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Project Management PlanIn partial fulfillment of the requirements for CIMT 687: Leading and Managing Technology Resources in Educational Settings
Submitted by: Group 2: Andrea Boehme, Amena Alahmad, Safaa Almohammedsalem, Ohoud Al Radhi, Shaimaa AlHarbi
[Year]Indiana State University
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Executive SummaryInspired by the idea that learning is most forceful when it is fun, we created a web site.
E-Learning is one of the best means of education in modern times because it has many benefits
and it helps to enter the information in the children mind faster and better than any other
educational means. E-learning is diverse areas where it helps to promote education in all schools
and universities, bringing a feature and a special luster make classroom more useful and fun
(Fichter, 2002)1.
From this standpoint we designed this site and created two sections for children who are
aged 8 to 11 to get them know the Human Body Systems and Water Cycle.
In this website, we have added a lot of pictures and videos about the human body so we
expect them to identify a number of body organs and their functions, explain how the respiratory
system works. Children would be able to identify the first and last part of the digestive system,
understanding the circulatory system and its functions and the excretory system and the
relationship with undigested foods.
Also we recognize the need to prepare the children to learn about water cycle so they will
know the meaning of it, how rain is formed, the type of clouds that contain water in the form of
vapor and how water falls on Earth and what is the source of most earth’s water. Children should
also know how evaporation takes place and the causes of evaporation. Understand that although
water is critical in the environment, but people's actions may affect the water cycle.
We believe that the early years of children help form their personality, so we need to develop
better ways to protect the education of today's children because they are the voice of tomorrow.
1 Fichter, D. (2002). Intranets and elearning: A perfect partnership. Online, 26(1), 68-70. Retrieved from http://ezproxy.indstate.edu:2048/login?url=http://search.proquest.com/docview/199956582?accountid=11592
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Business CaseThe creation of this e-book will fulfill a need in American education. As described in the
project charter, STEM education is an aspect of education that we need to improve. By giving
kids access to quality materials that engage and excite them, this may bolster their interest in
STEM subjects and cause them to pursue the discipline in their later years.
The cost to achieve this for Team 2 is time. Finding and incorporating quality videos and
images and creating the website are the main issues. However the benefits of these mediums
have been proven. Education depends on various resources: reading, writing, listening and
visualization. Each one has its way to send an educational message. The visual sense is really
effective in child education, especially, if its correlates with other senses. Generally speaking,
pictures and other visuals tools are found to be the most effective, most abundant, and the
cheapest way of teaching. Even if the child speaks another language or has disability that makes
his/her communication difficult, we can use image as a way to communicate and convey our
message. The main purpose is to encourage and improve the visual perception of children. But
unfortunately, instructors are underutilizing this useful resource. Used relevantly, pictures can
get the children’s attention because the colors, or art, can not only demonstrate a topic or theme,
but also can help to provide an experience based on what children require in order to make the
topic more interesting, exciting, and enjoyable. In our project, we replaced the old pictures with
different pictures that contain attractive colors and drawn in comic like and modern manner.
These pictures will be our pathway to touch the children’s minds. Even though these pictures
have advanced topics like respiration, water cycle, and blood circulation; it will be easy for them
to remember the topics.
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Videos also add another benefit. It has been found that students who watch videos
“understand concepts more rapidly and are more enthusiastic about what they are learning. With
video as one component in a thoughtful lesson plan, students often make new connections
between curriculum topics, and discover links between these topics and the world outside”
(NTTI)2. Usually, children enjoy this kind of learning because it is fun and educational at the
same time. Another strength in the use of video is that students must employ two of their five
senses: hearing and sight. This will better encode the information to help children remember the
material for a long time. Video is also helpful in instruction because it helps to “illustrate
complex, abstract concepts...that can’t be done in class” (NTTI). We found good videos that
explain the human body and water cycles simply. We will also add narration to one video we
found to enhance it.
Measuring the costs of these media (our time) versus the educational benefits we can see
that this is a useful endeavor.
2 NTTI. (n.d.) National Teacher Training Institute. Retrieved March 1, 2013, from http://www.thirteen.org/edonline/ntti/resources/video1.html
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Stakeholder Analysis
Person/Group Description Impact on project Communication Events Communication Method
Dr Boileau
Instructor for the Class.
Sponsor
Will have final approval of project. And will be ultimate judge the quality of the work
Dr. Boileau will be updated at all milestone events, and when project guidelines are unclear to the team.
ISU email, Google Docs comments
Team 2
Safaa, Amena, Shaimaa, Ohoud, Andrea
Main creator of material
Will create all work material.
Responsible for meeting requirements.
Each class the group will meet to evaluate project progress, set new goals for the week, and clarify expectations.
Throughout the week informal emails and document comments will be used to create consensus.
Amongst group: Gmail, Google Docs comments, ISU email
Elementary Students
Target Audience
The our target learners will be students in 5 and 6 grade (k-5& k-6)
Creating product to meet their needs/wants.
Assessments will be used to change the product if needed.
After the website has been created we will seek the input of children who are in our target audience.
Informal face to face conversation during assessment of product by Amena and Ohoud
Students in CIMT 687 Class
Tertiary Client No formal impact. They will be observers during the final presentation.
Questions asked during class time may better inform the group on instructor expectations.
Formal presentation at the end of project.
PowerPoint presentation
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Project CharterThis project charter authorizes Team 2 (Shaimaa, Ohoud, Safaa, Amena, Andrea) to
create a website for Dr. Boileau to meet the requirements of CIMT 687.
ContractThere is no formal contract for this project. Requirements and expectations for the
project have been stated in the class syllabus and rubrics. Product requirements are set by the
group and have been described in the product scope description.
Statement of Work
Project Need
Firstly, this project is being created to meet the requirement of CIMT 687 Leading and
Managing Educational resources. Secondly, the e-book/website being created is for elementary
aged students (specifically grades 5 and 6) who wish to learn independently about science. The
need to increase Science Technology Engineering and Mathematics (STEM) education has been
emphasized by President Obama. This was in response to, among other studies, a 2006
international assessment of science literacy that ranked The United States 21st out of 30 in the
ranking of developed countries (Educate to Innovate)3. It is our hope that by creating a fun and
interactive product, we can spark elementary aged student’s interest in STEM disciplines.
Project Scope Description
In order to meet the need for an interactive science resource, and to meet the
requirements of the course, we will create an e-book utilizing Google Sites and the information
from the Water Cycle and Human Body Systems sections of
http://k12opened.com/ebooks/#science. The website will be created for 5th and 6th graders. To
help these students engage with the material we will add videos, pictures, and audio content that 3 Educate to innovate. (n.d.). Retrieved from http://www.whitehouse.gov/issues/education/k-12/educate-innovate
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will enhance the content from the K12 website. We will document the project following the
criteria listed in the Semester Project requirements included in the CIMT 687 syllabus provided
by the sponsor, Dr. Tim Boileau. Project documents will follow the guidelines set by the Project
Management Book of Knowledge (PMBOK) and will attempt to account for every step in the
project management process, whether the strategy is specifically used or not.
Product Scope Description
WebsiteThe website will be designed using the Google Sites interface. It will be compatible with
Internet Explorer, Firefox, Chrome, and Safari. Safari may be excluded later as it is not currently
supported by Indiana State University.
Videos Each subsection of the original content for the Human Body will have a video. The
Water Cycle section will have one video. These videos will be found through internet searches
with a preference for Creative Commons and Youtube. All videos will be embedded on the page
through Google Sites’ functionality. Only videos that have no narration will be considered for
narration to be created by the team. Citations for all videos will be included in APA format as
either a footnote, caption, or entry on work cited page depending on consensus of group. All
citations will have a consistent method for recognizing the creating authority.
ImagesEach major subsection will have an accompanying image. Original images will be used
depending on group decision. Additional images will be gathered from internet searches, with a
preference for Creative Commons images. Citations will be included using the same method as
videos. All images will be .jpg format and will be uploaded to the website using Google Sites’
functionality.
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Text All text (with the exception of citations and navigational text) will be transcribed from
the source document. The only deviation will be to fix grammatical/spelling errors. Formatting
will be done at the group’s discretion as best suits the layout of the website or aids in
comprehension of material.
AssessmentsAssessments will be created used the pre-existing multiple choice tests from the source
document. These assessments will be added to the webpage so that children may test their
knowledge.
Strategic Plan
As this is an ad hoc group created to fulfill a class requirement, there is no overarching
corporate plan that would inform how this project would fit into a current business model.
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Deliverables
The list of deliverables has been broken down by project or product. Following the list of
deliverables, there is a RACI chart that documents who is Accountable (directly responsible for
making sure that tasks are completed), Responsible (responsible for creating some aspect of the
deliverable), Consulting (will be called upon to advise those accountable and responsible on
project requirements), and Informed (have no direct task to complete but may review content for
quality).
Project
Deliverable Start date Projected Due Date Completion DateSemester Project Part 1 Jan 28 March 4 March 4Semester Project Part 2 March 5 April 15 April 15Semester Project Part 3 April 8 April 22
Product
Deliverable Start date Projected Due Date Completion DateSetup website Jan 28 February 18 March 19Layout text and page structure
March 1 March 22 Feb 6
Images March 22 March 26 Feb 12Videos March 22 March 28 March 25Assessments March 1 March 29 April 9Test/Proofread on defined browsers
March 18 March 29 April 1
Test with children April 1 April 5 April 5Make Changes April 5 April 14 April 15Website delivery April 15 April 15 April 15
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RACI Chart
Amena Andrea Ohoud Safaa ShaimaaSemester Project Part 1
R A R R R
Semester Project Part 2
R A R R R
Semester Project Part 3
R A R R A
Setup websiteA I R R R
Layout text / page structure
A I R R R
Insert images I I R A R
Insert videos C I A R R
Create assessments
R C I A I
Test/Proofread on browsers
I A,R I I I
Test with children
A I R I I
Make Changes A I I I R
Website delivery
A R R R R
Requesting changes
As any changes made to the project requirements will impact all members of CIMT 687
we request that the class as a whole approve such deviations after an in-class discussion. Only if
a majority of class agrees and Dr. Boileau consents to the request will such changes be honored.
Changes to the product may be requested by any team member. They are required to
have a majority consensus before changes will be made. Changes suggested by Dr. Boileau will
also be implemented per majority rules. Any additions to the project will only be considered up
to March 29, and cannot require more than 15 hours to implement. Subtractions will be
considered until April 10th, and cannot require more than 5 hours to implement.
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Constraints
Project constraints have been detailed in the SWOT analysis and in the project milestones
document. Major constraints of the project concern time frame and proper execution of copyright
restrictions.
Assumptions
Assumptions for this project have been outlined in the project scope.
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Enterprise Environmental Factors
Organizational or Company Culture
As this is an ad hoc group there is no pre-existing organizational culture that would
influence the product/project.
Governmental or Industry Standards
During the creation of the product copyright and fair use restrictions will need to be
respected. The team will have to choose resources that have Creative Commons licensing or
follow fair use guidelines. Citations for all materials will be included in the webpage if the
resources was used for the product, or in project documentation if resources were referenced in
the project documents.
Infrastructure
Infrastructure for this project will include the ISU library, which contains research
resources for the project as well as meeting places. There is also the CIMT classroom that will
provide additional meeting areas. All other infrastructure needed will be provided by the team
members as needed by the project.
Existing Human Resources
As the majority of the group has worked within the CIMT program we are used to
complying with standards, and working with a similar project load. Additionally Amena and
Andrea have both used Google Sites to create a website and have the skills needed to complete
the work.
Personnel Administration
This team cannot be hired or fired, nor is there a company-wide performance review
requirement. Therefore, this section is not applicable.
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Project Management Information Systems
Open Proj - will be used to chart progress and create documentation for the project
Google Docs - will be used to construct preliminary documents and to house all project
documents. The comments functionality will also be a form of communication for
between team members and Dr. Boileau.
Microsoft Office - will be used to create all final drafts of project documentation.
Campus Email - will be used for formal communication between group members and Dr.
Boileau.
Google Email - will be used for informal communication between group members.
Blackboard will be used to submit project documents to Dr. Boileau for grading
purposes.
Organizational Process Assets
Organizational StandardsAs this website is not being created for a specific company there are no specific
organizational standards to which we must adhere.
TemplatesThere are no preexisting organizational templates that we are required to use.
Historical InformationWe have worked with Google Sites before and have experience working with Google
Sites’ interface; this will make it easier to manage the creation of materials and should cut down
on testing the website.
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Summary Milestones
Below are listed the milestones for the project. Each item is listed with a due date, a
short description of the milestone, a ranking of criticality, and a possible path of recourse if the
milestone is not met. Please note for the ranking of criticality it proceeds from 1 being “Not
critical at all” to 5 at “Non-completion not acceptable”.
Project
Milestone Due Date Description RecourseSemester Project Part 1
March 4 Initial project documentation
If due date is not met this will adversely affect our grade enough to signify project failure.
Layout text and page structure
March 22 The layout of the website and the information in it.
Project must be halted until all text is input. Project failure will be imminent if text is not input.
All content inserted
April 5 Website is ready for testing.
If not completed by due date group my decided by consensus to remove voice over.
Semester Project Part 2
April 15 Finalized project documentation
If due date is not met this will adversely affect our grade enough to signify project failure.
Semester Project Part 3
April 22 Presentation If due date is not met this will adversely affect our grade enough to signify project failure.
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Work Breakdown Structure (WBS)
Task Start Date End Date Dependent on
Resources
1 Find Ebook 1/14/2013 1/18/2013 Andrea Boehme; Amena Alahmad; Safaa Almohammedsalem; Shaimaa AlHarbi; Ohoud Al Radhi
Website 1/21/2013 3/29/2013 1
2 choose layout 1/21/2013 1/21/2013 1 Amena Alahmad
3 insert text 2/4/2013 2/6/2013 2 Amena Alahmad; Safaa Almohammedsalem; Shaimaa AlHarbi; Ohoud Al Radhi
4 create page structure
1/21/2013 1/25/2013 2 Safaa Almohammedsalem
5 review layout with media inserted
1/21/2013 1/21/2013 9 Andrea Boehme; Amena Alahmad; Safaa Almohammedsalem; Shaimaa AlHarbi; Ohoud Al Radhi
6 glossary page 3/25/2013 3/29/2013 2 Shaimaa AlHarbi
7 Images 1/15/2013 4/1/2013 3
8 find images 1/21/2013 2/11/2013 1 Ohoud Al Radhi[50%]; Safaa Almohammedsalem[50%]
9 insert into website 2/6/2013 2/12/2013 4 Safaa Almohammedsalem; Amena Alahmad; Ohoud Al Radhi; Shaimaa AlHarbi
10 cite images 2/12/2013 4/1/2013 9 Safaa Almohammedsalem[50%]
Video 1/14/2013 4/9/2013 1
11 find video 1/14/2013 2/5/2013 1 Ohoud Al Radhi [20%]; Amena Alahmad [20%]; Safaa Almohammedsalem [20%]
12 edit for time 3/18/2013 3/22/2013 11 Amena Alahmad
13 insert videos 3/25/2013 3/25/2013 4 Amena Alahmad
14 cite videos 3/25/2013 4/9/2013 9 Safaa Almohammedsalem [50%]Testing 1/21/2013 4/12/2013 5
Platforms 4/1/2013 4/5/2013 5
15 Internet explorer 4/1/2013 4/5/2013 5 Andrea Boehme [20%]
16 Firefox 4/1/2013 4/5/2013 5 Andrea Boehme [20%]
17 Chome 4/1/2013 4/5/2013 5 Andrea Boehme [20%]
18 Fix errors 4/8/2013 4/12/2013 5 Amena Alahmad; Safaa Almohammedsalem; Shaimaa AlHarbi; Ohoud Al Radhi; Andrea Boehme[50%]
User testing 1/21/2013 4/12/2013 5
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19 find subjects 1/21/2013 1/21/2013 Amena Alahamad; Ohoud Al Radhi
20 get feedback 4/1/2013 4/1/2013 19 Amena Alahmad; Ohoud Al Radhi
21 Evaluate feedback
4/8/2013 4/8/2013 20 Andrea Boehme; Amena Alahmad; Safaa Almohammedsalem; Shaimaa AlHarbi; Ohoud Al Radhi
22 implement changes 4/9/2013 4/12/2013 21 Amena Alahmad; Safaa Almohammedsalem; Shaimaa AlHarbi; Ohoud Al Radhi
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SWOT AnalysisHelpful Harmful
Internal (organizational)
Strengths Have experience creating
Google Sites Group Synergy Large Group (more resources) Familiarity with children The project will be free Clear course requirements
Weaknesses Slight language gap Not Familiar with OpenProj
Functionality Class load Majority of group are 1st
semester Lack of experience for some
group membersExternal
(environmental)Opportunities
Emphasis on STEM education Rise in societal desire for e-
books and other interactive media
Freely available project resources
Project easily scalable upward to improve capabilities
Threats Timeframe Class load Copyright law Popularity of the arts steering
students away from the sciences.
DCPI
Factor Ranking Rational
Internal 2 We seem to understand the requirements of the course and we are working well together to meet those requirements. However, many in the group are anxious about achieving the best grade they can. We can meet this issue by using our class time well and keeping communications open so that we all can be assured of an excellent final project.
External 3 The majority of the group has a large course load or other time draws. However, with a sufficient division of labor the project will become more manageable.
Technology 3 The majority of the technology we are going to use is familiar to us. The only issue is the OpenProj software. However there is a robust user forum that can help use use it for the limited amount of functions we need it to do.
Environmenta
l
2 We will have to make sure that we are using materials that are Creative Commons or fall under fair use. Making sure to correctly attribute our additional media will need to be a priority
Total 2.5
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Risk Assessment Plan
Priority Matrix
Low Medium High
High TrainingClass load
Copyright Law
Medium Sickness Content CreationUser opinion
Low Google sitesMissed criteria
As seen in the priority matrix, the majority of our risks fall into the high priority range.
To combat these many risks we have planned ways to negate or fix the possible problems. The
following table presents the risks in detail and describes how such risks will be addressed if they
are triggered.
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Risk Register
Risk Probability Impact Trigger ActionsGoogle sites(Technical)
Low High Google decides to discontinue Sites and makes the platform completely unusable.
Avoidance/Transfer – If this occurs before March 4th, then an eBook will be created using one of the eBook programs freely available on the web. If this occurs after March 4th, all non-critical aspects will be dropped and we will renegotiate the requirements with Dr. Boileau.
Sickness(Organizational)
Medium Low A member of the team gets sick and is unable to perform their work
Avoidance / Mitigation - in the event that class load becomes too much we will reduce workload by eliminating aspects that the team deems non critical. Critical product aspects will have multiple people working on them to assure completion.
Creation of Content(Organizational)
Medium High content creation becomes the major focus of the project
Transfer - content from the K12 site will be used to reduce time spent creating content.
Training(Organizational)
High Medium Member does not know how to use a feature of the program.
Mitigate - Training on Google sites will come from members of the team who have worked with it before. Open Project assistance will come from the program’s support site.
Missed criteria(Organizational)
Low High An requirement for the assignment was not fulfilled.
Mitigate - to reduce the chance of missing criteria we will try to have open communication with Dr Boileau and allow him to review materials so that expectations are met.
Class load(Organizational)
High Medium Team members become too overwhelmed with class work to fulfill their section of the project.
Avoidance / Mitigation - in the event that class load becomes too much we will reduce workload by eliminating aspects that the team deems non critical. Critical product aspects will have multiple people working on them to assure completion.
Copyright Law(External)
High High The use of information in the website
Mitigation - preference for CC licensed materials. For materials that are not CC we will create a reference page and cite the material.
User opinion(User)
Medium High Users do not like the design of the website, or are confused by the content.
Mitigation - We will complete a learner analysis to examine to discover what our users would like. Additionally, we will rely on the knowledge of team members who have children to guide the rest of the team in material use and child appropriate content.
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BudgetingAs described in the scope resources were chosen that were free to use. There is no
overhead to fund, services or technology to buy, or salaries to pay. Therefore, this budget is
based on hours needed to complete project deliverables. It assumes a “work week” of 5 hours
per person. It does not include weekends or Spring Break. This semester we have a total of 320
“budget-able” hours (available days x1 hours per day x5 members of the team). As projected
below, we should only need 180 hours to complete the project. Many of the steps have already
been completed as of April 15th, and we are on track to complete the project on time and under
budget.
Name Estimated Cost (hrs) Actual Cost (hrs) % ChangeWebsite platform 20 22 10Images 15 50 233Videos 15 45 200Text Content 20 25 4Testing 15 20 3Proofreading 15 25 66Project P1 20 20 0Project P2 30 30 0Project P3 30Total 180 237 +31
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Project Scheduling
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Critical Path Analysis
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Project Quality Checklist
Website
Technical 30% Do all the links work? Do all images appear? Do all videos function as intended? Does website function similarly on supported browsers (IE, Firefox, Chrome)
Aesthetic 30% Is information formatted consistently? Is content presented in a way that viewers would find appealing? Is content presented in a way that does not hinder navigation?
Content 40% Is content (videos, images, text) appropriate for the concept? Is content appropriate for the audience? Is information presented accurately and without bias? Are there any grammatical or spelling errors? Is all outside content properly cited?
Project
Are all sections listed in the syllabus present? Are relevant PMBOK techniques and practices evident in each section? Is information formatted consistently? Is information presented accurately and without bias? Are there any grammatical or spelling errors? Is all outside content properly cited?
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Ebook Rubric
Con
ten
t
Criteria 8 6 4 2 0Is non-text media appropriate for the concept?
All media supports content and enhances understanding.
Media helps students understand concepts, with only 1 irrelevant or inaccurate item.
Media helps students understand concepts, with only 2 irrelevant or inaccurate items.
The majority of media does not enhance learning.
All media detracts from content, does not accurately represent concepts, or is filler.
Is content appropriate for the audience?
Content shows that the audience is thoroughly understood, and that information has been presented that will appropriately challenge them.
Some concepts are inappropriate for the audience.
Audience either confused or already familiar with 50% of content.
The majority of content is confusing for the audience or is passed over because they are already familiar with it.
Content is so high over or far below audience’s level of understanding that it is not useful.
Is information presented accurately and without bias?
All information is correct and is presented without bias.
There are 1 or 2 minor factual errors over the whole website.
- Or-Bias is evident but does not affect the information.
There a few factual errors on some pages.
- Or-Bias is evident and manipulates information in minor ways.
There are several major factual errors.
- Or-Bias is evident and manipulates information in major ways.
The majority of information is blatantly incorrect
-Or-Bias renders the information unusable.
Are there any grammatical or spelling errors?
There are no spelling or grammatical errors present.
There a no more than 5 typos or minor grammatical errors in the content of the website.
There are 5-10 errors on the website.
There are between 10 and 20 errors.
The amount of spelling or grammatical errors is numerous enough that understanding is a struggle for the majority of the content.
Is all outside content properly cited in its citation style?
Info. requiredOrder of info.Punctuation of citation
All information cited correctly in the chosen citation style
One or 2 references are improperly cited. Errors are in punctuation.
Many references have punctuation errors in citation format.
-OR-Some references have major errors in citation format.
The majority of references have major errors in citation format.
No outside information is cited. Or no citation style is evident.
T e Criteria 10 8 5 3 0
24ch
nic
al
Do all the links work?
All links connect with the correct information.
Less than 10% of links are non-functional.
Between 10 and 20% of links are non-functional.
Between 20 and 50% of links are non-functional.
More than 50% of links are non-functional.
Do all (non-text) media items work as intended?
Every media element appears as designed.
Between 10 and 20% percent of media is non-functional.
Between 20 and 50% of media is non-functional.
Between 50 and 80% of all media is non-functional.
More than 80% of all media is non-functional.
Does website function similarly on supported browsers
IEFirefoxChrome
All functions work as designed on all supported browsers.
The majority of functions work as designed on all supported browsers. Functions that don’t work are not critical to its use.
Critical functions are unusable on 1 supported browser.
Critical functions are unusable on 2 supported browsers.
Critical functions are completely unusable on all supported browsers.
Aes
thet
ic
Criteria 10 8 5 3 0Is information formatted consistently?
Color schemesFontPage layout
Every page within the website uses the same formatting conventions and this formatting enhances understanding.
Within sections/pages formatting is standard. But across sections there are minor differences that do not impact understanding.
Within sections/pages formatting is standard. But across sections there are major differences. These differences create confusion for the reader.
Within sections/pages, formatting changes at random. The user’s attention is focused on understanding the layout rather than content.
No formatting is evident.
Is content presented in a way that viewers would find appealing?
The website is visually appealing, draws users in, and enhances their experience.
The website is visually appealing and enhances the experience of the majority of users.
Aesthetic design has been demonstrated but doesn’t enhance the website.
There is no aesthetic appeal to the website.
The website is not visually appealing in any way and causes users to avoid the website.
