In order to gauge the knowledge of the personnel’s in the Bargain Cannibal about computer literacy, the project team formulated pre-survey evaluation form. The result of which will be analyzed and interpreted and will serve as a basis for designing of the module which will be used in the seminar. Refer to Appendix L for the pre-survey form. Work breakdown structure is also created in order to track the progress of the team’s project. Each of the members is given a task every project team’s meeting on which they will work on. Refer to the minutes of the meeting on Appendix B to H.
Team compositions are as follows: Place/venue and Stakeholders Coordination: Modules Preparation and Lecturer Initiation Santa Perry (back-up) Documentations Ernie Dennis Corpus The project team will be a matrix in that team member and in that particular assignment throughout the project duration but other team members not specifically middling directly those assignments can also assist, suggest and challenge to full proof the project plan of the other assignments during the review process of the team Work progress will also be measured in order to know if the team’s project is already lagging the time frame.
The team will also work on change management plan and risk assessment to at least counteract possible problems and prepare for contingents before unlikely events will occur along the project’s duration. Quality of the project will be gauge based on the post-evaluation survey which will be accomplished by the participants after the seminar. Refer to Appendix M for the post evaluation survey form. Project Scope Digitized has formulated the entire scope of the Computer Literacy Seminar which will be launch to Bargain Cannibal.
The group also noted the limitations intended for the program based on the budget that we have, the control of the equipment after turn-over and the participant’s interpretation and continuous education about the topics discussed after the seminar. A. Scope of Computer Literacy Seminar 1. To provide basic understanding of computer literacy to the Bargain officials of Bargain Cannibal at Banana, Laguna based on the Module designed as per pre-survey valuation data. The focus of the seminar is on Microsoft Office, Internet Navigation and Basic Know-How of Computer. 2. Seminar set-up will be in a conventional/ interactive format.
Participants will also be engaged to have a hands-on regarding the topic discussed. 3. ‘Digitized will donate 1 computer set to Bargain Cannibal. The package includes licensed Microsoft programs such as Microsoft Office, Excel and Powering. 4. Quality hand-outs will be provided to the participants during the seminar. 5. To promote a wider reach of the campaign, the Module used during the seminar will be uploaded to the Slideshows and Backbone. . Post evaluation survey will be accomplished by the participants after the seminar to get their feedback regarding the activity conducted. B.
Constraints 1. Internet connection and printer set are not included in the donation package. The Bargain Hall will secure these peripherals. 2. Installation of unlicensed software will not be the responsibility of the Digitized after the turn-over of the computer. Virus threats will be on the discretion of the user. 3. The knowledge progression of the stakeholder will not be under the supervision of the Digitized anymore after the oration of the seminar. 4. Revision of the hand-outs used in the seminar will not be under the responsibility of the project team when it becomes out-dated. . ‘Digitized group will not be liable to other individual if the participants trained others individuals with respect to their understanding of the seminar conducted. Confusions brought about by their training will not be honored by the team. 6. Status and usage of the donated computer will be on the discretion of the Bargain officials after the turn-over. 7. Maintenance of the computer will be shouldered by the recipient Bargain. Milestone Creation and completion of the work breakdown structure is the pre-requisite in determining the milestone of our project, Computer Literacy Seminar.
We choose the significant and major activities as the milestone of our project. Milestone when achieved by the team in due time, created an inspiration and motivational factor with respect to the challenging task. This also enabled us to work in synch so that the next milestone will also be achieved on-time. Milestones can either be defined by specific tasks, events and decisions, or a cumulative point in time reached as a result of specific tasks, events and/or decisions. Most commonly, project milestones are characterized by one or more of the following: Highly significant tasks, events or decisions.
A significant checkpoint or phase in the project lifestyle. A specified “percent complete”. Completion of one or more deliverables. Specified usage of resources or the budget. Any significant circumstance unique too given project. We gauge milestone on the work breakdown structure considering the importance of the activity in the task, decision or event to the execution of the overall project. If you know that one or more milestones will not be met, the goal is to minimize negative impact while adhering to all previously approved fast track priorities.
Responding to missed (or about to be missed) milestones will best be determined based on circumstances, capabilities and fast track priorities. No matter the response, communication is the key. Stakeholders must be kept fully informed to minimize negative perceptions, establish realistic expectations, and obtain important feedback to solve problems and/or re-negotiate previously established priorities. Milestone Q and A: 1 . Question: How important is this task, decision or event to the execution of the overall project? Answer: Highly Important = Milestone 2.
Question: What is the likely impact if this task, decision or event is not met on time or as needed? Answer: Serious Impact = Milestone 3. Question: Can this task, decision or event be used as an indicator of project success? Answer: Yes = Milestone Incorporating milestone in our project helped also the team to keep sight and be sensitive of the key dates and key deadlines, and monitoring of major deliverables. Non-compliance or delays on a certain activity would greatly affect the next activity especially if this is its pre- requisite to start the Job of the next.
Coordination to the team members on any delays on the assigned activity is needed so that the group can strategies the work plan, coping deadlines at the end. For any changes on the delivery dates and support needed to complete the task, it must be with consensus of the majority of the members. Refer to Appendix K for the list of milestone of the project. Project milestones are one of the most useful variables to establish management benchmarks and quantify progress “to date” once projects are underway. Milestones set the stage to measure progress, and as such, they must be defined at the start, before costly work begins.
Milestones provide direction and guidance, ensuring that projects proceed in an orderly fashion. When it comes to identifying project milestones, the best advice is to keep it simple – you’ll know a milestone when you see one. But there are rules of thumb, in most cases; the dividing line distinguishing “milestone” from “non-milestone” is significance, impact and value as a predictive indicator. Work Breakdown Structure The work breakdown structure (WEBS) of ‘Digitized Group comprised of 3 stages namely; Brainstorming and Preparation Stage – includes planning, brainstorming and designing the system that we will be working on to the project.
Implementation Stage – this includes the seminar kick-off and seminar launching activities, documentation and post assessment of the seminar. Final Documentation and Presentation Stage – this involves the submission of final project and project presentation to the panel. Digitized Group’s project started on August 2, 2014 and is expected to be finished on September 27, 2014. The group convenes every Saturday on specified dates not more than ours or after MBA classes in the afternoon at IMAM lecture room to iron-out the plan regarding on the direction and progress of the team’s project.
Since the time is very limited, ‘Digitized Group tends to communicate through e-mails for thoughts collaboration and inputs for the improvement of the project. Refer to Appendix A for the Work Breakdown Structure of the Computer Literacy Seminar. Knowledge mapping and the basic management principles – PLOP (planning, leading, organizing and controlling) will be manifested along the project duration. For the Work Estimates illustrating the gap analysis of the project, refer to Appendix J. Change Management Plan Change Management Plan establishes on how changes will be proposed, accepted, managed, controlled and tracked.
The control of change governs from the project scope, approach of the project, work breakdown structure, cost and quality baselines and other requirements included in the project from the start until the completion of it. The change of a certain activity has a direct impact to resources such as time duration to finish the project and budget allocation; thereby proper Justification of the changes must be done. Any project team members can raise a change too certain activity which they deemed necessary to be change for the betterment of the project.
Proper documentations will be accomplished in order to track the changes long the way. Approval of the changes in our project will be done by the consensus of the majority of the team members involved in the project. Refer to Appendix Q for the revisions that we made for the project. Communications Management Plan A. Purpose of Communication Planning This section serves as a guide for the communications of each team member throughout the duration of the life of the project since disseminating knowledge about the project is essential to the project’s success.
This also defines the project structures and methods of information collection and dissemination of the progress of the project. It also outlines the understanding among project team regarding the actions which needs immediate attention in order to have a smooth linkages among concepts and ideas, full proofing and other related information that are necessary for the success of the project. A project without a baseline communication policy will be at risk since they will not be able to reach out the needed resources and coordination among team members and stakeholders.
Communication planning identifies what information should be distributed, how frequent it is, who will be the recipient of the information and who will send such. Manner of communication involves phone call, e-mail, SMS (short message service), meetings (face to face interaction). Risk of insufficient communication plan would lead to collapse of the project since there will be limited or no coordination about the direction or progress of the project. The group will have a high confidence and a better motivation if the team members are cohesively working together for the purpose of “ONE”.
Refer to Appendix I for the detailed contact number and communication types used by the project team. B. Communication between Stakeholders and Project Team Project Communications are the primary tool for promoting cooperation, participation ND coordination and understanding between the stakeholder and project team. In order for this to be accomplished, the project team must have to provide the stakeholders about the goal and objective of the project being conducted.
Brief description about the stakeholders involvement with the project: Goal: Inform the stakeholders (Bargain Cannibal of Banana, Laguna) about the benefits of the campaign introduced by IMAM MBA students on Project Management. Participate in communications feedback in order to foster closure of the project. Objective: Promote the stakeholders participation in the Computer Literacy Campaign which will e conducted in their Bargain on a specific date and time. Ensuring cooperation among the Bargain captains to support the success of the project by letting the Bargain official members to attend the forthcoming seminar.
C. Communication This section defines the details regarding communication activities that are used during the duration of the project. Each member has been assigned to have their task at the start of the project. They are the one responsible in dealing the progress of the tasked assigned to them. This can be through phone call, SMS (short service message) and e-mail. Cascading communication approach is also used to align messaging and leverage existing communications throughout the project team. Risk Management Plan Risks are identified and analyzed in a random, brainstorming, fashion.
This is often fatal to the success of the project, as unexpected risks arise, which have not been assessed or planned for and have to be dealt with on an emergency basis, rather than be prepared for and defended against in a planned, measured, manner. Very early in the preparation and planning stage, it is essential that potential risks are identified, categorized and evaluated. Rather than look at each risk independently and randomly, it is more effective to identify risks and then group them into categories, or, to draw up a list of categories and then to identify potential risks within each category.
This way, common influences, factors, causes, potential impacts and potential preventive and or corrective actions, can be discussed and agreed on. Categorizing risks is a way to systematically identifying the risks and providing a foundation for awareness, understanding and action. Risk will also be categorized in terms of its severity and certainty of occurrence. Our team has assessed several oarsmen issues on our project and has been elaborated in Appendix N. Cost Cost management is the process of planning and controlling the budget of a business.
Cost management is a form of management accounting that allows a business to predict impending expenditures to help reduce the chance of going over budget. The team has projected a cost target for each item that needs to be purchased during the duration of the project. Cost projections made were based on the average industry price. The team has a 15% budget allowance computed based on the target price since we had assumed a +1- 15% margin of error with respect to our projected market prices. Refer to Appendix O for the Cost Management Plan of our project.
From our planning, we had itemized 2 forms of cost projections, namely target cost and budget cost plan. These will be compared later on to the actual cost on which the items are purchased. The cost analysis of the budget plan can be seen on Appendix P. In summary, the project of the team with respect to cost budgeting is a success since we had not been over-budgeted. Quality Management Plan and Baseline During the planning stage of our project, the team has discussed the standards to be met during the duration of the project. All of these criteria must be met to satisfy such high quality standard of the project. . The seminar must be conducted by an expert IT in order for him to perfectly elaborate all the ideas needed by the participants. The pre-evaluation survey result must be submitted to the trainer in order for him to align the topics based on the current knowledge of the participants in the computer literacy. The over-all concept of the seminar must be at least 80% acceptable by the participants in order for the group to declare that the seminar conducted is a success. 2. Post evaluation survey will be conducted after the seminar. Below table will be the indicator of the group’s success.
TRAINING SUCCESS BASELINE OF Digitized RATINGS Response Rate based on the ratings below Excellent Very Good Good Poor outstanding Above Average 60% 40% Average Fate poor Needs Improvement 20% 20% 30% 30% 3. Based on the budget projected, 15% of which has been projected by the group as a +1- margin of error. COST/BUDGET SUCCESS BASELINE OF Digitized RATINGS Budget Remarks %Savings and or Over budget ( Actual vs. Target) ;10% Outstanding Within the budget * Above Average Within the budget * Average Within the budget * Fair Over budget * Poor Over budget * Needs Improvement Over budget * 4.
The group must have to work on the allowable time frame of the project. PROJECT DURATION SUCCESS BASELINE OF Digitized RATINGS Duration Remarks % Days of Extension Days 6-?10 days 1-?5 days O day Outstanding No time extension Average With time extension * Fair With time extension * Poor Over budget* * Post Survey Result and Analysis From the post survey result, refer to Appendix S, the group can now gauge how well we conducted the seminar. From the point of view of the 25 respondents, 84% of them gauge that our seminar was excellent in its over-all perspective and 16% of which responded that we did a very good Job as a whole.
The respondents might had observed, that during the seminar, the group is Just quietly working together, supporting each other to meet or even exceed the expectations that we had set. The group has each own responsibilities during the seminar; thereby, smooth flow had been observed by the participants of the seminar. A proof of which is a 100% excellent Judgment of the respondents on the training organization, quality hand- outs, and the pacing of the seminar criteria in the post survey feedback. The trainer also gave an excellent performance during their lecture on which 80% of the exponents agreed on that.
The respondents unanimously agreed that they have learnt something new about the seminar and they will use this on the performance of their Job. They are also willing to recommend this type of training to others so that we will be more adept in computer literacy afterwards. The participants of the seminar were uncontrollable since during that time, the Bargain officials are very busy in their assigned task but they still assist us to continue our seminar by gathering students nearby the Bargain Hall.
They also sent their children to the seminar in order for them to broaden their minds. The typical range of the artisans is from 10 to 25 years old. The group also observed that even though, they have knowledge in computer, they do not know how to apply it thoroughly in applications. The technique of question and answer before the seminar proper proceeds has been made to check whether the re-engineered and back-up presentations suit to the knowledge that the speakers/lecturers need to address.
Conclusion: The seminar on Computer Literacy conducted by the ‘Digitized group in Bargain Cannibal, Banana, Laguna is still considered “SUCCESSFUL” even though there was a sudden change of audience because we still adapted to the basic requirements as re planned quality/cost indices by the group. Speaker/ Lecturer – expert in computer literacy Seminar conducted – 10 out of 10 items of the post survey feedback has been responded by at least 70% Excellent by the 25 respondents with 0% response on Good or Poor ratings.
Cost/ Budget Plan – 2. 8% saved based on target cost vs. actual cost Time duration – zero day extension, has met the time frame of the project. To reach a wider view of our project, this is downloaded in Slideshows and Backbone, refer to Appendix T. IMAM library also downloaded it in the Google drive for easy reference of the students. Showing a positive response from the Bargain Council of Cannibal, Banana, Laguna regarding our seminar conducted in their area, a thank you letter, refer to Appendix U, has been transmitted to the group.