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International Conference on Computation in Science and Engineering IOP Publishing
IOP Conf. Series: Journal of Physics: Conf. Series 1090 (2018)
1234567890 ‘’“” 012079 doi:10.1088/1742-6596/1090/1/012079

Design Project Management System Based on SOA Approach

Abba Suganda Girsang1, Fahmi Jafar2, Ahmad Nurul Fajar3

1
Computer Science Department, BINUS Graduate Program-Master of Computer
Science, Bina Nusantara University, Jakarta, Indonesia 11480, Email :
[email protected]
2
Computer Science Department, BINUS Graduate Program-Master of Computer
Science, Bina Nusantara University, Jakarta, Indonesia 11480,
Email:[email protected]
3
Information System Computer Science Department, BINUS Graduate Program-Master
of Information Systems Management, Bina Nusantara University, Jakarta, Indonesia
11480, Email : [email protected]

ABSTRACT - Application architecture and information technology systems in the

company should be able to support the company's policy that leads to their alignment
with the business objectives. The alignment of the implementation of information
technology systems to the needs and goals of the organization will be able to be
answered by taking into account the integration in the development, so that the gap of
these two things can be minimized. As a company engaged in IT consulting, project
management system is one form of application systems that support core business
objective of the company: to produce high-quality software. Nevertheless, the project
management system should be able to work together with other supporting information
systems, so that the flow of information within the company can run effectively. To
achieve these objectives, required the analysis and design of an integrated system,
which can be achieved through a service-oriented architecture based system. which
includes the stages of requirements and analysis, design and development, and the last
is the IT operations. The final result expected is the design of the service-oriented
architecture based project management system which built through top-down approach
that focuses on improving the effectiveness of business process.

1. Introduction
As a company engaged in IT consulting, project management system is one form of
application systems that support core business objective of the software-vendor company: to
produce high-quality software. Nevertheless, the project management system should be able to
work together with other supporting information systems, so that the flow of information within
the company can run effectively.
Data and information of the project stored in separate systems which could make it difficult
for the parties involved in the project to collaborate in the project management process, as well
as managerial parties in the company.
The information system which implemented in fragmented design could lead to difficulties
in terms of synergies and integration of information related to the software project being built
by the company to its customers.
To overcome these problems, required the analysis and design of a project management
system which can be integrated to supporting systems while implementing business processes

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 International Conference on Computation in Science and Engineering IOP Publishing
IOP Conf. Series: Journal of Physics: Conf. Series 1090 (2018)
1234567890 ‘’“” 012079 doi:10.1088/1742-6596/1090/1/012079

that have been run. System development approach that applies the principles of Service
Oriented Architecture (SOA) is considered to be one of the solutions for the software-vendor
company. With the SOA approach, business processes that have been implemented in the
systems can be orchestrated from one system to another so that the flow of data and information
can become more streamlined.
As in [1], Service Oriented Architecture is an approach in designing an application with the
principle of reusing the components that already exists. SOA can act as an information
technology architecture that can support a variety of applications to exchange data and
participate in business processes.
With the basis of SOA in the development of the project management system, it is expected
to obtain various benefits: the reusable service is established, application development become
more efficient, as well as the increased collaboration between the developer of business unit
application with the developer who developed the core business applications.

2. Related Works
A. Project Management
Project management is the application of knowledge, skills, tools, and techniques to project
activities to meet project requirements [2]. As in [3], project management is the planning,
organizing, directing, and controlling of company resources for a relatively short-term
objective that has been established to complete specific goals and objectives.
Project management is defined by the PMBOK as the application of knowledge, skills, tools
and techniques to project activities in order to meet stakeholder's needs and expectations from
a project [4].
Project success has been defined to include the completion of: within the allocated time
period, within the budgeted cost, at the proper performance or specification level, with
acceptance by the customer/user, with minimum or mutually agreed upon scope changes,
without disturbing the main work flow of the organization, and without changing the corporate
culture [3].

B. Service-Oriented Architecture
SOA is an architectural style for building enterprise solutions based on services. More
specifically, SOA is concerned with the independent construction of business-aligned services
that can be combined into meaningful, higher-level business processes and solutions within the
context of the enterprise [5].
As in [6], enterprise logic can be divided into two important halves: business logic and
application logic. Each exists in a world of its own, and each represents a necessary part of
contemporary organization structure. Business logic is a documented implementation of the
business requirements that originate from an enterprises business areas. Business logic is
generally structured into processes that express these requirements, along with any associated
constraints, dependencies, and outside influences.
Application logic is an automated implementation of business logic organized into various
technology solutions. Application logic expresses business process workflows through
purchased or custom-developed systems within the confines of an organization’s IT
infrastructure, security constraints, technical capabilities, and vendor dependencies

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International Conference on Computation in Science and Engineering IOP Publishing
IOP Conf. Series: Journal of Physics: Conf. Series 1090 (2018)
1234567890 ‘’“” 012079 doi:10.1088/1742-6596/1090/1/012079

3. Proposed Method
Framework on which to base this thesis starts from the observation of the background issues,
especially related to project management system in a software-vendor company. Service
lifecycle approach would be used during the process of this case study. Thus, it will achieve the
objective of the case studies in the form of architectural design of service-oriented project
management system.
A. Service Lifecycle Approach
The service lifecycle begins at inception (definition) and ends at its retirement (de-
commissioning or repurposing). The service lifecycle enables service governance across its
three stages: requirements and analysis, design and development, and IT operations . There are
the three stages and the need for an enterprise service repository to enable service governance.
Requirements & analysis: business initially identifies and prioritizes the business needs.
Design & development: during the design phase, the business analysts work closely with the
architect to hand off the business requirements. The architect is responsible for the high-level
estimates, design, and handover to the development team. IT operations: IT operations is
responsible for deploying, monitoring, and providing tier 1 support for all applications
supported by IT. The approach described above illustrated in Fig. 1.

B. Project Management Business Processes

As one of the early stages of requirements and analysis will be carried out business processes
mapping that will be included in the system in this case is the business processes related to
project management of software development.

Fig. 1 Detailed Service Lifecycle Implementation [3]

1) Project Initiation
The project initiation phase is the 1st phase in the project management life cycle, as it involves
starting up a new project. Project initiation is a procedure that must be done prior to a software
development project is approved to work. The scope of this procedure include the determination
of scope of work (software requirements) with customer, determination of the calculation of
timeline and man-days, determination of a project cost up to the bid proposal to the customer
and project initiation to project management department.
2) Project Management
Project management is a procedure that must be performed in managing a software
development project according to standards of best practice so that the project is done it can

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International Conference on Computation in Science and Engineering IOP Publishing
IOP Conf. Series: Journal of Physics: Conf. Series 1090 (2018)
1234567890 ‘’“” 012079 doi:10.1088/1742-6596/1090/1/012079

provide satisfaction and more value to customers and meet the criteria for a successful project
to improve the company's image and profits for the company.
3) Project Execution
Project execution is a procedure that must be done in managing software development projects
undertaken in the company to the customer. The objective of the execution phase is to perform
the work planned and approved during planning phase by developing the product or service that
the project was commissioned to deliver. The process of software development project
execution has special complexity compared to other projects, it would require a separate
procedure. Characteristics of software that is intangible and detail the needs of new software
generally can be identified clearly at the execution stage that would require a procedure of
software development that are adaptive in order to accommodate the needs of customers and
minimize project failures.

4. Analysis Result

A. Requirements and Analysis

To map the key business processes in this case study, will be described in diagrams that will
help shape the business process model in high-level. Fig. 2 shows a high-level business
architecture illustrated in a value-chain diagram. The value chain describes the full range of
activities which are required to bring a product or service from conception, through the different
phases of production (involving a combination of physical transformation and the input of
various producer services), delivery to final consumers, and final disposal after use [7] [5].

Fig. 2 Value-Chain Diagram

The main business processes and activities within the company are: Research and
Development, Business Development, Finance, Customer Management, Sales and Project
Development.
Two major business processes outlined in this study is related to Sales and Project
Development, for both the business processes that directly relate to the application of project
management and CRM systems, as well as the business processes that deliver value to the
primary value chain in the company.
Business context diagram then can be depicted based on value-chain diagram above [5][8].
Business context diagram in Fig. 3 shows the four actors involved in the project management
system, namely sales, project development, finance, and customer. Sales can initiate the project

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International Conference on Computation in Science and Engineering IOP Publishing
IOP Conf. Series: Journal of Physics: Conf. Series 1090 (2018)
1234567890 ‘’“” 012079 doi:10.1088/1742-6596/1090/1/012079

and obtain information regarding the current status of the project. Customers can get involved
in the business process with stakeholders to update the data profile, and obtain data regarding
the status of the project that is being done. Project development team can be involved through
activities such as updating the status of the project, updating project expenditures (project
expenses), as well as get the data item of unfinished work (pending task). Finance team can be
involved through activities such as filling value of the project (project cost) as well as get the
total cost of project expenditures.
Fig. 3 illustrates the scope of the interaction between the system (application) that can be
bridged through the services, as well as its association with key business processes in the
company. On the left and right of the conceptual architecture, there are systems (applications)
that can interact with each other, CRM (customer relationship management) system, finance
system, and project management system.

Fig. 3 Business Context Diagram Fig. 4 Conceptual Architecture

At the bottom, there is a foundation service, service which supports the construction of the
overall system, but does not implement business functionality.
B. Project Initiation
Business process model of project initiation deploys the activities in the beginning of a
software development project in the company. At the end of the course of the process, after the
Sales Department obtain confirmation of the project order from Customer, then the next activity
is to initiate the project, which is done manually by communicating verbally or via a
confirmation email to the Department of Project Management.
Sales Department will provide information and project documents to the project manager in
the form of: customer data, stakeholders, project completion date, the value of the project
(project valuation), budget (cost), and business requirement document.
Initiate project activity will be executed by utilizing the service, so that the project initiation
process can be done automatically from the Sales Department (CRM application) to the
Department of Project Management (Project Management System application). This can help
avoid miscommunication between the department.

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International Conference on Computation in Science and Engineering IOP Publishing
IOP Conf. Series: Journal of Physics: Conf. Series 1090 (2018)
1234567890 ‘’“” 012079 doi:10.1088/1742-6596/1090/1/012079

Based on the conceptual architecture diagram, services that can be used to initiate project
activitiy are service projects which has initiate() operation, the operation to create a new project
data in Project Management System.
C. Project Status
After starting the software development project, the process then continued with the
implementation of business process monitoring and control over the course of the project
development process. Process monitoring and control are run under the responsibility of the
project manager to coordinate with the project team.
The project manager is assisted by the project team regularly provide status update regarding
the progress of project, to the Sales Department, Customer, and directors (CEO).
Information update activity on the progress of project development in process monitoring and
control can be executed through the service. Service that can be used in these activities is a
service project that has updateProjectStatus() operation, which is an operation to update and get
the status of project implementation in the Project Management System.
D. Project Expenses
The project manager will record expenses and control the use of cost so that it does not exceed
the budget of the project cost which has been determined at the beginning of the project.
Information update about the expenditure of the project is required to determine the amount of
the costs incurred during the project development process, so that it can be monitored and
controlled by project manager, finance department, as well as directors. Information update
activity related to the project expenditure in monitoring and control can be executed through the
service. Service that can be used in such activities is that finance service which has
updateProjectExpenses() and viewProjectExpenses() operation. This is an operation to update
and get the amount of the project cost in the Project Management System.

E. Design and Development

1) Service Model
From the stage of requirements and analysis, the services can be set up to handle the processes
required. Services that formed include: projects, customer management, and finance
management.

Fig. 5 Service Model

The function of the services in Fig. 5 are as follows. Service “Project”, it is used to handle
activities that are in the process of the project, from the initiation of the project or create a project
in the project management system. This service can also handle the process of updating the
project progress status information, as well as view the status of the development of the project.
Service “Customer Management”, is used to handle the processes associated with the
customer, such as view customer profile and update customer profile. Service “Finance”, is
used to handle the processes related to finance in a project, such as project expenses update, view
project expenses, as well as view project cost.
2) Document Model

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International Conference on Computation in Science and Engineering IOP Publishing
IOP Conf. Series: Journal of Physics: Conf. Series 1090 (2018)
1234567890 ‘’“” 012079 doi:10.1088/1742-6596/1090/1/012079

Based on processes and services that have been previously defined, can be determined the
documents involved in the existing business processes. These documents can serve as input for
the process as well as the output of the results of such processes, which passed through a service.

Fig. 6 Document Model

List of document in Fig. 6 is the required documents based on use case and sequence diagram.
The document can be added in accordance with the addition of business processes. Document
related to service “project” are : ProjectID (used as an input to obtain data Project), Project (the
output of a service project), ProjectStatus and Business Requirement.
Document related to service “customer management” are : CustomerlD (used as inputs to get
CustomerProfile), CustomerProfile (the output of a customer management service to get
Customer data), and CustomerList. Document related to service “finance”, are : ExpensesItem
(used as an input to register the expenses of a project), ExpensesList (an output of the operation
to get the expenses data), and Cost (the output of the total budget of the project cost).
3) Service Definition
Based on the services and documents described above, the details of service’s operation can
be described along with the document involved, either as an input or output.
Service “Project” . Fig 7 shows that “project” service has three operations, that is:
initiateProject(), updateProjectStatus(), and viewProjectStatus(). initiateProject() operation,
requires business requirement document, CustomerlD, and cost as input to create a project data
in project management system. After the operation of the service successfully executed, it will
produce a new project data in the project management system. Service “Customer
Management”. Fig. 8 illustrates that the customer management service has two operations,
namely updateCustomerProfile(), and getCustomerProfile(). getCustomerProfile() operation
requires CustomerID as input and will produce CustomerProfile as output. Service “Finance”.
Fig. 9 provides an illustration of the finance service which has three operations, namely
updateProjectExpenses(), viewProjectExpenses() and viewProjectCost().
updateProjectExpenses() operation requires an expenses item document as input.
viewProjectExpenses() operation requires ProjectID document to obtain a list of project
expenses in a project. Similarly viewProjectCost() operation requires ProjectID document to get
the total cost of a project.

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International Conference on Computation in Science and Engineering IOP Publishing
IOP Conf. Series: Journal of Physics: Conf. Series 1090 (2018)
1234567890 ‘’“” 012079 doi:10.1088/1742-6596/1090/1/012079

Fig. 7 Document and Operation - Fig. 8 Document and Operation - Service

Service "Project" "Customer Management"

F. IT Operations
In the stage of IT Operations, the logical architecture design of services implementation and
deployment will be using SOA Reference Architecture as shown in Fig. 10.

Fig. 9 Document and Operation - Service

"Finance"

Fig.10 1 SOA Reference Architecture

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International Conference on Computation in Science and Engineering IOP Publishing
IOP Conf. Series: Journal of Physics: Conf. Series 1090 (2018)
1234567890 ‘’“” 012079 doi:10.1088/1742-6596/1090/1/012079

There are five main layer in the architecture. In the operational layer, there are applications
and modules that are used as source of data: CRM and Project Management System. The data
from these two applications are used as a component in a service component layer, namely the
customer and project component. In the service layer, there are services that have been designed
before: project, finance, and customer management service. These services are the result of top-
down analysis based on existing business processes, in which business processes are placed as
an object in the business process layer.
In the consumer layer, there are users who interact directly with services, in this case is CRM
application and project management system. Consumer of SOA can be developed and added to
the other applications in the future, without having to build from scratch again to obtain data
which related to the project because they can use the services that has been built.
G. Comparison of Manual-Based Process and Service-Based Process
To see how the service-oriented architecture can improve the effectiveness of the course of
business processes, it can be compared between manual business processes and business
processes which runs through a service-oriented architecture based system.
Manual-Based Process Service-Based Process

Fig. 11 . Project Initiation Process:Manual vs. Service

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International Conference on Computation in Science and Engineering IOP Publishing
IOP Conf. Series: Journal of Physics: Conf. Series 1090 (2018)
1234567890 ‘’“” 012079 doi:10.1088/1742-6596/1090/1/012079

From the flow chart shown in Fig 11, manual-based process column, it appears that the
project initiation process is done separately and not integrated between the CRM and Project
Management System. The data transfer done from CRM to Project Management System which
is bridged through the process of sending emails manually by the sales department.
But from the flow chart shown in Fig 11, service-based process column, it appears that the
process of project initiation is done through an integrated CRM application interface directly
with the Project Management System via an intermediary service. This can increase the
effectiveness of project initiation process by reducing the stages which in manual process.

5. Conclusions
The architecture design of the SOA-based project management system successfully
constructed based on project management business process in the company which has aligned
with the business objectives. By using this architecture, the manual process can be cut which
reduces the process time. Further, it can accelarate the flow information by integrating between
the CRM application and project management systems. At last it can help to achieve the goal of
project management business process in the company. Service lifecycle approach helps the
process of designing a SOA-based project management system that can be developed into other
business processes in the company. This project is built based on the current needs which relates
directly to project management. Services has not been built all of department or mart in the
company yet. In future, the development of all services bring the company grow continously
and more agile.

References
[1] Hurwitz, J., Bloor, R., Baroudi, C., & Kaufman, M. Service Oriented Architecture for
Dummies. United States: Wiley Publishing, 2007.
[2] Schwalbe, K., Information Technology Project Management 8e. United States: Course
Technology, 2015.
[3] Kerzner, H., Project Management: A System Approach to Planning, Scheduling, and
Controlling 11e. United States: John Wiley & Sons, Inc., 2013.
[4] Burke, R. Project Management: Planning and Control Techniques 4e. United Kingdom:
John Wiley & Sons, Ltd, 2003.
[5] Rosen, M., Lublinsky, B., Smith, K. T., & Balcer, M. J. Applied SOA: Service-Oriented
Architecture and Design Strategies. Indianapolis: Wiley Publishing, Inc., 2008.
[6] Rosen, M., “Use Context Diagrams to Bridge from Value Streams to Processes and
Services,” A BPTrends Column., Oct. 2013.
[7] Kaplinsky, R., Morris, M., A Handbook for Value Chain Research, 2001.
[8] Reference Architecture for Service Oriented Architecture, OASIS, 2008

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