University Expert – An Automated University Application

Submission and Admission Guidance System

www.universityexpert.pk

Group Members:

1. Haris Akhtar 70144284

2. Iqra Anwar 70144335
3. Ujala Nawab 70144336
4. Hamid Tarar 70065809

Submitted to: Sir Syed Abbas Raza

Course Name: Managing complex project

UNIVERSITY OF LAHORE
 ACKNOWLEDGEMENT

We would like to thank our instructor/supervisor Syed Abbas Raza for believing in us and
supporting us in whole semester. Without his help, guidance and critique we would not have been
able to successfully complete this project. His greater expectations from us kept us going to achieve
more and his supervision has helped us to be better thinkers.
Our parents have been our constant source of motivation and courage. Their trust in us and their
belief in us has kept us going and helped us in achieving what otherwise would have been quite
difficult. We are glad to have parents who have always encouraged us in following our dreams and
their teachings are what have made us, what we are today.
Our time spent with our classmates has always been really helpful, educating and refreshing. They
have helped us in times when we were totally stuck and could not find a way out.

Finally, we would like to thank the Almighty Allah for his help and grace which allowed us to
move ahead in successfully completing our Masters in Project Management.



Thanking You,
Table of Contents………………………………………………………………………………………Page No.

1. Project Initiation………………………………………………………………..
1.1. Establish the Project Charter……………………………………………………………….
1.2. Appoint the Project Team……………………………………………………………………..
1.3. Stakeholders…………………………………………………………………………….
1.4. Set up the Project Office……………………………………………………………………….
1.5. Perform Phase Review…………………………………………………………………………..
2. Project Planning…………………………………………………………………
2.1. Create a Project Plan………………………………………………………………………………
2.2. Create a Scope Plan
2.3. Create a Resource Plan………………………………………………………………………….
2.4. Create a Cost Plan………………………………………………………………………………….
2.5. Create a Schedule Plan……………………………………………………………
2.6. Create a Quality Plan…………………………………………………………………………….
2.7. Create a Risk Plan………………………………………………………………………………….
2.8. Create a Communications Plan…………………………………………………………
2.9. Create a Procurement Plan…………………………………………………………………
2.10. Perform Phase Review…………………………………………………………………………
3. Project execution and Controlling………………………………………..
3.1. Build Deliverables……………………………………………………………………
3.2. Monitor and Control………………………………………………………………..
3.3. Perform Schedule Management……………………………………………………………
3.4. Perform Cost Management………………………………………………………………...
3.5. Perform Quality Management……………………………………………………………
3.6. Perform Risk Management………………………………………………………………..
3.7. Perform Procurement Management………………………………………….....
3.8. Perform Communications Management………………………………………
4. Project Closing………………………………………………………………..
4.1. Perform Project Closure……………………………………………………………………
4.2. Review Project Completion……………………………………………………………..
5. Conclusion……………………………………………………………………….
INTRODUCTION:

Getting admission in a good university/institution or choosing career is one of the challenge

students are facing today. After intermediate examination a student goes to many different
university websites, creating many admission portals and end up filling all the different
application forms. Now he/she has to submit the admission fee by going to every single
mentioned bank and remember in all this process he/she is also preparing for the entrance test
exams, searching last dates to apply, finding past exams for references, finding ways to calculate
aggregate and last year closing merits of different universities. Now what if a student fills a single
application form and applies to as many universities, he wants without keeping track of
everything and get all the resources he/she needs at a single platform. Well, that is the concept
behind idea of “University Expert”.

An Automated platform to make admission process smooth and automated i.e., one stop solution
for applying in multiple universities of Pakistan through one single application form along with
guidance system, entry test preparation (Expert book), university comparison, counselling
sessions, aggregate calculator and weekly informative videos about universities. A module of
merit prediction I-e predicating if the student can get admission in a university by comparing it
to current students’ data studying in that institution. Complete guidance for student to choose
and apply in best suitable university by going through an expert system. A website (for user
interface) and automatic form filling module using python scripts so student has to fill just one
form and all the applying process is done through that automation.

OBJECTIVE:

The aim of this project is to discuss the life cycle models implemented. The life cycle process is
to be used to explore the potential for minimizing negative impacts through an increase in the use
of KNOWLEDGE AREAS OF PROJECT MANAGEMENT in IT project implementation.

1-Project Initiation

Initiation began when group members conceived an idea of putting an IT project as a startup.
This idea might be internally generated or may be a consequence of customer’s requirements.
Inauguration of the project was done and all the social media channels which reported initiation
were buried under the inaugural stone in the wall.

1.1. Establish the Project Charter

Initiation completed when the project charter and preliminary scope statement were completed
through the feasibility study.
The outline of the project charter was prepared keeping in line with the expectations of
stakeholders. In the outline, the constraints like cost, scope, time and quality were accounted.
1.2. Appoint the Project Team

Initiation ended after the appointment of a project manager. The project manager was
delegated with authority and direction necessary to start planning.
Project Team
Project team is also made for this project and these were;
§ Project Manager
Haris
§ Team Leader
Iqra
§ Main Team Members
1.Ujala
2.Hamid

1.3. Stakeholders

Ø Stakeholder Register:

Stakeholder Name Role Involvement Priority Impact

Punjab Colleges Customer High Main Positive

CreativeOn Hosting Supplier Medium Main Positive
Maxx Media Group Supplier Medium Main Positive
Haris Project Very high Main Very
Manager positive

1.4. Set up the Project Office

A project office was set up at the university premises to control all the activities
required for project life cycle.
 1.5. Perform Phase Review
A progress monitoring and review system was introduced to establish the
end of one and start of another phase of life cycle.

2- Project Planning

2.1 Create a Project Plan

Total duration 12 months

Start Date 15/2/2019
End Date 15/2/2020

Initiation 1st to 2ndd month, 2019

Planning 3rd to 5th month,2019
Execution 6thmonth, 2019 to 7th month,
2019
Monitoring and control 6thmonth, 2019 to 9th month,
2019
Closing 10th to 12th month, 2020
2.2 Create a Scope Plan

In Scope:

This project is focused on making a one stop platform to address all the above issues which
include: Each point here is a user story which needs to be fulfilled.

Applying in multiple universities by filling a single application form.

• Automatic filling of multiple admission forms using curl/alternate method.

• A data mining based module for merit prediction
• University comparisons
• Past exams of different universities.
• Counselling sessions
• Mock test for preparation
• Aggregate calculator
• Scholarship information & eligibility
• Weekly informative/entertainment videos about
universities

Out of Scope:
The things that are not in scope are as follows:

• Admissions in MS programs
• Admissions in universities outside Pakistan
• Use of node or react language for any kind of programming
• Any other functionality module which is not mentioned in scope.
Main Deliverables:
 Purpose:

● Establish an online presence to get clients.

● Increase brand visibility and awareness.
● Drive online sales of their products and conversations with clients.
● Enhance customer engagement and support.
● Support marketing and promotional efforts of their products.
● Streamline business processes.
● Help students/parents in getting admission in universities.

Software development lifecycle model:

Functional Requirements
Functional requirements are the functions a system must perform, they actually define a system
or its components. Functional requirements for this system are as follows:

FR No. Functional Requirement

FR.01 The system should receive a filled form to apply on behalf of student.

FR.02 The system should receive student’s credentials for calculating merit.

FR.03 The system should compare universities when they are selected from
dropdown.
FR.04 The system should take the online test when selected by the student.

FR.05 The system should give the result of test on completion.

FR.06 The system should give tracking after filled form is received.

FR.07 The system should predict the merit of university when student enter the
credentials.

Non-Functional Requirements
Non-functional requirements are there to define the quality of the attributes and functions
available in the system. These are very useful to check the usability and effectiveness of the
system. Non-functional requirements for this system are as follows:

NFR No. Non-Functional Requirement

NFR.01 The system should be accurate.
NFR.02 System should be fast and responsive.
 NFR.03 The system should be secure.
NFR.04 The system should be maintainable.
NFR.05 The system should be scalable.
NFR.06 The system should be easy to use, with no complexity.
NFR.07 The system provides privacy to the user as his/her data is not shared with any
other user and is secure.
NFR.08 The system will be fully flexible and controllable by the user.

Software Architecture:
2.3 Create a Resource Plan

Roles, Responsibilities, and Authority of project team:

Role: Authority: Responsibility:

1. Mr. Haris 1. Had the authority to 1. Monitor the

Akhtar do change in project whole work and
(Project management plan. guide the team
Manager). about any
difficulty. Also
make sure that all
the tasks
performed are
within budget.

2. Mr. Hamid 2. led the team. 2.Showed all

Tarar results to the
project manager
and solved issues
between team
members.

3.Miss Ujala 3.Had an authority to 3.Gave reports to

Nawab oversee the work of the higher
automation code authority
modules and design

4.Miss. Iqra 4. Had a authority to 4.Recorded all

Anwar check the cost of every balances against
task and its quality costs

5.Mr. Ali 5.Had an authority to 5.Any change was

(Intern) check the quality overall reported to the
of each module. team leader
2.4 Created a Schedule Plan.

List of Activities with duration

Sr.# Activity Name Duration (Weeks)

1 PROJECT INITIATION 4
1.1 DEFINE PROJECT OBJECTIVES 2
AND SCOPE
1.2 CONDUCT INITIAL RESEARCH 2
AND REQUIREMENTS
2 PLANNING AND DESIGN 10
2.1 DEVELOP A DETAILED PROJECT 1
PLAN, INCLUDING TIMELINES
AND MILESTONES
2.2 CONDUCT USER RESEARCH 1
AND CREATE USER PERSONAS
2.3 DESIGN THE WEBSITE’S 2
INFORMATION ARCHITECTURE
AND WIREFRAMES
2.4 CREATE VISUAL DESIGN AND 2
USER INTERFACE ELEMENTS
2.5 FINALIZE THE TECHNOLOGY 2
STACK
3 DEVELOPMENT 16
3.1 SETUP DEVELOPMENT 2
ENVIRONMENT AND
INFRASTRUCTURE
3.2 DEVELOP THE FRONTEND 10
COMPONENTS AND TEMPLATES
3.3 IMPLEMENT THE BACKEND 10
FUNCTIONALITY AND
DATABASE STRUCTURE
3.4 INTEGRATE CONTENT 4
MANAGEMENT SYSTEM (CMS)
3.5 CONDUCT REGULAR TESTING 12
AND QUALITY ASSURANCE
THROUGHOUT THE
DEVELOPMENT PROCESS
4 CONTENT CREATION AND 8
INTEGRATION
4.1 CREATE AND GEATHER 4
WEBSITE CONTENT (TEXT,
IMAGES, AND VIDEOS ETC.)
4.2 INTEGRATE THE CONTENT INTO 4
WEBSITE STRUCTURE
4.3 OPTIMIZE CONTENT FOR 2
SEARCH ENGINE OPTIMIZATION
(SEO) AND USABILITY
4.4 PERFORM FINAL CONTENT 2
REVIEW AND REVISION
5 TESTING AND LAUNCH 4
5.1 CONDUCT THOROUGH TESTING 3
OF THE WEBSITE’S
FUNCTIONALITY with test cases
5.2 ADDRESS ANY IDENTIFIED 1
BUGS OR ISSUES
5.3 PERFORM USER ACCEPTANCE 1
TESTING
 5.5 DEPLOY THE WEBSITE TO 1
PRODUCTION ENVIRONMENT
6 POST LAUNCH SUPPORT AND 6
MAINTENANCE
6.1 PROVIDE ONGOING TECHNICAL 52
SUPPORT AND MAINTENANCE
6.2 MONITOR WEBSITE ONGOING
PERFORMANCE AND ADDRESS
ANY ISSUES
6.4 CONDUCT PERIODIC SECURITY ONGOING
AUDITS AND UPDATES
TOTAL 48

2.5 Created a Cost Plan.

Sr.# Activity Name Cost (in PKR)

1 PROJECT INITIATION −
2 PLANNING AND DESIGN 20,000
3 DEVELOPMENT 145,000
4 TESTING AND LAUNCH 27,000
POST LAUNCH SUPPORT
5 AND MAINTENANCE 63,000
TOTAL 255,000 PKR
Work Breakdown Structure:

2.6 Created a Quality Plan.

The quality management plan describes how the project management team will
implement the performing organization’s quality policy.

Sr.# Quality Role Responsibilities

1 Project Cost Efficiency. Finance Department, Quality Department,
Project Manager, Project Team.

2 Procure good quality assets Project manager

(images, logos etc.).
3 Manage quality of website Project Team and Interns
 4 Project schedule Project Manager, Quality Department.

5 Product overall working. Project Manager, Project Team

6 Allocation of resources at time Project manager

Perform Quality approach

Planning and performing quality control was used to analyze the work of management and
team with relation to product related process. To ensure the quality of the website test cases,
questionnaires and heuristic evaluation was performed.

Quality control approach

Weekly cost performance reports were issued and help sought from planning department to reduce
cost and test every feature.

To make sure quality is met not only for reducing cost of project but also for functionality of
website test cases were performed as well.
Quality improvement approach

To improve the quality of the project’s processes many steps were used like:

• Weekly meeting will be called between the project manager and project team so that
difficulties which might affect the project were removed.
• Reports on cost performance were issued weekly to analyze the cost regarding quality.

Control Charts and Scatter plot were made to analyze project, team
members and schedule performance.
2.7 Create a Risk Plan

Risk register

The risk register contained information on threats and opportunities that might impact the project.

List of identified risks

Technical risk

• Statement: Incompatibility issues between different technologies and platforms

And security risk of data breach.
• Impact: Time and cost
• Probability: 15%
• Response: Conduct through technology assessment and make sure system is fully protected
and secured.

Resource risk

• Statement: Inadequate allocation or unskilled resources.

• Impact: High impact on cost and performance
• Probability: 20%
• Response: make sure you hire the right team by conducting proper interviews.

Inflation

• Statement: Increase in price of materials like domain and hosting.

 • Impact: Medium
• Probability: 15%
• Response: Buy all the necessary things in advance to overcome the issue.

Natural disaster

• Statement: Earthquake, flood etc.

• Impact: High
• Probability: veery low
• Response: there is nothing much one can do about natural disaster but make sure you have
extra time in advance.

Software failure

• Statement: System does not work

• Impact: Medium
• Probability: 10%
• Response: Purchase new system or have a backup in advance.

Communication failure

• Statement: bad communication in team, stakeholders and vendors

• Impact: very high
• Probability: 50%
• Response: Make a proper communication challenge. Buy a paid platform like slack and
always keep the communication channel open.

Power blackout

• Statement: Power backout or load shedding is common in country and it affects every work
 • Impact: High
• Probability: 30%
• Response: make sure to have a good power backup.

Project Management Failure

• Statement: Inadequate project planning and poor management.

• Impact: High
• Probability: 40%
• Response: Develop a comprehensive project plan with clear objectives.

2.8 Create a Communications Plan

Stakeholders Communication Schedule Medium

Maxx Media group Monthly Face to face/Email
Supplier- CreativeOn Quarterly Face to face
Mr. Haris Daily with the team Face to face/
Presentations/slack
Colleges/Schools Monthly Face to face/ Email/
Presentations

Communication within the project team

In these meetings we will inform our stakeholders about the progress of the project
on a weekly and monthly basis. If any change will occur in the project, we will inform
our stakeholders in time.

Tools use for online meetings, reports and presentations.

2.9 Create a Procurement Plan

Procurement Process:

This procurement plan sets the procurement framework for this project. It will serve as the
guideline for managing procurement throughout the life of the project and will be updated when
required.

The procurement plan of the project is given below.

Items Justification Needed

Hosting and domain services To make website visible to user February 2019
by hosting it over internet and
domain which user will search
for which in this project was
www.universityexpert.pk
Build in WordPress plugin The main backbone of website Start of the project –
which will be customized by our January 2019
code to add functionality.
SSL Certificate To make sure data is secured and At the end of project
there is no security breach – December 2019
Bank Integration services To integrate payment gateway June 2019
channel with our website so
customers can directly pay with
their cards or E-transfers.
External support service team/CS To make sure Clients issues are January 2020
Team heard and aftersales service is
good.
 3. Project execution and controlling.

3.1 Build Deliverables.

Total of 10 deliverables were to be achieved base on each user story mentioned in scope and each
sprint was assigned of one user story.

Sprint Plan: Website Development Module

Sprint Duration: 2 weeks

Sprint Goal: User should be able to Sign In/Sign Up and fill the form.

User Stories:

• As a user, I want to be able to create an account and sign up.

• As a user, I want to be able to sign in.
• As a user, I want to be able to browse home.
• As a user, I want to be able to open the form.
• As a user, I want to be able to fill the form and attach all my information.
• As a user, I want to be able to view and edit my profile information.

Task Breakdown:

• Set up project environment and repository.

• Implement user registration and login functionality.
• Design and create database schema.
• Develop the form.
• Implement the form and documentation uploading functionality
 • Create form view for user.
• Create an edit information page for user to edit/change application details.

Sprint Backlog:

• User registration and login components.

• Database schema design and implementation.
• Home browsing UI and functionality.
• Form implementation.
• User profile pages design and development.
• Edit page design and implementation

Effort Estimation:

• User registration and login: 3 story points.

• Database schema: 2 story points.
• Home browsing: 5 story points.
• Student form: 3 story points.
• User profile pages: 4 story points.
• User edit profile page: 4 story points.

Sprint Tasks Allocation:

Developer 1: User registration and login, database schema.

Developer 2: Home page creation with student form implementation.

Developer 3: User profile pages, edit profile and view profile page.
Daily Stand-ups:

• Discuss progress, challenges, and blockers.

• Identify and resolve any issues that may arise.

Sprint Review:

• Demonstrate completed user stories.

• Collect feedback and make necessary adjustments.
• Assess sprint goals and overall progress.

Sprint Retrospective:

• Evaluate the sprint process and identify improvements.

• Discuss what went well and what can be done better.
• Update the team's workflow or processes if needed.

3.2 Monitor and Control

To ensure the tasks compiled with the agreed upon project restrictions, the execution of the
project was closely tracked and supervised by the planning as well as the QA/QC teams.

3.3 Perform Time Management

The project’s operations were all organized in accordance with the needs of the process
and distribution of available resources.
 3.4 Perform Cost Management

The required finances were secured well in advance of the cash flow schedule’s
requirement.

3.5 Perform CHANGE Management

There were modifications beyond the originally established scope and procedures
throughout the project’s execution for a variety of causes such as the lack of coordination
between various tasks. These requests of changes were correctly carried out and
documented.

3.6 Perform QUALITY Management

The QA/QC department ensured that all the parameters laid down in the standard
operating procedures are met correctly.

For quality management each user story had gone through a test case to make sure the
functionality works perfectly and there is no flaw in the process.

Following test cases were performed to make sure the quality was met under monitor and
control tab.

Test Case 1:

Table 1-Test Case 1

Test Case ID: QA Test Engineer Haris

1.1
Test case Version: 1.0 Reviewed By Iqra
Test Date: March 29,2020 Use Case Reference(s) Sign up/Sign in use case.
Revision History No
Objective System should not sign up/ Sign in a user if the required information is not entered or
incorrect
Product/Ver/Module Sign up/ Sign in
Environment: Operating System: macOS Mojave
Browser: Safari 2019
Language: html, css, php and Laravel
Assumptions: No assumptions.
Pre-Requisite: The user is a new member.
Step No. Execution description Procedure result
1. Click on “Signup” button and enter details to sign up Sign up page opens up and user enters
details
2. After “Sign up” user clicks on “Sign in” and enters the correct A message of “Welcome” is shown when
Username and password through which he signed up. the correct information is entered and
user is now signed in.

Comments
Module works as desired
Passed Failed Not Executed

Test Case 2:

Table 2-Test Case 2

Test Case ID: QA Test Engineer Haris

1.2
Test case Version: 1.0 Reviewed By Ahmad
Test Date: March 29,2020 Use Case Reference(s) Sign in use case.
Revision History No
Objective System should not sign in a user with wrong information
Product/Ver/Module Sign In
Environment: Operating System: macOS Mojave
Browser: Safari 2019
Language: html, css, php and Laravel
Assumptions: No assumptions.
Pre-Requisite: The user is a new member.
Step No. Execution description Procedure result
1. Click on “Sign In” button. Sign In page opens up.

2. User clicks on “Sign in” and enters the incorrect A message of “incorrect
Username and password through which he didn’t signed up. username/password” is shown as
response from the system.

Comments
Module works as desired
Passed Failed Not Executed
3.7 Perform Risk Management

A risk evaluation was conducted prior to the project’s launch, and a risk register was kept. All
necessary precautions were taken in order to mitigate potential hazards and increase potential
benefits.

3.8 Perform Procurement Management

The procurements were listed and resources identified. The vendors sere selected and
orders placed.
The required things were received and checked as per ordered specifications.

3.9 Perform Communications Management

A management information system (MIS) department was established to record the

information and its distribution to the concerned stakeholders and for internal
communication slack was used.

4 Project Closing
The endeavor was finished after the assurance tests were completed and an optimized website
integrated with banks payment gateway was handed over to customer.

a. Perform Project Closure

All required paperwork and documentation for the administration of the contract was completed
and approved by all parties. Along with project documents, the repository also contained lessons
learned.
 b. Review Project Completion.

• Confirm completion of all deliverables according to the project scope and requirements.
• Conduct a final review of the project to ensure that all objectives have been met.
• Conduct all kinds of testing planned for the project.
• Document any outstanding issues or lessons learned during the project.
• Prepare and distribute a final project report summarizing key achievements, deliverables,
and performance metrics.
• Share the final deliverables with stakeholders, ensuring they are accessible and properly
documented.
• Obtain sign-off or acceptance from the project sponsor or client, indicating their
satisfaction with the delivered product or service.
• Conduct a post-implementation review to evaluate the project's overall success, including
the effectiveness of project management processes and methodologies.
• Celebrate the successful completion of the project and acknowledge the contributions of
the project team members.

5 Conclusion

Problems Faced and Lessons Learned

Group projects are always better for producing good results though it is not easy to get an outcome
out of it. One of the main issues in group project is to assigning responsibilities to individuals,
second is to gather the data and merge them to make a unit. We learned how to tackle these
problems in group. We also faced the problem of making script to automate the form filling
process.
5.1 Project Summary

University Expert is an automated platform to make admission process smooth and automated i.e.
one stop solution for applying in multiple universities of Pakistan through one single application
form along with guidance system, entry test preparation (Expert book), university comparison,
counselling sessions, aggregate calculator and weekly informative videos about universities.
Complete guidance for student to choose and apply in best suitable university by going through an
expert system.

5.2 Future Work

This project can be used in future by other students who want to get admission in abroad
universities and help them in finding best universities around the globe.
This system also plans to automate more universities admission forms in future.
Continuous upgradation of content and adding more payment gateways is also in scope.

References
[1] Muhammad Ahmad Malik. Founder Education Everest (2017). Educational Website.
Retrieved September 10, 2019, from https://www.educationeverest.com/.
[2] Ghulam Ali. Founder Ilm Ki Dunya (2004). Educational Website. Retrieved August 12, 2018,
from https://www.ilmkidunya.com.
[3] Yousuf Almas. Founder EDUVISION (2001). Educational Website. Retrieved August 16,
2019, from https://www.eduvision.edu.pk.
[4] David Coleman. CEO College Board (2012). Educational not for profit Organization. Retrieved
August 16, 2019, from https://www.eduvision.edu.pk.

[5] Riaz Haqq. Haqq’s Musings (2015). Data Driven Blog. Retrieved
October 14, 2019, from http://www.riazhaq.com