Project Plan
NCH Automated Calling System
IT 3223
For:
Dean Han Reichgelt
1100 South Marietta Parkway SE
Marietta, GA 30060
Author:
Bradley Shedd and Khushbu Desai
Undergrad Students of CSE at SPSU
Creation Date: March 23, 2012
Version: 1.0
Figure 1.1
TABLE OF CONTENTS
Cover Sheet
…………………………………….…………………………………….…… Page 1
Introduction…………………………………….…………………………………….……. Page 3
Mission Statement…………………………..…..…………………………………………. Page 4
Integration Requirements…………………….………………………………………. Pages 5 &
6
Scope……………………………………….……….……………………………………... Page 7
Responsibilities…………………………..……………………………………………...… Page 8
Time Management………………………………………………………………………… Page 9
Risk Management…………………………………………………………………………. Page 10
Sign-off Sheet
………………………………………………………….…………………. Page 11
Bibliography
…………………………..………….………………………………………. Page 12
FIGURES AND TABLES
Figure 1.1 – NCH IVM Enterprise
Calling System….........................................................Page 1
Figure 1.2 – Time Management
Gannt Chart…………......................................................Page 8
Figure 1.3 – Risk
Chart…....................................................................................................Page
10
1.0
Introduction
Our group is creating a system that will service the graduate
students and current students with donations and inform them about graduate
programs. NCH’s IVM Answering Attendant Software is one of the software that was
suggested for Dean’s scenario. IVM is automated calling software with complete
voicemail; call attendant, interaction voice or autodial response management
solution for small to medium businesses. Following are estimates research about
hardware, software, skill-sets, and expenses required to execute this software
for fulfilling the Dean’s project.
The
NCH has a type of software designed to facilitate in the sequence of calling
students with an automated voice messaging system. The company calls the
software; “IVM Answering Attendant Software”. The company has been around since
1993 and was founded by Peter Lupton with a headquarters in Denver. The software
will track and record the transactions between the system and the alumni from
Southern Polytechnic State University. When the current graduated student wishes
to submit a donation the software can take the gift over the phone or give
information to mail in their gift or donation. The software will also inform the
graduation student to come back to their alma mater to attend their intended
major of master’s program. All data will be held on the system’s database and
will be held confidential. This software can handle credit card payment through
the telephone on a separate channel while the student is on the line.
2.0 Mission
Statement
The
mission statement is to track prospective, current and graduated students for
the school. Purchase a solution that will contain contact information, status,
employer and charitable gifts given to the school.
This will be used to contact prospective and current students in our
school, as well as nag graduates to donate and also suggest they come back for
grad school.
3.0
Integration Requirements
1.1
HARDWARE:
NCH
has several options for hardware devices. There are two types of hardware
devices, USB version and PCI version. Depending on one’s requirements/choice,
one can select any device. Particularly for Dean’s scenario, CAHTA’s PCI
Telephony Board with 8 Analog Phone lines is suggested mainly because it is one
of the cheapest hardware device that it well compatible with our suggested
software.
Hardware Requirements:
[For
image: http://www.altoedge.com/telephony/images/telephony-board-8-lines_hi.jpg]
·
This device is specifically designed to work with IVM telephony applications. It
has multiple line telephony cards are suitable for Interactive Voice Response
(IVR), Voice Mail, Automated Attendant, Call Recording and Dial in Dictation.
·
Each PCI board can have 8 lines that are capable of handling about 64 line calls
through the IVM Enterprise software.
·
It is easy to install with plug-and-play operations.
·
It has caller ID detection, supports FSK as well as DTMF.
·
It support polarity reversal detection for automated recording start and stop.
·
It requires Windows 7.
·
It requires PCI slots to hold up to 8 lines for dictation, or 32 lines for
voicemail.
·
It requires VOICE Modem (TAPI complaint).
·
It requires an internet connection with a high bandwidth to access remotely,
making or receive calls, and forward email.
1.2
SOFTWARE:
NCH
has several options available in software as well. The software should be
compatible with the hardware device; hence, it should be paired for
their system requirements. Some of this
software, like one suggested for this scenario, are categorized as the user’s
business requirements, like – small sized business, enterprise,
or professional. For this scenario, an enterprise level IVM Software has
been recommended.
Software Requirements:
1.3
Windows Vista/XP/7
1.4
Call Recording software:
·
IVM Professional to Enterprise (version 4 or later only) for Interactive voice
response and voicemail software.
·
VRS Call Recording Lite or Professional (version 5.02 or later only) for call
recording system.
·
Both of the above software is included into the package. So no separate purchase
is required
4.0 Scope
The
time frame of this project is approximately two weeks. Upon the approval of the
budget of $3,500 we can place the orders for the four different types of
cameras. The budget includes everything from purchasing the phones, headphones
with mic, and PCI cards.
The
tax and shipping and handling fee is not included in the budget above. The NCH
package should arrive within seven to ten business days. The preparation of the
work site will start as soon as the Dean approves the budget of $3,500. The task
will be completed within 10 days. We plan to install the PCI cards and software
onto the employees machines after the day of approval.
This task will take two days, with collaboration to follow the day after.
When all is completed the employees will be trained on the new system.
5.0 Responsibilities
There are not
any major responsibilities required. However, it becomes important for the
project manager to verify that everything is going as planned. Also, the IT
technician needs to install the PCI cards and telephones correctly. The
employees need to be trained properly and be on site at the designated calendar
date for training. All student records need to be double checked for clarity and
correctness when transferring to the new system. Each employee must be tested
for effectiveness of correct usage on the new system.
6.0 Time
Management
This is a
schedule of the tasks we will complete for this project.
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Task |
Date of Tasks |
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Task 1: Prepping the work site |
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Task 2: Install PCI cards |
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Task 3: Install Software |
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Task 4: Collaborate software with hardware |
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Task 5: Set up the phones |
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Task 6: Transfer old accounts to new
accounts |
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Task 7: Train employees |
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13 |
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April |
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Figure 1.2 Gannt chart
7.0 Risk
Management
|
Risk |
Risk Level
L/M/H |
Likelihood of Event |
Avoidance |
|
Person Hours |
H:
Over 2,400 |
Likely |
The project managers must Ensure that daily tasks are met. |
|
Estimated Project Schedule |
H:
10 days |
Certainty |
The project managers are required to keep the team on task. |
|
PCI uncampatible |
L:
4 PCI cards |
Certainty |
The NCH company ensures that the cards are compatible with all machines |
|
Installation errors |
L:
Low |
Certainty |
A designated IT Team will assist the installation. |
|
Narrow Knowledge Level of Users |
L:
Knowledgeable of user area only |
Likely |
The employees will be trained within the time of delivery |
|
Money exhausted |
L:
More than 75% accurate |
Unlikely |
Because we estimated the budget of $3,500 |
|
Project Scope Creep |
L:
Scope generally defined, subject to revision |
Unlikely
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Scope intially defined in project plan. |
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Delivery of Products |
L:
The mail man is always on time |
Unlikely |
Included in project plan, subject to amendment |
Figure 1.3 Risk chart
8.0 Sign-off
Sheet
I have
read the above Project Plan and will abide by its terms and conditions and
pledge my full commitment and support for the Project Plan.
Project
Sponsor:
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9.0 Bibliography
"IVM
Answering Attendant Software." Download Voicemail, Call Attendant and IVR
Software for Windows. Web. 23 Mar. 2012.
<http://www.nch.com.au/ivm/index.html>.
"Telephony
Hardware Options." TAPI Compliant Professional Telephony Hardware. Web.
23 Mar. 2012. <http://www.nch.com.au/hardware/telephony.html>.
"PCI
Telephony Board - 8 Analog Phone Lines." AltoEdge Hardware. Web. 23 Mar.
2012. <http://www.altoedge.com/telephony/telephony-board-8-lines.html>.