Willow brook School is a small, private school in the Midwest United States. As an independent systems analyst, you work as an IT consultant, specializing in developing IT solutions for small businesses.
You have been contacted by the director, Victoria Owens, to discuss the possibility of setting up an information system to handle some of the school's administrative and financial tasks. You agree to meet with Victoria and the principal, Kathy Gilliard next week to discuss the school's need for an information system.
Victoria explains her role as the executive director of the school. She administers the activities of the school in accordance with the mission, vision, and policies established by the Board of Directors. She supports the educational staff and oversees the financial, payroll, and human resources functions for the school. Susan Brown is the vice principal. She is responsible for the after-care program. Michelle Madrid is the administrative assistant reporting to Victoria.
There are six part-time after-care teachers, three for the pre-school/kindergarten group, and three for the primary grades. After-care teachers report to Susan Brown. The following activities are undertaken by the school, Admission, Enrolment, Attendance management, Accounts, Transport Management and the Library Database.
The school also supports the local charity by selling artefacts and toys made by the students and maintains an online website where people can buy and look at the new toys and crafts made by the students, which is user friendly and has images of the artefacts, toys and crafts. Willowbrookschool being a small private school is looking to expand and develop into one of the niche school with a unique selling proposition of having few number of students per class.
Use of technology and providing IPADS to students and eliminate the need of notebooks. Michelle, the administrative assistant, in particular is feeling the strain of the increased workload associated with the rapid growth in the student population.
The system that she has been using, of spreadsheets and word processing documents, worked well when enrolments were smaller, but now the amount of time spent copying information from one place to another is daunting, and the possibility of errors is increasing. An information system is necessary to cope with the growing administrative workload.
Based on your initial conversation and the work that you prepared, you begin planning to conduct a preliminary investigation. You call Victoria and discuss with her the strategic plan for the school including its mission and vision.
You explain to her that planning IT systems and projects requires a similar approach to strategic planning as the school likely took when it initially created its mission, vision, and strategic plan.
She begins to ask you questions about the next steps for developing the information system. After discussions it is decided that school would invest $80000.00 and 3 months for developing this system. You have also decided to consider taking inputs on this projects from PWC and Co. PWC and Co have been in the field of administration system for years and have expertise in doing administrative activities for schools and colleges.
Please use the below given sample formats when answering the assignment 2 questions
Task -1: Scope Management Plan
Requirements: List of functions and features in your application
In scope-out scope items: In scope items are list of requirements that are going to be implemented as part of this system. Out scope items are list of functions and features that are not going to be implemented in this project but can be done later for this application.
Deliverables: List of outputs including project as well as product related deliverables
Scope verification process: this is built from the Acceptance criteria listed
Task-2: Change Request Form
Use the form in the slides as a reference point and you can add items relevant to your work. Please include items such as what level of changes can be made without further approval, what changes you as a project manager can make, and what changes your sponsor needs to approve.
Task 3: WBS (level 2/3) - Word doc or MS Project
You need to create level 3 WBS. It should have a minimum of 40 tasks. Use the indented format and level 1 as 4 phases of project life cycle.
Task 4: Gantt chart
- Firstly you need to do Activity Estimation i.e. estimate the duration of each activity and Secondly dependencies between eh activities need to be determined before you can create a schedule and MS Project builds the Gann chart. You also need to allocate resources to each activity ( 1 resource per activity) from the table given below (PS: You do not need to use all the resources listed below, you may use the ones you need to complete your project)Gantt chart should include all the resources allocated in this project. You should attach the MS project screen shots to prove your workings.
Task 5: RACI Chart
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WBS
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ACTIVITY
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Executive
Director
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Directors
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Project
Leader
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Project
Team
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1
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Develop Leadership Program
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|
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1.1
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Project Development
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1.1.1
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Identify project leader
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A
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R
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1.1.2
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Identify project team
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A
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R
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C
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I
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1.1.3
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Identify goals of program
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A
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C
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R
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C
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1.1.4
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Create policy and procedures
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A
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C
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R
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1.1.5
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Determine format for training
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C
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R
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1.2
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Leadership Skills
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|
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1.2.1
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Brainstorm skills to be covered
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C
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C
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R
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C
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1.2.2
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Rank skills in order of importance
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A
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C
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R
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C
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1.2.3
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Finalize skills to be covered
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A
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C
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R
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I
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1.2.4
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Determine class objectives
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A
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C
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R
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I
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1.3
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Positions in Needing Training
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|
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1.3.1
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Interview top management
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C
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C
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R
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1.3.2
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Evaluate organization chart
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C
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C
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R
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1.3.3
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Select staff positions for focus
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C
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C
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R
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I
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Task 6: Histogram of demands on each key participant's time from MS Project
Please extract the resource histogram from MS Project and comment on over allocation of resources and sugest how you can level the resource overload if any. If you do not have resource overload please comment why.
Task 7: Create a time-phased budget for your example project using bottom-up estimating. As you allocate resources to the activity your budget is being created.
After you extract the Gantt chart, revisit the activity list and be sure to check direct labour costs for you and your team has been added and add 20% for fringe.
In this section, State all assumptions and constraints you have used when creating your budget. Give examples of known knowns and known unknowns( these are financial risks) on your project. Describe how you have budgeted for both of them plus how you have budgeted for unknown unknowns
Task 8: Risk Register
Create a risk register In the form of a risk register as per the format and example below ( 4 risks- 3 negative and 1 positive risk)for your example project.
Task 9: Length( no word limit has been specified), format, References and writing style
no word limit
5 reference
Attachment:- Assignment template.rar