eta - itmas project project documentation plan - PDF Server

ETA - ITMAS PROJECT PROJECT DOCUMENTATION PLAN

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MARCH 15, 2008 This publication was produced for review by the United States Agency for International Development. It was prepared by BearingPoint Inc.

PROJECT DOCUMENTATION PLAN File Ref: ITMAS Project Documentation Plan 15apr08.doc

ITMAS Internal & Confidential Egyptian Tax Authority (ETA)

ETA - ITMAS PROJECT

PROJECT DOCUMENTATION PLAN

TECHNICAL ASSISTANCE FOR POLICY REFORM II CONTRACT NUMBER: 263-C-00-05-00063-00 BEARINGPOINT, INC. USAID/EGYPT POLICY AND PRIVATE SECTOR OFFICE MARCH 15, 2008 AUTHOR: FATOS QENDRO AND ITMAS PROJECT TEAM SO 16 DISCLAIMER: THE AUTHOR’S VIEWS EXPRESSED IN THIS PUBLICATION DO NOT NECESSARILY REFLECT THE VIEWS OF THE UNITED STATES AGENCY FOR INTERNATIONAL DEVELOPMENT OR THE UNITED STATES GOVERNMENT

Date: 15/03/2008 Technical Assistance for Policy Reform II of 19


ITMAS Internal & Confidential Egyptian Tax Authority (ETA) Date: 15/03/2008 Technical Assistance for Policy Reform II of 19

Table of Contents

1 INTRODUCTION ..............................................................................................................................................4

1 INTRODUCTION ..............................................................................................................................................4 1.1 OBJECTIVE AND SCOPE OF THE DOCUMENT...................................................................................................4 1.2 SCOPE AND CONTENT ...................................................................................................................................4 1.3 TERMS, ABBREVIATIONS AND REFERENCES .................................................................................................4 1.4 REFERENCE DOCUMENTS .............................................................................................................................4

2 THE PROJECT FILE........................................................................................................................................5 2.1 PURPOSE OF THE PROJECT FILE ....................................................................................................................5 2.2 LOCATION AND ORGANIZATION OF THE PROJECT FILE .............................................................................5 2.3 RESPONSIBILITY ...........................................................................................................................................5 2.4 ACCESS CONTROL ........................................................................................................................................5

3 TYPES OF DOCUMENTS................................................................................................................................6 3.1 PROJECT PLANS ............................................................................................................................................6 3.2 SCOPING DOCUMENTS FOR APPLICATION MODULES.....................................................................................7 3.3 TECHNICAL DESIGN & TEST SPECIFICATIONS DOCUMENTS .........................................................................7 3.4 SPECIFICATIONS FOR TECHNICAL INFRASTRUCTURE ....................................................................................7 3.5 CHANGE CONTROL DOCUMENTS ...................................................................................................................8 3.6 TRAINING MATERIALS ..................................................................................................................................8 3.7 MEETING MINUTES .......................................................................................................................................8

4 DOCUMENT STRUCTURE AND IDENTIFICATION: ...............................................................................9

5 DOCUMENT REVIEW AND APPROVAL PROCEDURES......................................................................10 5.1 DOCUMENT DELIVERY ...............................................................................................................................10 5.2 DOCUMENT APPROVAL...............................................................................................................................10 5.3 LIST OF SUPPORTED FILE FORMATS .............................................................................................................10 5.4 COMMITTEES REPORT DISTRIBUTION LISTS.................................................................................................10

6 ANNEXES: TEMPLATES .............................................................................................................................12 6.1 PROJECT FOLLOW UP REPORT......................................................................................................................12 6.2 MILESTONES FOLLOW UP REPORT...............................................................................................................14 6.3 ACCEPTANCE FORM ....................................................................................................................................15 6.4 ACCEPTANCE FORM FOR LOT DETAILS.......................................................................................................16 6.5 CHANGE REQUEST NOTE TEMPLATE...........................................................................................................18



1 INTRODUCTION

1.1 OBJECTIVE AND SCOPE OF THE DOCUMENT The purpose of this document is to establish and maintain agreed upon and common procedures to control all documents and data that relate to the project. This includes Project File organization, classification of the documents types, its main objective, its main formats, traceability of document, processes of issue, agreement or/and acceptance, methods of control, transfer and distribution of the documents between Subcontractor’s and the Contractor’s project teams.

1.2 SCOPE AND CONTENT Documentation Plan covers the following matters:

• Project file description • Content of Project File • The main types of the documents • The document management procedure • Documents control and traceability • Documents life-cycle

In addition, the Documentation Plan provides:

• The main format description of a document in focus of the Document Control and management procedure − Document control section and versioning − Document review and issue process

• The generic list of the document templates that are managed as per the project.

1.3 TERMS, ABBREVIATIONS AND REFERENCES ETA: Egyptian Tax Authority; Contractor: Bearing Point with ETA Subcontractor: Raya with its partner Bull; ITMAS: Integrated Tax Management Administration System;

1.4 REFERENCE DOCUMENTS The Contract AID-2007-C-00063-01301 signed between Bearing Point and Raya PQP (The Project Quality Plan) and it’s Annexes



2 THE PROJECT FILE

2.1 PURPOSE OF THE PROJECT FILE Project File keeps all Project documents and keeps a trace of correspondence, notes, reports, message, reviews as a part of working documents of the ITMAS Project.

2.2 LOCATION AND ORGANIZATION OF THE PROJECT FILE CVS (Concurrent Version System) is the ITMAS project repository for created Project Files. CVS provide the following functionalities: – It is a version control system – It maintains records of files throughout their development – It enables the project team to work simultaneously on a single file without loss of data – It provides features that can assist a project manager by tracking changes to project documents

over time – The repository stores a complete copy of all the files and directories which are under version

control – Users never access any of the files in the repository directly – Users get their own copy of the files into a working directory, and then work on that copy – The repository contains the changes which the project team have made (who/when/why) – CVS supports different access control rights (read only / modify / change)

The PROJECT FILE is located on ETA’s servers.

2.3 RESPONSIBILITY In addition to the shared deliverables and the shared working documents, each party of the Contract is responsible for maintaining their own part of Project files.

2.4 ACCESS CONTROL The Subcontractor’s Project Manager will establish a list of persons granted access rights to the Project File. Project stakeholders will be given access to some repositories.



3 TYPES OF DOCUMENTS Documentation includes several types of objects to be stored in the Common sections of the Project Files. The following chart summarizes the project management documentation required to follow Bull Quality System Standards (ISO Compliant).

DOMAIN DOCUMENTS General Master Project Plan and Subsidiary Project Plans by axis as requested.

Project Charter Project Management (Project monitoring)

Project Plan with the Gantt Charts (living part of the PQP), POC reports, the Minutes of the POC Meetings and the Documentation Summary, i.e. the list of all documents to be produced during the project and their status. Technical and functional Committee’s reports

Project Deliverables Structured description of Extent of Supply Project Organisation structure Project Organisation (OBS, RAM)

Project Team Terms of Reference (with project team directory) Project Planning Project Planning Schedules Project Communication Review schedule

Project Management Reports : DPB and DSC reports Meeting Minutes with action list Documentation plan Release documentation

Risk Management Risk SummaryRisk Records

Change Control Summary file lists all the submitted Change Requests with their status Testing and Acceptance Process Acceptance Specifications

Testing and acceptance plan Delivery records Acceptance Certificates

Configuration Management Configuration Management Plan Support Support Plan

Support SLA

3.1 PROJECT PLANS Project Plans are parts of deliverables of Lot 001 at the Project Launching Phase. Their role is to establish an agreed upon strategy of ITMAS Project and the procedures of its qualitative and effective management. Moreover, Project Plans define and details the contract execution phases, subcontractor and contractor’s responsibilities, project organization and resources, scheduling and missions of the project members. The life cycle of all listed documents below is equal to the full project life cycle and after Lot acceptance all plans will be under Configuration Management Plan and falls under Change Control process for updates and changes. ITMAS Projects plans are as follows:

• Master Project Plan

• Project Quality Plan



• Project Configuration Management Plan

• Project Change Control Plan

• Project Training Plan

• Project Test & Acceptance Plan

• Project Warranty & Support Plan

• Project Documentation Plan

3.2 SCOPING DOCUMENTS FOR APPLICATION MODULES “Business Areas Analyses” documents These documents are the high level requirements specification and the detailed Function Analyses for ETA’s Business Areas of the ITMAS Project. It shall be drafted by Subcontractor and Contractor’s teams and approved and accepted according to the detailed plan schedule for Lot 002. These documents are listed in PQP Appendix C: Lots definition, Detailed WBS Approved document will be under Configuration Management control.

3.3 TECHNICAL DESIGN & TEST SPECIFICATIONS DOCUMENTS - These are documents to be delivered for each of Application module (as part of the deliverables for lots 110 to Lot 190) :

• Parameter Guide document • Technical Specifications for the customizations to Application Software modules document • Test Specifications (for Unit Tests and Integration/Functional) • Data Migration and External Interface Strategy document

- Test Specifications document & Installation report for the performance test related to Lot 410 - Pilot Test report for Lots 530 and 540 - Test specifications to validate site and Site installation report (for each of the 10 sites) for Lot 550 system roll-out to 10 sites. Approved documents will be under Configuration Management control.

3.4 SPECIFICATIONS FOR TECHNICAL INFRASTRUCTURE Technical design documents

• Technical Infrastructure Architecture • Technical Specifications for Integration environment and Pilot environments

Test documents • Test Specifications for Site Acceptance • Test Cases for Site Acceptance

The technical documentation consists of the following:

• overall system architecture (logical, technical services);

• build Documentation;



• Administrators Handbook including how to implement new module versions, and generating a new global version for maintenance purpose (update, corrections)

• Installation instructions and release notes Approved documents will be under Configuration Management control.

3.5 CHANGE CONTROL DOCUMENTS There are two types of documents:

• Change Control Notice (CCN) • System Incident Report (SIR)

These documents are part of Change control procedures. For details see “Change Control Plan”.

3.6 TRAINING MATERIALS There are several types of documents assigned to the scope of training:

• Manuals in English & Arabic language; • User Manuals; • Administration Guides; • Functional Decomposition document;

The end-user documentation consists of:

• user manual and help files for the application software per module covering different profiles of users (in English and in Arabic );

• Training materials for application software per module as a help tool for the course.

3.7 MEETING MINUTES Meeting minutes are to be drafted based upon the corresponding Meeting Minutes form. The type of the meeting should be indicated as part of the subject:

− PDB: stands for meetings of the Project Delivery Board committee, − POC: stands for meetings of the Project Operation Committee, − CCB: stands for meeting of the Change Control Board, − DSC: stands for meeting of the Delivery Project Steering Committee

The agenda and minutes of the meetings, will be prepared jointly between Contractor Project Manager, Raya Contract Manager and Bull Project Manager.



4 DOCUMENT STRUCTURE AND IDENTIFICATION: The general structure of a document is the following:

• cover page • document history page • table of content • sections

The cover page contains the name of the originator, the project name, the document name The document history page describes the revisions to the document. The document reference to be provided in the page header must take a form respecting the documentation identification rule. ETA proposes the following structure:

5 characters for department name, should be ‘ITMAS’ Separator (example -) type of document acronym (3 or 4 characters) The most common are as follows:

• PRJ Project Management documents;

• PQP Project Quality Plan;

• DFS Detailed Functional Specifications;

• DTS Detailed Technical Specifications;

• FTS Functional Test Specifications;

• FTC Functional Test Cases;

• SIR System Incident Report

• ATP Acceptance Test Process

• ACR Acceptance Certificate 13 Characters – can replicate the file name

Issue number or serial number Year / Month A - Arabic or E- English or AE - Arabic and English

Date: 15/03/2008 Technical Assistance for Policy Reform II of 19


ITMAS Internal & Confidential Egyptian Tax Authority (ETA) Date: 15/03/2008 Technical Assistance for Policy Reform II

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5 DOCUMENT REVIEW AND APPROVAL PROCEDURES

5.1 DOCUMENT DELIVERY POC and PDB minutes are to be sent within 3 days after POC to select remarks or modification requests. And the final should be distributed within 5 days after POC For working documents delivery: ETA will be delivered the documents for review within 2 Business Days. For working documents review: ETA will take 2-5 business days to review documents from the date of delivery

5.2 DOCUMENT APPROVAL Documents to be approved shall be drafted and validated according to the following procedure:

• During the approval procedure, the comments on document being reviewed will be written directly on it, or in “track changes” on the electronic copy then a copy will be returned to the sender.

• The approval procedures features the following steps, starting two weeks before the delivery date: a) within first five (5) working days, the one Party of the Contract shall forward to other Party

of the Contract its comments on the document; if they are not sent to originator within this delay, the document is supposed to have been accepted.

b) within next five (5) working days after reception of comments by the receiver, originator

shall submit to receiver a version of the Document that incorporates all modifications

which originator believes necessary to respond to the comments of receiver, if originator

does not do so, all the comments done by the receiver are supposed to have been accepted

by originator

• Email is the mean to deliver documents and comments

5.3 LIST OF SUPPORTED FILE FORMATS - Office 2003 file formats (XLS, PPT, DOC) - Microsoft Project 2003 (mpp) - Visio 2003 (VSD) - Adobe Acrobat (PDF.) - Zip (for compressed files)

5.4 COMMITTEES REPORT DISTRIBUTION LISTS



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The Contractor’s Project Manager will forward the agreed reports and minutes to the people on the distribution list of the Contractor. And the Subcontractor’s will do the same for the people on the distribution list of the Subcontractor. The list is annexed to PQP Appendix A: Committees report distribution lists



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6 ANNEXES: TEMPLATES

6.1 PROJECT FOLLOW UP REPORT

Projects Follow up Report FrTo om Page: …./….

..../..../... .../...... ..../.... Period:

Distribution List To : MM. Tarek Orphy and Fatos Qendro Copy to :

Project

Michel Bahurlet

PM & Ass.: ITMAS Name & Ref:

Activities Summary

Activities Completed During the Period Covered in The Report

Problems, Major Issues, and Risks

Activities Expected to Finish During the Period between This Report and The Next Report



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Prepared By: Date:

Enclosures:

Signature: Form Ref: 03 ـ 01



6.2 MILESTONES FOLLOW UP REPORT

Page: …./….

Planned Amended Actual Planned Amended Actual

Planned Amended Actual Planned Amended Actual

Project Name:

S.

Mile Stones Follow Up report

Start Date: End Date:

End DateStart DateActivity

Form Reference: ………………

Project Number:

Version: Status: Preparation Date: Prepared By: Signature:

Date: 15/03/2008 Technical Assistance for Policy Reform II of

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6.3 ACCEPTANCE FORM

Raya Acceptance Certificate or Delivery Notice Bearing Point Project: Integrated Tax Management Administration System (ITMAS)

Contract ref: AID -2007-C- 00063 – 01301

Description of Goods and or Services :

Supply of Application System Software and attendant Services for an Integrated Tax System

Dated: (tbc)

Type of Acceptance/Milestone: (to be filled)

Date: (yy/mm/dd) Ref.: (xxx)

: Reference Number and Designation of the milestone : :

xxxx/xxxx

xxxx/xxxx Product and Services accepted: (to be listed) Reserves: (To be listed if any) or None The Parties agree that the Supplier has delivered to the Purchaser the Products and Services in accordance to the Contract , including items mentioned in the Lot (to be completed) of the Contract For and on behalf of BearingPoint For and on behalf of Raya Authorized Representative : Name : Signature :

Authorized Representative : Name : Signature :

Seal : Seal : Date : Date : Bull Complementary Information:



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6.4 ACCEPTANCE FORM FOR LOT DETAILS

شهادة قبول أو اخطار توریدAcceptance Certificate or Delivery Notice

Project: Integrated Tax Management Administration System (ITMAS)

Contract ref: AID -2007-C- 00063 – 01301 Dated: 11 / 9 / 2007.

.النظام المتكامل الدارة وتشغيل الضريبة: أسم المشروع AID -2007-C- 00063 – 01301: رقم العقد

.2007 / 9 / 11: بتاريخ

Initiated By: مقدمة بواسطة/الشهادة معدة :

Description of Goods and or Services subject of this certificate:

:المنتج و الخدمات التي تشملها الشهادة/ بضاعةوصف ال

Type of Acceptance:

Date:

Ref.:

:نوع القبول

: التاريخ

:المرجع

Reference Number and Designation of the project Lot related to the products/services subject of this certificate:

من المشروع المرتبط بالمنتجات أو المرجع ومميز الجزء :الخدمات موضوع هذه الشهادة

Reserves (If Any):

): إن وجدت(تحفظات

The Parties stated hereafter agree that the Subcontractor has delivered to the Contractor the Products and Services subject of this certificate in accordance to the Contract stated above in this certificate.

أتفق االطراف المشار اليهم فيما بعد على قيام المتعاقد معه على توريد المنتجات أو الخدمات موضوع هذه الشهادة الى المتعاقد طبقا لما جاء في العقد المشار اليه اعاله في هذه

. الشهادة

Parties Involved in Acceptance االطراف المشارآة في القيول Name وتاریخ توقيع Signature &

Date االسم

Attachments:

: مرفقات



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Contractor Authorised signature المخولون بالتوقيع من جانب المتعاقدName توقيع وتاريخ Signature &

Date االسم

Mr. Fatos Qendro Contract Manager

فاتوس كندرو . أمدیر العقد

Mr. Ziad M. Rotaba Project Manager

زیاد محمد رطبة. م مدیر المشروع

Subcontract Authorised signature المخولون بالتوقيع من جانب المتعاقد معه

Name توقيع وتاريخ Signature & Date

االسم

Contract Manager

مدیر العقد

Mr. Michel Bahurlet Project Manager

باھرلیت میشیل. أ مدیر المشروع



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6.5 CHANGE REQUEST NOTE TEMPLATE The Change Request Note template is attached to the Change Control Plan.



Date: 15/03/2008 Technical Assistance for Policy Reform II of

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Technical Assistance for Policy Reform II BearingPoint, Inc,

18 El Sad El Aali Street, 18th Floor, Dokki, Giza

Egypt Country Code: 12311

Phone: +2 02 335 5507 Fax: +2 02 337 7684

Web address: www.usaideconomic.org.eg

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