Project Planning Document-1
Here's a comprehensive planning document for your PDF conversion project, encompassing both a high-level working plan and a detailed, step-by-step execution plan based on a 3-week Agile sprint.
Project Planning Document: Tender Document Conversion Tool (MVP)
1. Project Overview 🚀
Our goal is to quickly develop a Minimum Viable Product (MVP) within three weeks. This tool will automate the conversion of specific PDF tender documents into editable Microsoft Word (.docx) and Excel (.xlsx) formats. The aim is to significantly reduce manual data entry and boost efficiency for our stakeholders.
2. Working Plan: The Strategic Blueprint 🗺️
This section outlines the project's overall strategy, goals, and high-level components. It's our guiding star for the entire project.
2.1 Project Goal & Scope
Our main goal is to deliver a functional MVP that accurately converts a single, specific type of simple PDF tender document into editable Word and Excel formats.
In-Scope:
Conversion of one well-defined PDF tender document type (e.g., a standard form with predictable text fields and basic tabular data).
Generation of output in editable Word (.docx) and Excel (.xlsx) formats.
A simple interface (like a command-line script or basic utility) for users to start the conversion.
Integration of Agile principles and Jira for project management.
Out-of-Scope (for this 3-week sprint):
Handling complex PDF layouts, image-only PDFs, scanned documents, or highly varied structures.
Advanced data validation or complex error handling within the converted output.
Integration with other business systems or databases.
A sophisticated graphical user interface (GUI).
Extensive reporting features beyond basic project tracking.
2.2 Key Deliverables
By the end of this project, we will provide:
A working prototype of the conversion tool, successfully processing the target PDF type.
A simple "How-To" user guide for running and using the tool.
A Jira project board with all tasks, progress, and resolved issues.
A project closing summary detailing outcomes and lessons learned.
2.3 Team & Resources
Our dedicated team for this project, with their primary roles:
Project Lead (L1): Project oversight, team coordination, stakeholder communication, Agile process owner.
Developer (D1): Core development, coding the conversion logic, technical implementation.
Tester (T1): Quality assurance, test case creation, bug reporting, user guide documentation.
Support & Stakeholders (S1, S2): Provide requirements, sample documents, user feedback, User Acceptance Testing (UAT).
Consultant (C1): Technical advisory, architectural guidance, best practice recommendations.
Owners (O1, O2): Strategic direction, final approval, budget oversight.
Key Tools:
Jira: Our central hub for task management, backlogs, sprint boards, and reporting.
Code Repository (e.g., Git): For version control and collaborative coding.
Confluence: For detailed project documentation (like this plan, meeting notes, user guide).
2.4 High-Level Timeline & Milestones
This project will be executed as a single, intense three-week sprint, incorporating daily Agile ceremonies.
Week 1 (Sprint 1): Planning & Foundation 🗓️
Milestone: Team fully trained on Agile/Jira, development environment set up, core PDF text extraction logic implemented.
Week 2 (Sprint 2): Development & Initial Testing 🛠️
Milestone: Basic PDF to Word and Excel conversion working, critical bugs identified, and initial stakeholder feedback received.
Week 3 (Sprint 3): Refinement & Handover ✅
Milestone: All critical bugs fixed, user guide complete, tool passes UAT, and project officially handed over.
2.5 Success Metrics (KPIs)
We'll track these Key Performance Indicators to measure our project's success:
Conversion Accuracy Rate: The percentage of correctly converted text and data from the PDF to Word/Excel.
Target: ge90 for text and tabular data.
Sprint Completion Rate: The percentage of planned tasks completed by the end of each sprint.
Target: 90
Cycle Time: The average time it takes for a task to go from "in progress" to "done" in Jira.
Target: Keep as low as possible (e.g., less than 2 days average).
Stakeholder Satisfaction: Measured qualitatively through feedback during sprint reviews and UAT.
Target: High satisfaction indicated by positive feedback and acceptance.
2.6 Risks & Mitigation
We've identified potential risks and planned how to deal with them:
Risk: Unexpected complexity in the target PDF document structure (e.g., inconsistent formatting, unconvertible embedded images).
Mitigation: C1 and D1 will perform detailed document analysis early in Week 1. If complexity is too high for the MVP, we'll immediately re-scope to an even simpler PDF type or adjust expectations with S1, S2.
Risk: Difficulty in finding a suitable, easy-to-implement conversion library or API within the short timeframe.
Mitigation: C1 will provide immediate recommendations for proven, quick-start technologies. D1 will prioritize a functional, even if basic, solution for the MVP.
Risk: Low accuracy of converted documents failing to meet the 90 target.
Mitigation: T1 will focus on testing critical data points. Clear expectations will be set with S1, S2 that this is an MVP, and minor manual adjustments might still be needed for some edge cases.
Risk: Team members unfamiliar with Agile practices or Jira leading to inefficiencies.
Mitigation: A dedicated Agile & Jira training session will be held on Day 1 (Monday of Week 1). L1 will provide ongoing coaching and support.
3. Execution Plan: Detailed Rollout 🛠️
This detailed plan breaks down our 3-week Agile sprint into daily tasks, targets, and responsible people. All progress will be tracked in Jira.
Sprint 1: Week 1 - Planning & Foundation 🧠
Sprint Goal: Get the team aligned, trained on Agile & Jira, establish the development environment, and implement the initial PDF text extraction logic. Weekly Target: Development environment fully set up, core PDF text extraction script working correctly, and initial test cases defined in Jira.
Sprint 2: Week 2 - Building the Core & Initial Testing 🏗️
Sprint Goal: Implement the core PDF to Word and Excel conversion logic for the target PDF type, identify critical bugs, and gather initial stakeholder feedback. Weekly Target: Functional conversion to basic Word and Excel formats, identified critical bugs in Jira, and a successful Sprint Review with stakeholders.
Sprint 3: Week 3 - Refinement & Handover 🏁
Sprint Goal: Address all remaining feedback and bugs, finalize the user experience, prepare all documentation, and officially hand over the MVP. Weekly Target: All critical bugs resolved, user guide completed, tool passes UAT, and project officially closed.
4. Tracking & Monitoring 📊
We'll use Jira as our primary tool for tracking progress, issues, and team performance.
Jira Dashboard: Configured to provide a real-time, visual snapshot of:
Sprint Burndown Chart: Shows remaining work for the current sprint.
Task Board: Visualizes task statuses ("To Do," "In Progress," "Done").
Bug Report/Fix Rate: Monitors the number of open vs. closed bugs.
Custom Widgets: To display Conversion Accuracy (if quantifiable data is available from tests) and other relevant metrics.
Agile Ceremonies:
Daily Stand-ups: Ensure constant communication, identify blockers early, and maintain team synchronization.
Sprint Reviews: Provide regular, structured feedback loops from stakeholders, ensuring alignment.
Sprint Retrospectives: Drive continuous improvement in team processes and foster a learning environment.
Confluence Documentation: All major decisions, meeting notes, project plans, and user guides will be kept up-to-date in Confluence for easy access and a single source of truth.
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