Solution Code: 1CEI
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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. Willowbrook school 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.
Task 1: SWOT ANALYSIS
Conduct SWOT analysis giving 5 points each for S, W,O,T as per descriptions below to help project managers.
Task 2: Prepare Project Charter as per below template
Template for Project Charter
Basic details Including: Title of the project, Nameand email of the Project Manager(yourself), Duration of the project, and High level budget
Assumptions and Constraints
Charter Sign off
Task 3: Prepare Communications Plan as per the template given
Communication Plan Template
Plan purpose– A brief description of why and how the communication plan was developed, and an overview of the overall team communication philosophy.Also states types of communications planned, for lateral, downward, and upward communication.
Identification of stakeholders– The “who” in the project that requires information, (i.e. team members, project sponsor, class professor, etc.) and also the responsible parties to receive and/or communicate information.
Information to be shared– The “what” in terms of project information communication.Describes types of information that the team uses to communicate amongst its own team members, and also to the agency sponsor and the class professor.
Frequency of information exchange– The “when” describes how often communications will be held (i.e. daily, weekly, monthly, as needed, etc.)
Location of information exchange– The “where” states the location of the meeting or other interactions
Purpose of communication– The “why” description assures that communications are held effectively.
Mechanism for communication– The “how” describes the media for communication (i.e. physical meeting, email, phone, message group, etc.)
Change management– Description on how the team will handle changes in the project, whether it is in terms of project scope, schedule, or resources.This includes how the team plans to communicate changes as well as how the team plans to make decisions about changes.
Meeting agenda– Gives a brief overview of what the team plans to accomplish in each of its meetings, how it documents goals and objectives for meetings, and defines and assigns actions for the team to accomplish project objectives.
Length, format, references and writing style
This assessment task covers first five topics and has been designed to ensure that you are engaging with the subject content on a regular basis. More specifically it seeks to assess your ability to:
This assignment follows from the case study used in Assessment 2. For the same case study, complete the following tasks by creating the following:
This assessment task covers topics 1 to 9 and has been designed to ensure that you are engaging with the subject content on a regular basis. More specifically it seeks to assess your ability to:
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In the school, there is a requirement of IT solution so that the problem of increased activities of the administration can be collected at one point. For this a special IT consultant has been hired which will help in developing the right information about the administrative activities conducted by the school. There are different kinds of activities that are increased with the time and the executive director is facing the problem of collecting the data in the manual form. While creating the manual data there is a considerable increase in problem related to data so for this they decided to implement a permanent IT solution which will help in collecting the data at one place. For this there is a need to do the SWOT analysis in accordance with the educational staff that is able to understand the function of the IT solution. Now following are the details of the IT solution: -
The strength of the school staff can be checked with the help of survey that is conducted within the organization. The following are the points that have been observed as the strength of the school: -
The weaknesses which are present in the organization and will not contribute in a beneficial way to the organization: -
Opportunities are the term which shows the school to change themselves with the time and requirement. Following are the details of the opportunities points within the organization which t is collected: -
The threats which can be faced by the school during the implementation: -
The main objective of the project is to develop an IT solution to enter the database of the students (Moore, 2013). With the increased number of students in the school there is a problem for the staff to maintain and enter the errorless data about the students that is why this step has been taken by the school authorities.
The acceptance criteria for the project will be based on different factors and different categories these are explained below: -
All the activities of the school in different department and also the website controlled by the school authorities will be joined to this system. This will able to find all the data at one place and there will be no need to go to different portals to check a particular data.
The agency deliverables for the IT solution will be:
|IT solution implementation
|Error in data
|Accessibility to different departments
|Data improvement if required
Assumption and constraints
There different assumptions and constraints that are considered under the development of the IT solution
Stakeholder list The stakeholder list of the school will consist of
Charter sign off
After all the work and implementation of the IT solution the final signature of all the stakeholders will give the proof that all the things are right and the solution has met the requirement of the stakeholders. Now it can be used accordingly in different departments and also give the approval to release the amount of contract to the project managers.
Prepare Communication PlanThe communication plan is the most required thing in the project management. Following are the features of the communication plan: -
The communication plan will help in developing the channel between the organization and the project manager. The main purpose of the plan is initially to find reason of the why IT solution is required in the school and what are the kind of problems that the staff is facing in the existing system. This will help in providing the clear relationship between developed IT solution and the existing system. In the communication plan there are different kind of communication plans that are required to implement between the staff and the project manager: -
Face to face interview: - the face to face interview will be done with the staff members of the school in different departments. This will help in finding out the problem they are facing in the existing technology and system.
Surveys: - The surveys are conducted to check the overall feedback of the system and comments of the people on the basis of the development they requires.
Identification of the stake holders
The responsible people who are involved in the project or the key stakeholders of the project will be
Team Members: - The main team members of the project will be the key persons in different department who made the spreadsheets and do other data entries will help in providing the details of the flaws they face in the existing system and they will provide the details what they are expecting from the IT solution.
Project sponsor: - the main project sponsor for are the board of directors and the executive directors.
Class professor: - The class teachers will also contribute in IT solution and also the directors and the main coordinators.
Information to be shared
The information which is to be shared in the school has a structure in which Victoria is the executive director of the school and Susan Brown who is the Vice president of the School and Michelle Madrid who is the assistant of the executive director who pass on all the information from the concerned departments. This is the structure that is to be followed in the IT solution system.
Frequency of information
The frequency of information to be shared between the departments and the executive directors should be on the regular basis. This will help in updating the things on regular basis (Moore, 2013).
Location of information exchange
The location of information exchange will through mails or in the conference hall where are the stakeholders will be present.
Purpose of communication
The main purpose of communication is to share the information about other important things on regular basis.
Mechanism of communication
The main mechanism of communication will be through mails because it is quite tuff to get together on regular basis. It will consume extra time.
The change management can be done after assigning the critical duties to every responsible member in the school.
The scope management plan of the school will provide the details of the requirement, in scope and scope of the project and other important factors that are required to be done in implementing the IT solution for the school (Stark, 2015).
Requirement: - The requirement of the project is the sharing of the experiences of the staff and key stakeholders of the school so that the IT solution could able to be designed according to the requirement. This information about the requirement can be taken with the help of face to face interaction and surveys and also the information from the key stakeholders.
In scope – out scope items: - the items which are in scope are the computers and the internet facility and the main things is the knowledge of staff about the computers. Out scope will be the items of staff that will require replacing, if not met the requirements (Kerzner, 2013).\\
Deliverables: - The deliverable will be user friendly IT solution which will provide the efficient solution for databases of all departments in the achool and also the website which is handled by the school for the selling of handicrafts.
Scope verification process: - The scope verification process will be done by the key stakeholders of the achool and the project manager because they are the people who are handling the financial flow of the project.
Change request form The change request form will provide the opportunity to bring changes can be done without permission. This is level up to which the changes can be done on the basis of the positive change to reach the objectives. Like if there will change required in the staff according to the requirement of the project it can be done without permission from the board of directors and after that the accessories that are required to complete the project like internet, computers etc.
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