Computer Literacy Seminar (A Project Management)

Computer Literacy Seminar at Barangay Canlalay Binan, Laguna

a PROJECT MANAGEMENT PROGRAM

of iDigitized TeamSeptember 6 2014

Members:

Miguelito Casbadillo Marvin Mercado Resmon Gonzales Ninotchika Santi Pery Ernie Dennis Corpuz Vohn Ryan Preciosa

AGENDA

Introduction Project Management Approach Project Scope Milestone Work Breakdown Structure Change Management Plan Communication Management Plan Risk Management Plan Cost Management Plan Quality Management Plan and Baseline Conclusion Action Learning

INTRODUCTION

INTRODUCTION

Project Management Topic Current State of the Stakeholder’s Social Relevance

INTRODUCTION

INTRODUCTION

Current State of the Stakeholder’s 1. How often do you use a computer?

100%

Frequency of Using Computer (n=7)

DailyAt least twice a weekOnce a weekOnce a monthNone

INTRODUCTION

Current State of the Stakeholder’s 2.What computer hardware are you familiar with?


Mouse Keyboard Monitor None Please specify others

% Person Familiar with 1 1 1 0.142857142857143

0

10%

30%

50%

70%

90%

% Person Familiar with (n=7)

% P

eson

Fam

iliar

with

INTRODUCTION

Current State of the Stakeholder’s 3.Where do you usually use the computer?


100%

Area where they usually use the computer (n=7)

WorkHomeInternet CafeNone

INTRODUCTION

Current State of the Stakeholder’s 4.Do you have an e-mail account?


100%

Persons who have e-mail accounts(n=7)

YesNo

INTRODUCTION

Current State of the Stakeholder’s 5. What program application are you familiar with?


Microsoft Word

Microsoft Excel

Internet Navigation

None Facebook Microsoft Word

Microsoft Excel

Internet Navigation

None Facebook

Frequency

0 2 1 0 6

% Frequency

0 0.285714285714286

0.142857142857143

0 0.857142857142857

0.5

2.5

4.5

6.5

5.0%

25.0%

45.0%

65.0%

85.0%

Application Programs that they are familiar with (n=7)

Fre

quency

INTRODUCTION

Current State of the Stakeholder’s 6. On the average, how often do you use the program application

that you selected from item #5.


43%

43%

14%

Frequency that they are using the Application programs on #5.

(n=7)

Daily

At least twice a week

Once a week

Once a month

None

INTRODUCTION

Current State of the Stakeholder’s 7. On the scale of 1 to 5 ( 5- being the expert, 1- being not

familiar with computer), what would you consider your skill be?


14%

71%

14%

Frequency that they are using the Application programs on #5.

(n=7)

1 2 3 4

5

INTRODUCTION

Current State of the Stakeholder’s 8. Computer related know-how questions.

INTRODUCTION

Demographics

PROJECT MANAGEMENT APPROACH


This outlines the over-all management approach of the project.

Project approach flow

Team composition

Distribution of workloads



Team composition and Work distribution

PROJECT SCOPE

PROJECT SCOPE

The project scope serves as the starting point of the project in order to avoid confusions as you work along with it.

Defined Scope of the Project

Constraints of the Project

PROJECT SCOPE

Scope of the Project Basic understanding on Computer Literacy Conventional/ interactive course format of learning Donation of 1 computer with licensed Microsoft programs Quality hand-outs during the seminar Download seminar module to Slideshare Post evaluation survey

PROJECT SCOPE

Project Constraints Internet connection and printer not included Installation of unlicensed software after equipment turn-over Knowledge progression of the stakeholders Revisions of outdated hand-outs Training/ discussion of the participants to other people after the

seminar resulting to confusions and misinterpretations Status and usage monitoring of the computer after its turn-over Maintenance of the computer

MILESTONES

MILESTONE

Criteria of choosing a milestone How important is this task, decision or event to the execution of

the over-all project? HIGHLY IMPORTANT = MILESTONE

What is the likely impact of this task, decision or event is not met on time or as needed? SERIOUS IMPACT = MILESTONE

Can this task decision or event be used as an indicator of project’s success? YES = MILESTONE

MILESTONE

Brainstorming and Preparation StageBrainstorming and Preparation Stage

1. Brainstorming a. Round Table Discussion for the Subject/Topic for PM b. Establishment for the Group Management Style on the Duration of the Project. 2. Working Plan a. Submission of the Project Charter MILESTONEb. Distribution of Group Work c. Setting of the Meetings 3. Meeting Schedules MILESTONEa. 1st meeting b. 2nd meeting c. 3rd meeting d. 4th meeting e. 5th meeting 4. Seminar Preparation a. Training Module MILESTONEb. Seminar Program and Responsibilities c. Seminar Paraphernalia

MILESTONE

Implementation StageImplementation Stage

1. Seminar Launching

a. Venue Preparation

b. Registration

c. Materials Preparation

2. Seminar Kick-Off

a. Seminar Proper MILESTONE

b. Turn-over and Acceptance of Donated Computer to Brgy. Canlalay MILESTONE

3. Documentation/ Assessment

a. Post Seminar Survey MILESTONE

b. Pictures/ Evidences

MILESTONE

Final Documentation and Presentation Stage


1. Documentations

a. PM topic outlines

b. Presentation slides MILESTONE

2. Final Presentation MILESTONE

a. Panel

b. Group assessment/ Learnings

c. Submission of Project

WORK BREAKDOWN STRUCTURE


Work breakdown structure serves as the backbone of the project since it provides all the details that need to be accomplished based on the project timeline.

Work breakdown structure formulation

Work Estimates


Stages of Work breakdown structure (WBS) based on the project of the team.

Brainstorming and Preparation Stage

Implementation Stage



Brainstorming and Preparation Stage PLAN ACTUAL MISSED

Brainstorming and Preparation Stage Jul August September Date ww31ww32ww33ww34ww35ww36ww37ww38ww39ww40

1. Brainstorming a. Round Table Discussion for the Subject/Topic for PM 2-Aug b. Establishment for the Group Management Style on the Duration of the Project. 2-Aug 2. Working Plan a. Submission of the Project Charter b. Distribution of Group Work c. Setting of the Meetings 3. Meeting Schedules a. 1st meeting 9-Aug b. 2nd meeting 16-Aug c. 3rd meeting 30-Aug d. 4th meeting 6-Sep e. 5th meeting 13-Sep 4. Seminar Preparation a. Training Module b. Seminar Program and Responsibilities c. Seminar Paraphernalia


Round Table Discussion


Team Logo


Project Charter


2nd meeting


3rd meeting


4th meeting


5th meeting


Implementation Stage PLAN ACTUAL MISSED

Implementation Stage Jul August September

Date ww31 ww32 ww33 ww34 ww35 ww36 ww37 ww38 ww39 ww40

1. Seminar Launching 6-Sep

a. Venue Preparation

b. Registration

c. Materials Preparation

2. Seminar Kick-Off 6-Sep

a. Seminar Proper

b. Turn-over and Acceptance of Donated Computer to Brgy. Canlalay

3. Documentation/ Assessment 6-Sep

a. Post Seminar Survey

b. Pictures/ Evidences


Venue Preparation


Seminar Proper


Donation of Computer



PLAN ACTUAL MISSED

Final Documentation and Presentation Stage Jul August September

Dateww31 ww32 ww33 ww34 ww35 ww36 ww37 ww38 ww39 ww40

1. Documentations 24-Sep

a. PM topic outlines

b. Presentation slides

2. Final Presentation 27-Sep

a. Panel

b. Group assessment/ Learnings

c. Submission of Project


Work Breakdown Estimates

ww31 ww32 ww33 ww34 ww35 ww36 ww37 ww38 ww39

PLAN WEEKLY AC-TIVI-TIES

0.064516129032258

1

0.096774193548387

1

0.193548387096774

0.258064516129032

0.35483870967742

0.741935483870968

0.806451612903226

0.838709677419355

1

AC-TUAL EXE-CUTED PER WEEK

0.064516129032258

1

0.064516129032258

1

0.193548387096774

0.225806451612903

0.35483870967742

0.709677419354839

0.741935483870968

0.838709677419355

1

10.0%

30.0%

50.0%

70.0%

90.0%

110.0%

Computer Literacy Work Estimates Gap Analysis

% C

om

ple

tio

n

Change project topic

Missed 1st meeting due to

company emergency

meeting of the majority of the

group

Seminar kick-off

Final documentations

CHANGE MANAGEMENT PLAN


Objective of this includes: Control of change governing the scope of the project, planning

and execution as well as its baselines.

Changes on the plan (addition or elimination) of activities must be documented, managed, controlled and tracked.

Approval and rejection of the changes is governed by the team members for this project as we need to assess: Time Cost Quality of work


DATE DESCRIPTION OF CHANGE REASON FOR CHANGE INITIATOR REMARKS

08/16/14Topic was changed from Financial Literacy Seminar to Computer Literacy Seminar.

Foreseen issues on tangible benefits. Vohn and Migs Approved by the

Team

08/16/14 Work estimates inclusion Served as guide in the progress of the project. Dennis Approved by the

Team

08/16/14Venue was changed from IAME lecture room to choosen Barangays in Binan, Laguna.

Triggered due to change of project's topic. Migs Approved by the

Team

08/24/14 Inclusion of pre-survey evaluation form. This will be used in Module design. Dennis Approved by the

Team

08/24/14 Suggested to conduct post evaluation feedback to the participants.

Gauging the quality and performance of the Team during the conduct of the seminar.

Resmon/ Marvin Approved by the Team

08/30/14From fund raising/ sponsorship to computer donation of 1 of our team member.

Time constraint. Migs and Notch Approved by the Team

08/30/14 From 2 Barangays to 1 Barangay to held the seminar.

The other Barangay did not accept the Team invitation to hold a seminar in their area.

Migs Approved by the Team

COMMUNICATION MANAGEMENT PLAN


This serves as a guide for the communication for each member throughout the duration of the life of the project.

Frequency of communication To whom to communicate

This also defines the project structure and methods of information collection and dissemination of the progress of the project.

Phone calls Short Message Service Face to face interaction


Contact details of the Team members

Name Team Responsibility E mail Cell Phone

Casbadillo, Miguel Venue and Stakeholder’s Coordination Team mcasbadillo@gmail. com 0917-504-2531

Corpuz, Ernie Dennis Documentation Team ernieden04@yahoo. com 0929-868-3295

Mendoza, Resmon Modules Preparation and Seminar Speaker [email protected] 0918-922-5173

Mercado, Marvin Venue and Stakeholder’s Coordination Team [email protected]

Pery, Ninotchika Santi Documentation Team notch.pery@outlook. com 0935-370-7149

Preciosa, Voughne Ray Documentation Team [email protected] 0920-973-3352


Types of communications used

Communication Type Description Frequenc

y Format Participants/ Distribution Deliverable Owner

Weekly Meeting Minutes of the meeting Weekly Email Project Team Status Updates

Weekly Project Team Meeting

(as per date defined in WBS)

Phone calls/ SMSUrgent matters that need to have an immediate solution

As Needed In Person Project Team Status Updates Project Team

Personal InteractionMeeting with the stakeholders As Needed In

Person Project TeamSite Visit and Stakeholder's Confirmation

Project Team

RISK MANAGEMENT PLAN


Risk are identified and analyzed in a random and brainstorming manner

It is very essential that potential risk are identified, categorized and evaluated by the group.

4M + E Parameters Potential Risk Risk Level Likelihood of Events Contingent Actions


4M +E Parameters Possible RiskRisk (Low, Medium,

High)

Likelihood of Event (Likely,

Certainty, Somewhat

Likely, Unlikely)

Contingent

Man

Audience

There can be changes on the audience demographics during the seminar.

Medium Somewhat LikelyPrepare back-up presentation. ( basic and advance presentation modules). Re-engineer the presentation.

There can be changes on the number of audience on set (The max capacity of the barangay hall is just 20 people)

Medium Likely Back up venue with in the vicinity: Gym

If there will be no audience Low UnlikelyBarangay officials will gather the students nearby the Barangay Hall to served as our participants.

Miscommunication between the facilitors and audience

Specific time of the seminar not met Low

Unlikely Reset the time and wait for the participants.

Somewhat Likely Seminar batching will be done.

Manpower

Lacking in manpower within the group Medium Somewhat Likely

Have a buddy for each of the member that can serve as a back up if there is anyone who will be absent

The team may get lost along the way High Certainty

Use the cellular phones to communicate with the team members who already know the location/ site

Team member commitment to the project. High Certainty

Sponsor Sponsorship back-out on the donation. High

Somewhat LikelyHave the group chip-in to purchase either a second hand or surplus computer set

Certainty Look for another sponsor



High)


Certainty, Somewhat

Likely, Unlikely)

Contingent

Materials

ProjectorProjector during the presentation is not available.

LowUnlikely Assign back-up member to bring

extra projector.Unlikely Have a back up cord and adoptor

VehicleLong waiting in the terminal resulting to the delay of the seminar

High Certainty Migs or Marvin will fetch us in Alabang

Projector Sheet No projector sheet Medium Somewhat Likely Use the baranggay white board

Tarpulin No tarpulin Low Unlikely Use a cartolina

Camera No camera Low Unlikely Use smart phones

Wifi in the vicinity No wifi on the area for the live demonstration High Certainty Bring pocket wifi or hotspot device

Group shirt No group shirt that has the logo of the school Low Unlikely Use white shirt

BudgetCost estimates unrealistic Medium Somewhat

Likely Most industry used 15% as a margin of error on cost estimates.

Overbudget High Somewhat Likely



High)


Certainty, Somewhat

Likely, Unlikely)

Contingent

Method

Conventional Seminar Style (Interactive)

Be a facilitator for the audience (This will rely on the target demograph of the audience)

Medium Somewhat Likely

Re-engineer the process and depend teaching style on the audience

Exceeds time duration

Project will be extended from its original finished date.


Monitor the progress of the project through work estimation and cope up through WBS multiple work strategy.

The project itself failed Quality baseline not met. Low Unlikely

Still present the project to the panel together with the action learning of the group.

Environment Weather

Acts of God such as typhoon, flood, earthquakes, volcanic activities etc.


Postpone the project implementation or continue if the weather condition is still managable.

COST MANAGEMENT PLAN


It is a process of planning, controlling and monitoring the budget of the project.

The team has projected a market fare price for the items that need to be purchased during the duration of the project.

15% allowance on target = budget plan Budget Cost Analysis


Budget Tarpulin T-shirt Ring binding Printing of the project

Hand-outs Transportation

BUDGET PLAN 4473.5 460 2760 138 138 517.5 460

TARGET 3890 400 2400 120 120 450 400

ACTUAL 3785 350 2240 100 120 375 600

PHP 250.00

PHP 750.00

PHP 1,250.00

PHP 1,750.00

PHP 2,250.00

PHP 2,750.00

PHP 3,250.00

PHP 3,750.00

PHP 4,250.00

PHP 4,750.00

BUDGET COST ITEM COMPARISON

CO

ST

(P

HP

)


ITEMS

BUDGET PLAN(15%

allowance with respect to the

target)

%ALLOCATION TARGET %ALLOCATION ACTUAL %ALLOCATION

Budget PHP 4,473.50 100.0% PHP 3,890.00 100.00% PHP 3,785.00 100.00%

Tarpulin PHP 460.00 10.3% PHP 400.00 10.3% PHP 350.00 9.2%

T-shirt PHP 2,760.00 61.7% PHP 2,400.00 61.7% PHP 2,240.00 59.2%

Ring binding PHP 138.00 3.1% PHP 120.00 3.1% PHP 100.00 2.6%

Printing of the project PHP 138.00 3.1% PHP 120.00 3.1% PHP 120.00 3.2%

Hand-outs PHP 517.50 11.6% PHP 450.00 11.6% PHP 375.00 9.9%

Transportation PHP 460.00 10.3% PHP 400.00 10.3% PHP 600.00 15.9%


Total Savings Tarpulin T-shirt Ring binding Printing of the project

Hand-outs Transportation Total Savings Tarpulin T-shirt Ring binding Printing of the project

Hand-outs Transportation

SAVINGS(Actual vs Budget Plan)

688.5 110 520 38 18 142.5 -140

SAVINGS(Actual vs Target)

105 50 160 20 0 75 -200

%SAVINGS(Actual vs Budget)

0.181902245706737

0.314285714285714

0.232142857142857

0.38 0.15 0.38 -0.2333333333333

33

%SAVINGS(Actual vs Target)

0.0277410832232496

0.142857142857143

0.0714285714285714

0.2 0 0.2 -0.3333333333333

33

PHP (300.00)

PHP (100.00)

PHP 100.00

PHP 300.00

PHP 500.00

PHP 700.00

-35.0%

-25.0%

-15.0%

-5.0%

5.0%

15.0%

25.0%

35.0%

45.0%

BUDGET COST ANALYSIS

Savin

gs (

PH

P)

QUALITY MANAGEMENT PLAN AND BASELINES


This includes the planned targets that the team must have to meet to instill a quality on the project.

Expert speaker/ lecturer during the seminar Training success baseline based on Post survey

feedback from the participants Cost/ Budget success baseline – target vs actual Project duration


Training plan baseline success

TRAINING SUCCESS BASELINE OF iDigitized

RATINGSResponse Rate based on the ratings below

Excellent Very Good Good Poor

Outstanding 70% 30%

Above Average 60% 40%

Average 50% 50%

Fair 40% 40% 20%

Poor 30% 40% 30%

Needs Improvement 20% 20% 30% 30%


Cost/ Budget plan baseline success

COST/BUDGET SUCCESS BASELINE OF iDigitized

RATINGS Budget Remarks%Savings and or Over budget ( Actual vs Target)

Above 9.9% 6%~9.9% 1%~5.9% Below 1%

Oustanding Within the budget * Above Average Within the budget * Average Within the budget *Fair Over budget * Poor Over budget * Needs Improvement Over budget *


Time frame of the project baseline success

PROJECT DURATION SUCCESS BASELINE OF iDigitized

RATINGS Duration Remarks% Days of Extension

>10days 6~10 days 1~5 days 0 day

Oustanding No time extension *Average With time extension * Fair With time extension * Poor Over budget * *

CONCLUSION

POST EVALUATION SURVEY

Seminar performance rating of the group.

Overall Seminar

View

Training Organiza-

tion

Quality of Handouts

Length and Pac-

ing of Training

Trainer(s) Venue I learnt some-

thing new

I learnt some-

thing use-ful

I can use this im-

mediately on my job

I can rec-ommend this train-

ing to others

Poor 0 0 0 0 0 0 0 0 0 0

Good 0 0 0 0 0 0 0 0 0 0

Very Good

0.16 0 0 0 0.2 0.12 0 0.08 0.16 0.12

Excellent 0.84 1 1 1 0.8 0.88 1 0.92 0.84 0.88

10.0%

30.0%

50.0%

70.0%

90.0%

110.0%

Post- Survey Feedback Results (n=25)

% R

esu

lt

BASELINE INDICES

Performance of the group based on the planned quality targets.

Actual: The speakers and lecturers are expert on computer literacy programs. Some of which already taught computer courses in prestigious universities in the Philippines .

The Module that has been designed by them is based upon the concept gathered through the pre-evaluation survey. Re-engineering of the Module has been immediately taken in order for it to adapt to the abrupt change of audience. From Barangay officials to children of Barangay officials and nearby students in the vicinity of the Barangay Hall.

BASELINE INDICES


Actual: 10 out of 10 items identified in the post evaluation survey has been rated “EXCELLENT”.

Rating: Outstanding

BASELINE INDICES


Actual: 2.8% savings based on actual cost vs target cost. Rating: Above Average

BASELINE INDICES


Actual: 0 day extension Rating: Outstanding

BASELINE INDICES

Conclusion

The seminar on Computer Literacy conducted by the iDigitized group in Barangay Canlalay, Binan, Laguna is still considered

‘SUCCESSFUL” even though there was a sudden change of audience because we still adapted to the basic requirements as per 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.

ACTION LEARNINGS

ACTION LEARNINGS

ACTION LEARNINGS

ACTION LEARNINGS

ACTION LEARNINGS

ACTION LEARNINGS

ACTION LEARNINGS

THANK YOU!!!

Government & Nonprofit

Computer Literacy Seminar (A Project Management)