


end results of the project

Improve the image of Linköping’s Library. We introduce a
complete automatic
RFID
-
System, to increase user
-
friendliness and to reduce personnel costs as well as to get
the loan process more efficient.

Timeframe for the execution of the project

Start

Finish

July 2009

July 2010

Priority of what is most important

Time

Resources

Quality

10%

60%

30%

Budget

10.000.000 SEK

Documentation received by


Date 2009
-
03
-
26



SMART ANALYSIS

23









PROJECT MANAGEMENT TRIANGLE







OTHER COSTS

Material costs

units

price/unit in SEK

Summary

Biblio Gate

8

3450

27600

Biblio Self Check
Station Merkur

6

12000

72000

Biblio Staff Station

2

2800

5600

Biblio Return Secure

2

40000

80000

Biblio ID Card (all members + additional)

250000

8

2000000

Biblio Chip Label (all books)

1500000

2

3000000

Biblio Sorter

2

125000

250000

Summary material

costs





5435200





Travel costs

km

price/km in SEK

Summary

Ignacio Bosch

600

8

4800

Patrick Jänicke

600

8

4800

Suleyman Bozpinar

450

8

3600

Cihan Demir

750

8

6000

Robert Stabenau

600

8

4800

Maria Lòpez

450

8

3600

Summary travel costs





27600


24





























25