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sample Project for Project management
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ICT-ED Institute of Science and Technology Inc. Online Enrollment Platform Project Plan
Authors: Jojie R. De Ramos Christine Joy B. Catapang Karen B. Montalbo Shannen Dennise Creation Date: November 2021 Last Revised: December 2021 Version: 1.
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Insource Development Inc. a trusted and longtime partner of the institution in software development.
This project is expected to begin in the first week of December, 2021 and is expected to be done before the year ends in order for the technology to be ready and implemented on the next semester of the academic year. The project need to undergo the following phases Phase I: Secure an Agreement with Insource Development Inc. Phase II: Oversee the development of the Software Phase III: Software Testing Phase IV: Presentation of the Software Phase V: Conduct Training of Staffs Involved Phase VI: Implementation
Phase I: Secure an Agreement with Insource Development Inc.
In behalf of the institution, the Project Manager and the Developers needs to sign a legal agreement before developing the software. The agreement includes the scope of the software and the duration of the project. The contract is valid only valid for one month and needs to be renewed if in instance that the project is still in progress. The project manager summarize the outputs of each meeting / milestones along with the reports given and the information will be shared to all stake-holders.
Phase II: Oversee the development of the Software
When the developer starts doing the software, the project team must monitor the development of the software and relay it into the team making sure that the project plan and duration is being followed accordingly. The project manager must make sure that data, audio, video, or any other media assets that may be used in the software follow the specified function of the project. The project manager must also ensure that the product has reached the requirements of the project. The deliverable of this role is to meet the time and budget duration and specifications.
Phase III: Software Testing
After the first draft of the software is done, the next phase will commence which is the testing of the software. The software testing phase is the process of executing a program with the intention of finding bugs and make necessary adjustments before commencing the phase IV.
Phase IV: Presentation of the Software
When the bugs has been fixed and / or some adjustments are made, the project manager together with the representative from the software developers will present it to the board of directors. The board will then decide if it is ready to be released. This presentation may also include feedback from users of the software that they would like to submit for consideration by the developers, as well as suggestions that the software developers may want to use in order to further improve their product. The presentation will be done so only those on the board of directors are able to view it first, including all key members of development team, project team and some testers who have some experience with this software so they can provide feedback.
Phase V: Conduct Training
After the software has been approved the staffs and personnel that will be using it will undergo training. Training involves a great deal of preparation to make sure all staff know how to use the software and work effectively with it. Real time training and interactive sessions will be conducted to ensure that everyone understands how this online enrollment platform will be used. All staffs concerned in the admission, enrollment and the like need to know how interfaces work, their specific functions and capabilities. The aim of this phase is to prepare them for their work in this project.
The business goals and objectives for this project will focus on implementing an online enrollment platform for ICT-ED Institute of Science and Technology Inc. that:
Facilitate the admission and enrollment process of the institution. Collect store and process the data collected. Provides high levels of data security. Provides an open, flexible, reliable technology based enrollment facility for students. Is easy to use. Eliminate redundant data entry throughout the organization.
The following are the project goals and objective that the team wants to achieve.
Ensure that the staffs concerned can easily work on the software. Ensure that end user’s (students) experience will be much better in using the software. Accomplish project business goals and objectives within defined budget and time parameters. Minimize impact to standard business operations within the affected units. Craft a favorable and secure agreement between the developers and the project team.
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The Project will introduce Online Enrollment Platform ; including the following:
The project does not include the following:
Projected Budget
It is feasible to create an Online Enrollment Platform. This could significantly reduce the inconveniences associated with the manual enrollment platform for both the school and the students. It is also done to design an efficient and effective enrollment system in terms of speed, reliability, and report accuracy. The estimated cost for development of the system (excluding costs of training) is 1,190,000.00 PHP. Annual maintenance is estimated to be 500,000.00 PHP. Estimated cost for training involved staffs and personnel is 120,000.00 PHP. The Institution's present budget does not include finances to support the online enrollment platform's development. A one-time budget for the
The initial Risk Assessment attempts to identify, characterize, prioritize, and document a mitigation strategy for those risks that can be identified prior to the start of the project.
Throughout the life of the online enrollment platform project, the Risk Assessment will be continuously monitored and updated, with monthly assessments included in the status report (see Communications Plan) and subject to change by the Project Manager.
A project leadership must agree on mitigation measures (based on the risk's assessed impact, the project's ability to tolerate the risk, and the practicality of mitigating the risk), time must be set aside at each committee meeting to identify new risks and discuss mitigation strategies.
The Project Manager will communicate amendments and recommended contingencies to the Committee on a monthly basis, or more frequently as circumstances warrant.
Risk Risk Level L/M/H
Likelihood of Event
Mitigation Strategy Project Size Person Hours H: Over 20,000 Certainty^ Assigned Project Manager, engaged consultant, comprehensive project management approach and communications plan Estimated Project Schedule H: 8 months Certainty^ Created comprehensive project timeline with the timely necessity Team Size at Peak H: Over 4 members Certainty^ Comprehensive communications plan, frequent meetings, tight project management oversight Project Definition Narrow Knowledge Level of Users
L: Knowledgeable of user area only
Unlikely (^) Included trainings on how to use the online platform Available documentation clouds establishment of baseline
M: More than 75% complete/current
Likely (^) Balance of information to be gathered by consultant
Risk Risk Level L/M/H
Likelihood of Event
Mitigation Strategy Project Scope Creep L: Scope generally defined, subject to revision
Unlikely (^) Scope intially defined in project plan and reviewed to prevent undetected scope creep Consultant Project Deliverables unclear
L: Well defined Unlikely^ Included in project scope Cost Estimates Unrealistic L : Thoroughly predicted by industry experts using other related researches
Somewhat likely^ Included in project plan, subject to amendment as new details regarding project scope are revealed Timeline Estimates Unrealistic
M: Timeline assumes no derailment
Somewhat likely^ Timeline reviewed monthly by three groups to prevent undetected timeline departures Number of Team Members Unknowledgeable of Business
L : Team well versed in business operations impacted by technology
Unlikely (^) Project Manager and consultant to identify knowledge gaps and provide training, as necessary Project Leadership Steering Committee existence
L: Identified and enthusiastic
Unlikely (^) Frequently seek feedback to ensure continued support Absence of Commitment Level/Attitude of Management
L: Understands value, displays 100% commitment & supports project
Unlikely (^) Frequently seek feedback to ensure continued support
Absence of Commitment Level/Attitude of Users
L: Understands value, displays 100% commitment & supports project
Unlikely (^) Frequently seek feedback to ensure continued support
Absence of Mid- Management Commitment
L: Most understand value & support project
Unlikely (^) Frequently seek feedback to ensure continued support Project Staffing Project Team Availability M: Distributed team makes availability questionable because of schedules
Somewhat likely
Continuous review of project momentum by all levels. Consultant to identify any impacts caused by unavailability. If necessary, increase committmment by participants to full time status Physical Location of Team prevents effective management
M: Team is dispersed among several sites
Likely (^) More of comprehensive Communications Plan Project Team’s Shared Work Experience creates poor working relationship
L: All worked together for the first time
Somewhat likely^ Comprehensive Communications Plan Weak User Participation on Project Team
L: Users are institution’s personnel
Unlikely (^) User Group Participants are full time employee Project Management Procurement Methodology Used foreign to team
L: Procurement Methodology familiar to team
Unlikely (^) N/A
Change Management Procedures undefined
L: Well-defined Unlikely^ N/A Quality Management Procedures unclear
L: Well-defined and accepted
Unlikely (^) N/A
The following assumptions were made in preparing the Project Plan: ICT-ED Institute of Science and Technology Inc. staffs are willing to adopt to take advantage of the functionality offered by the Online Enrollment Platform.
Online Enrollment Platform provides a user-friendly interface so that the user can understand and can use the system properly.
The proposed system should be able to perform well regardless of how many users are using the system.
The confidential data are protected properly and only the authorized personnel are allowed to access it.
The system must have authentication where in users has a valid username and password to ensure security of the system.
The Project Plan may change as new information and issues are revealed.
This study shall be concern with the enrolled student to be recorded in the registrar office through the use of the system. It has the functionality of automated generation of enrollment forms
It has an ability to save, record, and edit those data and important information about the students, teachers and school.
The project covers the computerization of the activities, the enrollment system including student registration class list, principal’s report of total enrollment of students and receipt.
The following represent known project constraints:
The system does not cover the computation of student’s grades, and paying of fees.
None known.
Unlike risks, critical project barriers are insurmountable issues that can be destructive to a project’s initiative. In this project, the following are possible critical barriers:
Limited access to technology and connectivity Lack of technology
Should any of these take place, the Project Plan would become invalid.
Role Responsibilities Participant(s) Project Manager
Identify the project Project Owner / Heads
Developers Create the project/software & it’s materials
Developers / IT staff Finance Finance & prepare costing for the needed materials
Finance / Accounting Department Administrator Implement the project Admission staffs Human Resource
Assist & guide the users Human Resource Staffs/ Guidance Councilor Enrollees (Old Student)
Encode Information thru Old Account Apply courses to enroll Subject of the project
Random Students
Enrollees (New Student)
Encode Information Submit Initial Requirements Apply courses to enroll Subject of the project
Random Students
Registrar ^ Assess and Verify Information^ Students^ University Registrar^ and staffs Cashier Collect Initial / Full Payment Issuance of Official Receipt
University Cashier staffs
Admission officer
Confirm enrollment Issuance of enrollment Form
Admission officer
The information contained within the Project Plan will likely change as the project progresses. While change is both certain and required, it is important to note that any changes to the Project Plan will impact at least one of three critical success factors: Available Time, Available Resources (Financial, Personnel), or Project Quality. The decision by which to make modifications to the Project Plan (including project scope and resources) should be coordinated using the following process:
1: As soon as the users encounters errors
2: The Project Manager will check the issues and address the concern immediately.
3: Upon receipt, the IT and/or the developers must assist the student enrollment process on step by step.
4: If the users cannot access the account and continue the enrollment process or cannot proceed due to incomplete data or requirements, the developers together with the IT must assist the students to continue the process.
5: Following a successful assistance, the registrar must inform the student to confirm their enrollment with the administration for surety
Registrar must have it access on websites common errors and address it immediately, any errors that can be encounter by the enrollee must appear on Registrars account for immediate response. Enrollees and enrollers must have good communication.
This plan provides a framework for informing & involving all participants throughout the duration of the project.
Audience This communication plan is for the following audiences:
Students Parents Registrar Administrator IT Team
Communications Outreach The following is a list of communication events that are established for this project: Monthly Status Reports the Registrar must have its Monthly Status Reports
