paulamarcelleisd.files.wordpress.com · Web viewTable of Contents. Project Charter4. Part 1:...

Assignment: Project Management Plan

by

Paula Marcelle

A Paper Presented in Partial Fulfillment

Of the Requirements of

EDID 6511: Facilitating and Managing learning

Trimester III, 2016

Emails:[email protected]

University: University of the West Indies Open Campus

Course Coordinator Dr. Deane

i

mailto:[email protected]

Table of Contents

Project Charter............................................................................................................................................. 4

Part 1: Project Overview.....................................................................................................................4

Part II: Project Details.......................................................................................................................... 5

Approval Signatures...........................................................................................................................11

Scope Management Plan.......................................................................................................................11

Introduction...........................................................................................................................................11

Scope Statement...................................................................................................................................12

Work Break Down Structure..........................................................................................................13

WBS Dictionary.................................................................................................................................... 14

Schedule Management Plan.................................................................................................................22

Introduction...........................................................................................................................................24

Activity Lists and Activity Attributes..........................................................................................25

Milestone List........................................................................................................................................ 36

Precedence Diagramming Method..............................................................................................38

Gantt Chart............................................................................................................................................. 39

Acceptance............................................................................................................................................. 40

Cost Management Plan...........................................................................................................................42

Units of Measure..................................................................................................................................42

Cost Estimates.......................................................................................................................................42

Potential Causes of increase in cost or effort..........................................................................43

Labour................................................................................................................................................. 43

Equipment Acquisition................................................................................................................ 43

Project Control Procedures........................................................................................................43

Resolution of costing problems................................................................................................43

Apply Contingency..............................................................................................................................44

Acceptance............................................................................................................................................. 44

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Quality Management Plan.....................................................................................................................45

Organization, Responsibilities, and Interfaces.......................................................................45

Tools, Environment, and Interfaces............................................................................................46

Quality Planning...................................................................................................................................46

Acceptance............................................................................................................................................. 48

Procurement Management Plan........................................................................................................50

Procurement Risks............................................................................................................................. 51

Documentation.....................................................................................................................................52

Procurement Constraints.................................................................................................................52

Resources................................................................................................................................................52

Contract Approval Process..............................................................................................................52

Decision Criteria.................................................................................................................................. 53

Vendor Management..........................................................................................................................53

Acceptance............................................................................................................................................. 53

Risk Management Plan...........................................................................................................................55

Process..................................................................................................................................................... 55

Risk Categories..................................................................................................................................... 55

Risk Analysis and Response planning...........................................................................................55

Tools And Practices............................................................................................................................57

Acceptance............................................................................................................................................. 57

Human Resource Management Plan................................................................................................59

Project Organization Chart..............................................................................................................59

Roles and Responsibilities...............................................................................................................59

Project Manager..............................................................................................................................59

Curriculum Delivery Specialist.................................................................................................61

Instructional Designer..................................................................................................................62

Subject Matter Expert...................................................................................................................63

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Multimedia Developer..................................................................................................................64

Editor................................................................................................................................................... 64

Staff Management Plan.....................................................................................................................68

Training needs...................................................................................................................................... 69

Acceptance............................................................................................................................................. 69

Stakeholder Management Plan..........................................................................................................70

Stakeholder Register..........................................................................................................................70

Stakeholder Assessment..................................................................................................................71

Stakeholder Classification...............................................................................................................72

Desired and Current Engagement Levels.................................................................................72

Acceptance............................................................................................................................................. 73

Communications Management Plan................................................................................................74

Information to be communicated................................................................................................74

Resources for Communication......................................................................................................74

Escalation Process...............................................................................................................................74

Project Team Directory.....................................................................................................................75

Communications Matrix...................................................................................................................76

Guidelines for meetings....................................................................................................................76

Communications Standards............................................................................................................76

Acceptance............................................................................................................................................. 77

3

Project Charter

Part 1: Project OverviewProject Name Caribbean Military Online Mosquito Course

Project Charter Author The Organization of the Southern Caribbean States

Creation Date September 13th 2016

Last Revision Date October 2nd 2016

Project Manager Paula Marcelle

Date of Project Approval October 2nd 2016

Project Charter Status Approved

Project Requestor West Indian Public Health Agency

Project Sponsor Signature The Organization of the Southern Caribbean States

Proposed Start and End Date Start: October 2nd 2016End: December 30th 2016

4

Part II: Project DetailsProject Description

The Caribbean Military Online Mosquito Course project will

include the following activities:

Design and develop an online training course suitable

to the needs of military officers between the ages of 18

to 24 across the Caribbean Region on the Aedes

mosquito

Project Purpose There is an increased prevalence of mosquito borne illnesses

in the region within recent years all caused by the same aedes

mosquito. With the emergence of Chikungunya in the region

and the unproven but deleterious side effects of the Zika

strategies need to be implemented to understand and control

the vector. This project aims to address the need to combat

the prevalence of mosquito borne illness by providing

training on different types of mosquito viruses, their

symptoms, testing, treatment, health effects, transmission,

risk and control to members of the army in the region who

upon hand over of this project and the subsequent delivery,

will be charged with combating the vector. This project aligns

with the Organization of Southern Caribbean States strategic

plan for the assurance of security and well being of citizens.

Project Goals and Outcomes

The outcomes of this project will be for officers to be able to:

Devise effective strategies to control mosquitoes in

their specific territory

Perform vector surveillance activities for travel related

and locally acquired suspected cases

Project Scope The scope of the project includes:

Media rich content with interactivity on

o Different types of mosquito borne illness and

5

their

o Geographical prevalence

o Prevention

o Transmission

o Symptoms testing and treating

o Vector control

o Surveillance

o Dissection

o Aerial Spraying

o Insecticide resistance

o Health effects and risks

Project Deliverables

The main deliverable for this project will be media rich course

content in bite size chunks in MS Word formatting on

mosquito vector control.

Benefits The course content will have the benefits of:

Promoting cleaner environments

Providing information on mosquito borne illnesses

Reduce the spread of mosquito borne illness and their

health effects in the Caribbean Community

Stakeholders Organization of Southern Caribbean States

West Indian Public Health Agency

CARICOM standing committee for military heads

Ministry of Mosquitoes

Project Team

Military Servicemen throughout the region that will be

using the training programme

Constraints/ Risks Schedule- the course content will be produced within a

2-month period as stipulated by the project steering

committee. The time frame is also tight because the

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deliverable will be fed in just in time for military

personnel training. Additionally due to the increasing

cases of infections interventions need to be swiftly

implemented. Changes in the Schedule Management

Plan will affect delivery

Budget- the deliverable needs to be delivered within

budget provided by the sponsoring organization

Scope- the terms of reference mandates that by very

least the strategies for vector control and surveillance

are mandatory and will serve as learning outcomes of

the course

Quality- rapid e-learning development of this kind, if

no proper quality assurance is done on the content can

compromise quality.

Resources-enterprise environmental factors such as

geographic distribution of resources, existing human

resources, personnel administration, company work

authorization systems, project management

information systems, lack of resources on the virus

Assumptions This project is based on the following assumptions:

Each territory in the region is committed to combat

mosquito borne illnesses

Project team Project Manager

Curriculum Development Specialist

Subject Matter Expert

Instructional Designer

Editor

Multimedia Specialist

Administrative clerk

Budget Requirements

The main budget requirement to complete this project is for

the services of contractual staff circa 30,000USD. The LMS

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chosen is open source (MOODLE) thus free.

Key Dependencies Commitment from all team members to complete the

required units on time

Communication plan

When What WhoOctober 27th-

28th 2016

Set up a project

management information

system for ongoing

communication with

stakeholders

Project

Manager

October 7th

2016

Introduce the project,

team and charter

Project

Manager

October 8th

2016

Provide template for

weekly status updates

from instructional

designer

Paula Manager

November

4th 2016

Begin weekly stakeholder

newsletter

Project

Manager

November

4th 2016

Unit template for course

developer

Instructional

Designer

Curriculum

Specialist

October 12th

2016

Escalation process time

plan

SME

ISD

October –

December

2016

Create and update issue

log

Project

Manager

October 8th

2016

Method for updating and

refining communication

plan

Project

Manager

ISD

SME

October – Weekly status updates on ISD

8

December

2016

the required form

Project Timeline When What Who

Oct 6th Sign project

charter

Sponsoring agency

Oct 7th Recruit contractual

staff

Project Manager (HR

lead)

Oct 7th First Meeting- Go

Over project

charter; clarify

scope and success

criteria

Project Team

October 27th Set up Project

Management

Information

System (PMIS)

Project Manager

(Communications

lead)

October 27th-

28th

Train Project team

to use PMIS

Project Manager

(Communications

lead)

October 7th Develop timelines Project Team

October 31st

-8th

November

Develop Course

Plan


November

8th-10th

Review Course

Plan


November

4th

Develop Course

Outline


9

November

6th

Review Course

Outline


and Project Manager

November

9th

Develop

Assessment Plan


November

17th

Review

Assessment Plan


November

9th

Unit 1 developed Subject Matter Expert

November

17th

Unit 1 reviewed Instructional Designer

November

17th

Unit 1 edited Project Manager

(Communications

lead)

November

9th -28th


November

28th


November

30th


(Communications

lead)

November

9th-7th

December


December

8th


December

9th


(Communications

lead)

December

12th

Validate

deliverables

Project Manager

10

December

19th

Archive

documentation

Project Manager

December

20th

Conduct Post

Mortem Meeting

Project Team

December

21st

Lesson Learned

Report

Project Manager


December

30th

Project Sign off Project Manager

Approval Signatures

CARICOM military heads Organization of Southern Caribbean States

Paula Marcelle

[Name], Project Client [Name], Project Sponsor [Name], Project Manager

Scope Management Plan

Introduction

Plan Scope Management is the process of creating a scope management plan that

documents how the project scope will be defined, validated and controlled. The

inputs, tools and techniques, and outputs of this process is outlined in Figure 1

below

Figure 1: Plan Scope Management: Inputs, Tools and Techniques and Outputs (Source: PMBOK 5th edition)

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The Plan Scope Management Data Flow diagram which formed the workflow in the

development of this plan is depicted in the below diagram see Figure 2

Figure 2: Plan Scope Management Data Flow Diagram (Source PMBOK 5th Edition)

Scope Statement

Project Scope The scope of the project includes:

Media rich content with interactivity on

o Different types of mosquito borne illness

and their

o Geographical prevalence

o Prevention

o Transmission

12

o Symptoms testing and treating

o Vector control

o Surveillance

o Dissection

o Aerial Spraying

o Insecticide resistance

o Health effects and risks

Work Break Down Structure

Figure 3:Work Break down Structure

13

WBS DictionaryWBS Description Dictionary

1 Course

Materials

1.1 Project

Management

The application of knowledge, skills, tools and

techniques to project activities to meet the project

requirement of course materials on the aedes mosquito.

This is an on going process until the deliverable is

handed over and is the responsibility of the project

manager

1.1.1 Project Charter Develop the document that formally authorizes the

existence of the project to create training materials

between the Organization of Southern Caribbean States

as the requesting organization and the Ministry of

Mosquito as the performing organization. A project

manager will be identified. The Organization of

Southern Caribbean States will author this document as

the sponsoring entity states with participation by the

identified project manager as expert judgment. The

inputs into this document shall comprise of the project

statement of work, the business case, agreements, and

due consideration shall be given to enterprise

14

environment factors and organizational process assets.

This activity will take place on October 6th 2016 and

represents a significant milestone.

1.1.2 Project

Management

Plan

The development of the project management plan will

be a 14 day process as it requires the development of

subsidiary plans: Communication Management Plan,

Cost management plan, human resource management

plan, procurement management plan, process

improvement plan, quality management plan,

requirements management plan, risk management

plan, schedule management plan, scope management

plan, stakeholder management plan, the cost baseline,

schedule baseline, scope baseline, and the project

management plan updates. These plans are to be made

by the project manager in consultation with the project

team and due consideration must be given to existing

enterprise environmental factors and organizational

process assets. The project charter must be finished

before this activity can be started.

1.1.3 Install project

team

The project manager chooses a project team with the

necessary skills and guided by detailed job descriptions

1.1.4 Monitoring

and Control

Throughout the project in order to ensure no scope

creep, and that a quality product is delivered, the

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project manager is ultimately responsible for deciding

on request changes and recommending corrective or

preventative actions to be taken. This done by

performing variance analyses between the actual and

the subsidiary plans in the project management plan.

Through the use of a requirements traceability matrix

the impact of any changes to the scope baseline on the

project objectives is assessed

1.1.5 Project

Closeout

The project manager through meeting with the project

team documents the lessons learned and all project

documents are handed over for organizational learning.

This takes place at the end of the project

1.2 Training

1.2.1 Instructional

Design

Training

This training is to be provided to the appointed ID by

the project manager to ensure that course is delivered

according to the sponsoring agency standard. It

assumes that the ID assigned as training and has

worked on similar projects. This activity requires

Project Management Plan to be at least in the process of

being drafted i.e. FS -7days. The course estimates are

minimal as it executed by the project manager

1.2.2 Subject Matter

Expert

This training is provided the Project Manager and/or

his appointed Curriculum Development Specialist

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Training delegate. This training should start after the ID training

has started i.e. SF+7days to ensure that the same

content given to the supervising ID is given to the SME

and that issues from the ID training will be addressed

and fed into SME training. The course is minimal as

internal staff performs this task on a part time basis

1.2.3 Project

Management

Information

System

Training

This training is given to the ID to ensure that all project

data is fed into the software so all project team

members can track activities and issues. This task is

performed by an assigned person from the IT

department which is in house and requires ID training

to start in order for software training to start i.e. SS+7

days

1.3 Course Outline This document is to be created by the SME under the

supervision of the ID and the appropriate activities is

highlighted in the activity lists of project time

management plan. The required resource is the

template used by the Public Education department of

the Ministry of Mosquitoes, which will form the

baseline for quality requirements. The internal

milestone for this deliverable is 11/4/16

1.3.1 Description This is an overview of the course

1.3.2 Rationale This provides context to learners as to why the course

17

is important

1.3.3 Learning

Objectives

These are dictated by the sponsoring agency – the

organization of southern Caribbean states and stated in

the scope of the project charter, thus similar learning

objectives should be used for acceptance of the course

deliverable

1.3.4 Assessment

Weighting

These are the different graded activities that will be

used in the course and their weighting out of 100%.

The constraint is stipulated by the Ministry of

Mosquitoes that examinations shall not be the sole

criteria of assessment

1.3.5 Resources These are all the engaging multimedia, and reading

resources that will assist learners throughout the

course. The resources should be appropriate to the

audience

1.4 Course Plan This is an internal requirement and provides direction

to how the course material should be developed. The

responsibility is on the SME under the supervision of

the ID. The activities associated with this deliverable

are detailed in the time management plan in the

activities list and attributes. The milestone associated

with this is 11/8/16 or 7 days after its commencement

1.4.1 Pre-requisites The pre-requisite is the list of what learners should be

18

able to do or know before enrolling into the course.

1.4.2 Rationale The rationale is the general purpose of the course

1.4.3 Aims and Goals The aims and goals are to be modeled from the

sponsoring organization business case and the project

charter

1.4.4 Learning

Outcomes

The learning outcomes is what the learners should be

able to do after the course is complete

1.4.5 Structure and

Content

The structure and content is how the lessons will be

chunked and sequenced

1.4.6 Session Plan The session plan details what will be learned in each

unit of work

1.5 Assessment

Plan

The assessment plan details how the course will be

assessed

1.5.1 Delivery

Schedule

The delivery schedule provides the ordering of the unit

content, so that the assessment will be appropriately

ordered

1.5.2 Table of

Specifications

This shows the weighting of each assessment and its

level of Bloom’s taxonomy. Details are provided in the

Activity attributes in the Time Management Plan

1.5.3 Assessment

instruments

with rubrics

This is the detailed rubric with qualifiers for each

assessment.

1.6 Unit 1 The first logically sequenced group of learning activities

19

1.6.1 Learning

Objectives

The SMART objectives related to the unit, to be vetted

by the ID

1.6.2 Introduction This is the overview of the unit

1.6.3 Content This is the information to be given to learners

1.6.4 Activities This is the tasks that will assist learning, that shall

consist of multimedia as stipulated by project sponsors

1.6.5 Assessments These are graded activities that will ensure learning

takes place. They are aligned to the learning objectives

and follows from the assessment plan

1.6.6 Multimedia These are all the open source content that will be used

to engage users

1.6.7 Closure This is a summary of the unit

1.7 Quality Control This series of processes ensures that a quality course

will be delivered

1.7.1 Multimedia

Editing-

structure

This ensures that the content is presented in a

standardized manner in all units and in agreement with

the standards of the sponsoring agency

1.7.2 Content

editing

This is a blind review of the content for errors

1.7.3 Random

Sampling

This is randomly done by the project manager to

ensure quality of the deliverable

20

Schedule Management Plan

22

IntroductionThe following flow diagram from the PMBOK (5TH Edition) was used in creating the Time Management Plan for the project.

24

Figure 4: Sequence Activities Flow Diagram

Activity Lists and Activity Attributes

Activity ID

WBS ID Name

Description Predecessor Successor

ID Relationship ID RelationshipA0 Terms of

referenceA1 1.1 Assign

project manager

A project manager is assigned by the performing organization- Ministry of Mosquitoes

A0 SS A2 FS

A2 1.1.1 Create project charter

Sponsor- Organization of Southern creates the project charter with the participation of the project manager

A1 FS A3 FS

A3 1.1.2 Hire and on-board project team

The project manager selects a project management team and details each individuals job description

A2 FS A4 FS

A4 1.1.3 Create project managemen

All subsidiary plans listed in the scope of works will be made

A1 FS A5 SS

25

t plan by the project manager in consultation with the project team

A5 1.1.4 Perform integrated change control

The project manager receives all the change requests, approves changes and manages changes to deliverables, organizational process assets, project documents, project management plan and communicate their disposition. The project manager has the power to reject changes and makes predictions on what other activities will be affected by the use of the deliverable traceability matrix. Any major issues relating to change should be reported to the sponsoring

A4 SS

26

organizationB1 1.2.1 Train

instructional designers

The project manager and the curriculum leader ensures that the instructional designer is trained on the standards required by the sponsoring organization

A3 FS B2 SF+7 days

B2 1.2.2 Train subject matter experts

The project manager ensures that mosquito specialist is trained in the structure of writing content. This task of training can be delegated to a competent person

B1 SF+7 days C1 FS

B3 1.2.3 Train project team on the use of the project management integrated software

The project team is trained on the use of the project management software used to track progress during the course content writing to delivery phase by an assigned person from the IT department

B1 SS+7days Monitoring and controlling can begin

27

C1 1.3.1 Write a description for course outline

The SME should present a general description of the course in the course outline

B2 FS D1 FS

C2 1.3.2 Write a rationale for course outline

The SME should present a rationale for the Mosquito course to the participants situating it in their current and prospective role of combating the spread of the virus

C1 SS

C3 1.3.3 Write cognitive objectives for course outline

The SME is to state SMART learning objectives that are cognitive in nature. These will be monitored by the instructional designer

C2 SS

C4 1.3.3 Write performance skill objectives for course outline

The SME is to state SMART learning objectives that are performance skills in nature. These will be monitored by the instructional designer

C3 SS

28

C5 1.3.3 Write attitude objectives for course outline

The SME is to state SMART learning objectives that are attitude skills in nature. These will be monitored by the instructional designer

C4 SS

C6 1.3.4 Assign assessment weighting

The SME is to determine how the course will be assessed under the guidance of the stipulations given by the project manager. The SME will then state the weighting in the course outline document

B2 SS

C7 1.3.5 Source open-source multimedia resources, and readings

The SME is responsible for sourcing material that will engage servicemen in the Caribbean, and is open source. Alternatively, in the absence of such material, the instructional

B2 SS

29

designer in consultation with the SME can create new multimedia content

D1 1.4.1 Determine pre-requisite for course plan

The Instructional Designer performs organizational and environmental scans to determine what should be the pre-requisite for success in the Mosquito course and then states these in the course plan

C7 FS

D2 1.4.2 Justify rationale for course

The SME in consultation with the Project Charter determines and states the rationale for the course

D1 SS

D3 1.4.3 Articulate high order goals and aims for course

The SME under the supervision of the ID articulates and writes higher order goals and aims for the course in the course plan document

D1 SS

D4 1.4.4 Deduce most From a bird’s eye D1 SS

30

salient learning objectives

view, the SME under the supervision of the ID deduces and writes the most salient learning objectives for the course

D5 1.4.5 Sequence and structure the course content

Based on the learning objectives, the SME brainstorms and chunks the lessons into sessions, ensuring that all content is appropriately sequences and is supervised by the ID

D1 SS

D6 1.4.6 Create Session plan

The SME details the session plan for each unit

D1 SS

E1 1.5.1 Determine course delivery schedule

The SME determines the course delivery schedule based on the sequencing and chunking performed

D6 FS

E2 1.5.2 Create table of specification by weighting for

The SME under the supervision of the ID creates a table of specification for the assessment plan

E1 SS

31

assessment plan

factoring the weighting of the assessment

E3 1.5.2 Create table of specification by cognitive level for assessment plan

The SME under the supervision of the ID creates a table of specification for the assessment plan, ensuring that all levels of Bloom’s are addressed

E1 SS

E4 1.5.3 Create assessments with rubrics

The SME under the supervision of the ID creates assessment rubrics with appropriate qualifiers and descriptors

E1 SS

F1 1.6.1 State learning objectives

The SME uses the course learning objectives and writes objectives specific to the unit. This activity is monitored by the ID

E1 SS I1. I2 FF

F2 1.6.2 Write introduction

The SME situates the content and provides greater meaning and applicability for the content that will be

E1 SS I1. I2 FF

32

presented. This activity is monitored by the ID

F3 1.6.3 Write content

The SME writes the content that matches the learning objectives and is monitored initially by the ID.

E1 SS I1. I2 FF

F4 1.6.4 Add activities appropriate to audience and learning objectives

The SME in consultation with the ID adds engaging activities that will assist the servicemen to grasp the material.

E1 SS I1. I2 FF

F5 1.6.5 Create assessments that matches learning objectives

The SME creates assessments aligned with the assessment plan and in consultation with the ID to match the learning objectives

E1 SS I1. I2 FF

F6 1.6.6 Add multimedia that is gender sensitive and culturally relevant

The ID locates gender sensitive and culturally relevant media to engage learners and match the learning objectives. In the absence of these, the

E1 SS I1. I2 FF

33

ID can create new media material

F7 1.6.7 Summarize unit

The SME summarizes the unit

E1 SS I1. I2 FF

I1 1.7.1 Edit units to the agreed structure of organization

The Project Manager delegate a quality assurance officer/content editor to ensure the units are edited and uniform according to an agreed structure

E1 FF

I2 1.7.2 Edit content A third party or blind reviewer reviews the content of the course materials made as soon as they become available

E1 FF

I3 1.7.3 Randomly sample lessons for quality assurance checks

The project manager who has ultimate responsibility for the project randomly samples the units created for quality assurance purposes

E1 FF

J1 1.8.1 Project closeout

Under the facilitation of the project manager the team meets to document the lessons learned

I2, I3

FF

34

and any documents that can be used in organizational learning on future projects are handed over

35

Milestone List

36

WBS ID

Name Description Date Type

1.1.1 Project Charter

Following the signing of the project charter by sponsor

10/6/16 Internal mandatoryExternal optional

1.3 Course Outline

As soon as activity C7 is complete


1.4 Course Plan As soon as activity D6 is complete


1.5 Assessment plan

As soon as activity E4 is complete


1.7 Course Content

Following the completion of J1. However if there is a time constraint, following the completion of I2, which is 2 days after the completion of writing the relevant unit


37

Precedence Diagramming Method

38

Gantt Chart

The activities were scheduled intentionally using a critical path method so that there will be overlaps in activities as shown in

the Gantt Chart as the nature of this project is very intense with tight deadline.

39

Acceptance

40

Approved by:

___________________________________________ Date:____________________<Approvers Name>

[Subject] Executive Sponsor


[Subject] Project Director/Manager


[Subject] Stakeholder

41

Cost Management Plan

This Cost Management Plan will help ensure than structured approach and

methodology to managing costs occurs throughout the life of your project.

Units of Measure

All quotes should be made in US dollars to avoid uncertainty as the East Caribbean

dollar, Barbadian dollar, and the Trinidad and Tobago dollar are among the

currencies used by the consumers of the product. This will establish common

ground.

Level of Precision- all values will be round up to prevent a budget short fall

Level of Accuracy/ Threshold- 5%

All items priced should be linked to the WBS for accountability

Reporting Formats- any time there is a transaction it should be entered in the

formal template used by the Organization of Southern Caribbean States, as this is

the sponsoring agency that the performing agencies are ultimately accountable to.

Cost EstimatesAnalogous estimates from similar recent projects were used to determine the cost

estimates for this project. The data is presented below:

Item Units (US)

Direct Labour

Project Manager

Curriculum Delivery Specialist

5000

4500

42



Multimedia Specialist

Editor


4000

3000

2000

2000

1500

Total labour cost 22,000

Materials

Paper

Software acquisition

20

5000

Total Materials Cost 5020

Contingency cost 1000

Total Project Cost 28020

Potential Causes of increase in cost or effort

Labour Requires more effort than planned

Equipment Acquisition Additional software requested by team

Cost of purchasing multiple license not accounted for in original estimated

Project Control Procedures Weekly Review of activities and cost completed

Weekly review of unplanned purchases and resources should be done

Weekly review of risks in risk management plan

Weekly review of changes to scope, approved or otherwise

Resolution of costing problems Accept cost increases only can be made by Project Manager for monitoring

and control purposes.

Reduce scope- after discussions with the project manager and sponsor, to

determine what items can be eliminated

43

Obtain approval from sponsoring agency of costs increases are more than

15% of what is planned or if there is a potential large over-draft of the

contingency reserve

Apply contingency to cost increases

Apply ContingencyContingencies are under the sole control of the project manager who needs to justify

reason for cost increases and the expected total impact. Update the project

management plans and reduce the current cost contingency available

Acceptance Approved by:







44

Quality Management PlanThe Project Quality Management Plan documents the necessary information

required to effectively manage project quality from project planning to delivery. It

defines a project’s quality policies, procedures, criteria for and areas of application,

and roles, responsibilities and authorities.

Organization, Responsibilities, and InterfacesThe primary roles and responsibilities of project staff as it relates to Quality Project

Management is outline in the table below:

Tools,

Environment, and Interfaces

Tool Description

Benchmarking The framework used by the Ministry of Mosquitoes and the

West Indian Public Health agency for developing courses will

be used. This provides the structure on how training courses

should be presented.

PMI PMBOK Best practices to guide the behaviour, roles and

responsibilities of the project manager

Checklist This checklist is to be used by the subject matter expert, the

instructional designer, curriculum development specialist and

the editor to ensure that the material is presented in the

format and fulfills all the expected criteria benchmarked.

Copyright

License

Provides a guide on what resources can be used e.g.

Attribution, no derivative, share alive and non-commercial

W3C Provides accessibility guides for inclusive course development

Role Quality Responsibility

Project Manager Quality mentoring & coaching

Curriculum Development

Specialist

Quality audits

Instructional Designer Quality audits on lesson

planning

Editor Quality audits on content

45

as the course will be delivered online

Quality PlanningThe main quality standard in the development of the mosquito course is that

the content is accurate and the material is presented to standard of the

performing organizations and course delivery standards.

A checklist approach would be used to define and measure the standards of the

course material as the product.

The checklist used is as follows:

Criteria Yes No

Learning Objectives

Does your Unit learning objectives flow from your course learning

objectives?

Have you ensured that the learning objectives represent a balance

between the three domains of learning?

Have you ensured that the learning objectives represent the

intended outcomes of the course, and the unit?

Have you ensured that the learning objectives are adequately

sequenced within the individual unit?

Unit Topics

Do the topics you included correspond with the course learning

objectives?

Have you ensured that the main and subsidiary topics relate to

the intended outcomes of the course and the unit?

Have you ensured that the main and subsidiary topics are

adequately sequenced within the unit?

46

Assessment

Have you ensured that the assessment strategies demonstrate

the connection with the course and unit learning objectives?

Have you ensured that the assessment strategies are adequately

sequenced within the unit?

Multimedia Resources

Have you reviewed the resources to ensure that they are adding

to the instructional value of the unit content?

Have you included a variety of multimedia to address the

different learning styles?

Are the graphic images that you included clear and are all text

elements visible to the reader?

Have you included the required credits, citations and Creative

Commons license information?

Subject matter expert, instructional designer, the curriculum development specialist

and the editor will use this checklist. This instrument will ensure that the entire

project management team is aware of what a quality product is about. The criteria

will be addressed in the training by the curriculum development specialists which is

addressed under the human resource development plan thus all parties will trained

on their expectations. Thus, this checklist will re-enforce the training and would be

used for assurance purposes.

As outlined in the active time line in the schedule management this each unit will be

reviewed within 2 days of completion. Thus the review by all parties will be done

using this checklist. Thus the quality assurance as a form of monitoring and

controlling will take place continuously during the unit development, with

47

opportunities for corrections to be made. Thus, there is continuous improvement

from the feedback of all members of project team.








48

Procurement Management PlanThe Project Execution Team should only enter fixed-price contracts, as the sellers

are legally obligated to complete contracts with possible financial damages if they

do not.

The following items are deemed essential for the successful completion of the

project.

Item/Service Justification Needed by

Project Management

Information System

Communication among

Project team can be done

effectively, and versions of

the units can be

supervised and tracked by

the entire team

October 26th 2016

49

Powtoons The scope requires that

videos be used in the

course.

November 4th 2016

MOODLE A space is needed to host

files as a learning content

management system for

the training of all project

team members. Team

members also should also

be familiar with the

environment that their

created course will be

delivered to the

servicemen

October 7th, 2016

BBC The ability to host

meetings as a part of the

communication strategy,

where the meeting can be

recorded, presentations

can be made, files can be

made, and there is the

ability for collaboration on

a white board among team

member is required for

meetings and training

October 27th, 2016

OER Access to banks of OER

needed so that there is no

need to seek permission

to use the work of others

and there will be no copy-

October 27th, 2016

50

right infringements.

Procurement Risks

Risk is minimized through the use of open-source and online software so

there are no potential shipping issues, as the product will be delivered

wirelessly as soon as the purchase is made.

Conflicts with current contracts and vendor relationships is possible as

executing organizations already has accounts with the software companies,

but, there is a need to provide separate accounts for accounting purposes

which may be against the companies terms and agreements.

Configuration Management for upgrades and improvements of purchased

technology since 1-year license for software are purchased. Thus, if new

version comes out, would the current software be automatically upgraded.

The compatibility of the purchased software with the operating systems, and

browsers used by the distributed team may limit the effectiveness of the use

of software.

DocumentationThe following documentation needs to be made and stored by the project manager:

1. The lesson-learned form- from the procurement, level of service provided by

the various vendors

2. Fixed-price contact agreements- to determine terms of service, and for use in

legal proceedings in case there is a breech of contract by a party.

51

Procurement Constraints1. Schedule- the schedule for the delivery of the course material is fixed, thus

any delays in receiving goods and services may affect the time lines and tight

deadlines imposed by sponsoring agency

2. Cost- the budget has contingency and management reserves in built, but,

through the use of fixed-fee contracts it is expected that the costs be

constraints to agreements and shall not balloon

3. Scope- the various license and purchases should support the scope of the

project

ResourcesThe Project Manager on behalf of the project sponsor will do all procurement. Any

requests that arise then should be made from the Project Team to the Project

Manager listing justifications. This ensures that the cost is within budget and there

is accountability.

Contract Approval ProcessThere is no need to put forth tenders given the scope of this project. Rather the

project team will research best practices and benchmark popular software used in

the industry. On the basis of a tabulated table of features and a comparison with at

least 2 other software’s used in industry, a decision will be made.

The Project Manager will be required to give a justification for the purchase of any

item greater than $1000USD to the team and greater than $5000 there must be

communication with the project sponsoring agency.

Decision CriteriaVendor to provide all items by the delivery date to:

1. Quality

2. Cost

3. Past performance

52

Vendor ManagementThe following table will be completed and will serve as part of the lesson learned for

future similar projects.

Vendo

r

Product

Quality

On-

time

Documentation

quality

Cost per

unit

Transaction

efficiency








53

Risk Management PlanRisk Management is the process of identifying, assessing, responding to, monitoring,

and reporting risks. This Risk Management Plan defines how risks associated with

the project will be identified, analyzed, and managed. It outlines how risk

management activities will be performed, recorded, and monitored throughout the

lifecycle of the project.

ProcessThrough Brainstorming with the project team, the project manager creates a

comprehensive list of project risk will be gathered. A risk break down structure was

54

used as a framework in identifying possible risks. From the identified list strategies

were determined for dealing with positive and negative risks were outlined.

Risk Categories

Risk Analysis and Response planningAll risks identified will be assessed to identify the range of possible project outcomes. Qualification will be used to determine which risks are the top risks to pursue and respond to and which risks can be ignored.

Event Impact Response

Technical

Incompatibility of

software license with

distributed project

team

Procured software un-

reliable or service is

down often

High

Moderate

Accept- apply contingency

reserve to have different

versions of the software

available

Accept- communicate to

team the hours the

software is maintained

External

Conflict in obtaining

new software license

as performing

organizations already

have

Un-timely delivery of

product by suppliers

Moderate

Moderate

Mitigate- choose a

supplier that will allow

more than one license to

be operated by one

company

Accept and document in

lessons learned

Organizational

Timing of recruiting

team members affect

production

High Mitigate- take early action

and re-negotiate deadlines

55

Inability to release

mobilization fee

promised

Team member backs-

out

Low

high

Accept- but motivate team

Transfer to a third party,

new team member

Project Management

Under-estimating the

scope of the project

Under-estimating the

time required to

complete activities

Not accounting for

inflation allowance in

budget estimates

Over-planning

Un-clear

communication

strategy and reporting

guidelines

High

High

Moderate

Moderate

Moderate

Moderate

Avoid- reducing scope,

discuss extending the

schedule

Avoid- reduce scope or

extend the schedule

Accept- use management

reserve if cost within an

agreed percentage,

otherwise mitigate by re-

negotiating with sponsor

Avoid- change the strategy

to be continuous planning

Avoid- make clear

communications plan

Tools And Practices A Risk Log will be maintained by the project manager and will be reviewed as a

standing agenda item for project team meetings.


56







57

Human Resource Management Plan

The purpose of the human resources management plan is to achieve project success

by ensuring the appropriate human resources are acquired with the necessary

skills, resources are trained if any gaps in skills are identified, team building

strategies are clearly defines, and team activities are effectively managed.

Project Organization Chart

Figure 5: Organizational Chart of Mosquito Course Team

Roles and Responsibilities

Project ManagerRole and Responsibilities

Responsible for the planning, executing, and finalizing of project activities

according to strict deadlines and within budget.

Responsible for acquiring resources and support the efforts of team

members and third party consultants in order to deliver project deliverables

according to plan.

achieve a high level of quality for the areas of responsibility throughout the

life cycle of the project.

Review the status of project activities and budgets on a regular basis and

manage schedules, and sequence of activities;

58

Prepare Work Breakdown structure; and review accuracy of work break

down structures;

develop mechanisms for monitoring project progress;

work closely with external consultants and internal stakeholders;

ensure that project activities are being implemented in a timely manner and

that they lead to the achievement of project outputs and outcomes within

budget;

liaise with internal and external groups, as needed, on a regular basis and

keep abreast of the Project’s general direction, including any roadblocks;

monitor the implementation of all components of the project assigned and

indicate any events likely to impact negatively on the project’s

implementation;

proactively manage changes in project scope, identify potential crises, and

devise contingency plans for the areas of responsibility;

oversee all contracts for services, goods and works,

remain motivated, disciplined and a positive team player;

help with preparation of the reports to the Organization of Southern

Caribbean States on the investment cost of the project in such form or forms

as may be specified within the time specified in the contractual agreement;

develop and deliver progress reports, proposals, requirements

documentation, and presentations

Competency

should have at least five (5) years project management experience

master’s degree in a related field;

certification in Project Management;

budgeting and work planning skills;

excellent organizational skills with demonstrated ability and experience in

executing projects on time and on budget;

59

technically competent with MS Project and other project management

related software programs;

excellent written and oral reporting skills;

strong analytical and problem-solving skills;

ability to effectively prioritize and execute tasks in a high pressure

environment is crucial;

experience in IT, Curriculum and Infrastructure is highly desirable;

a good knowledge of IT, Infrastructure, distance education within a

university environment would be an asset; and

knowledge and familiarity with the Caribbean would also be an asset.

Curriculum Delivery Specialist Leading curriculum development teams consisting of instructional designers,

subject matter experts, multimedia developers, editors and other stakeholders

involved in the course development process;

oversee the process of making contractual arrangements;

training subject matter experts, instructional designers and guiding development

of course content in accordance with the course objectives and programme

philosophy and ensuring that the learning activities, and assessment methods are

consistent and there is alignment across all units of the course.

monitoring and managing course development projects and take necessary actions

to solve problems and make improvements;

working with the team to ensure timely completion of course materials that

employ innovative use of interactive multimedia elements and motivational

instructional strategies and methods appropriate to the mode of delivery;

participating in project update meetings and decision making as required;

Competency Masters Degree and have at least three (3) years of relevant curriculum/course

design, online education, or teaching experience, preferably in support of a

tertiary institution;

60

professional qualifications in one of the following disciplines: curriculum,

instructional design, instructional systems design, distance education, open and

distance learning, educational technology, instructional technology or a related

discipline; at least two (2) years of experience in project management; and

experience or training in the design, development or delivery of continuing and

professional education courses will be an asset.

Instructional DesignerRoles and Responsibilities

Guide subject matter experts through the design, development and

production of instructionally sound course materials that are supported by

effective multimedia and graphical content

Collaborate with members of the course development team in the designated

Project Management Information System (PMIS) course space to ensure that

the content of the courses assigned is: gender sensitive, inclusive and

respectful of diversity,

Oversee the production of content that conforms to the guidelines to include

the approved number of course units, assessments, table of specifications;

readings, multimedia scripts and learning activities outlined in the course

plans.

Competency

A Masters degree in instructional design, instructional systems, distance

education, open and distance learning, educational technology, instructional

technology or a related discipline

At least 3 years of relevant curriculum/course design, open and distance

learning, or teaching experience, preferably in support of a tertiary

institution.

At least 2 years of experience in project management.

61

Good oral and written communication skills

An understanding of the application of adult learning principles and methods

Competence with information and communication technology in recognition

of the fact that daily interactions with the project team are carried out

virtually

Ability to work under conditions of multiple competing deadlines in a

collaborative team environment and complete projects in a timely manner


Roles and Responsibilities

will be guided by a Curriculum Development Specialist (CDS) and an

Instructional Designer (ID) and work in a collaborative online space, for the

duration of the course development activity

develop and manage his/her work schedule to complete assigned tasks by

agreed deadlines.

Develop a course plan to include instructional topics and learning objectives

for each topic to be covered in the course

Collaborate with members of the project development team in the designated

online space to ensure that the course content is:

o gender sensitive,

o inclusive and respectful of diversity,

o that course materials, including multimedia elements, production of

content that conforms to the guidelines to include the approved

number of course units, assessments, table of specifications, readings,

multimedia scripts and learning activities outlined in the course plan.

Competency A Master’s degree in Health Promotion, Infectious Diseases, or a related field

At least 3 years of experience as a vector control practitioner

Good written communication skills

Strong research and analytical skills

Ability to be creative, flexible and innovative in course design

62

Ability to produce content to meet the needs of a regional and international

student clientele

An understanding of the application of adult learning principles and methods

Multimedia DeveloperRoles and Responsibilities

Ensure completed units are to the template quality required

Create multimedia artifacts such as infographics, charts, videos, and other

learning aids upon request by the instructional designer or curriculum

development specialist

Competency

First degree in Instructional Design, Animation, Graphic Design

At least 2 years experience developing multimedia artifacts

EditorRoles and Responsibilities

Performs blind peer-review of all content produced to ensure that content is factual,

and free of errors

Competency

A first degree in Health Promotion, Infectious Diseases, or a related field

At least 3 years of experience as a vector control practitioner

RACI Matrix

RACI CHART Person

Activity PM CDS ID SME MM Editor

Develop Project

Charter

C

Identify R C C C C C

63

Stakeholders

Develop Project

Management

Plan

R C C C C C

Collect

Requirements

R C C C C C

Define Scope R C C C C C

Create WBS R C C C C C

Define Activities R C C C C C

Sequence

Activities

R C C C C C

Estimate

Activity

Resources

R C C C C C

Estimate

Activity

Durations

R C C C C C

Develop

Schedule

R C C C C C

Estimate Costs R C C C C C

Determine

Budget

R C C C C C

Plan Quality

Management

R C C C C C

Plan Human

Resource

Management

R C C C C C

Plan

Communications

Management

R C C C C C

64

Plan Risk

Management

R C C C C C

Identify Risks R C C C C C

Perform

Qualitative Risk

Analysis

R C C C C C

Perform

Quantitative

Risk Analysis

R C C C C C

Plan Risk

Responses

R C C C C C

Plan

Procurements

Management

R C C C C C

Direct & Manage

Project

Executions

R C C C C C

Perform Quality

Assurance

R A A A A A

Acquire Project

Team

R

Develop Project

Team

R A

Manage Project

Team

R A

Distribute

Information

R R

Manage

Stakeholder

Expectations

R A A I I I

65

Conduct

Procurements

R

Monitor &

Control Project

Works

R A A A A A

Perform

Integrated

Change Control

R A I I I I

Validate Scope R A A A A A

Control Scope R A

Control

Schedule

R A A A A A

Control Costs R

Perform Quality

Control

R A A A A A

Report

Performance

R A A A I I

Monitor &

Control Risks

R I I I I I

Control

Administer

Procurements

R

Close Project or

Phase

R A C C C C

Plan Scope

Management

R C C C C C

Plan Schedule

Management

R C C C C C

Plan Cost

Management

R C C C C C

66

Manage

Communication

R C C C C C

Control

Communication

R

Plan

Stakeholder

ManagemenT

R C C C C C

Manage

Stakeholder

Engagement

R

Control

Stakeholder

Engagement

R

RACI is an acronym that stands for responsible, accountable, consulted and

informed

Staff Management Plan

Staff Acquisition – staff will be acquired from the West Indian Public Health Agency

and the Ministry of Mosquito in the region, as within these agencies the technical

expertise is present on mosquito vectors, and public health education. The staff will

be contracted via fixed fee shortly before their services are required and released

subsequent to the acceptance of their deliverables

Training needsAll project team members will be trained on their role, so there is standardization of

expectations and there will be no surprises when quality assurance exercises are

conducted.

67








Stakeholder Management Plan

68

The stakeholder management plan is a component of the project management plan

and identifies the management strategies required to effectively engage

stakeholders.

Stakeholder RegisterName Organizat

ional Position

Location Role in Project Contact

Organization of the Southern Caribbean States

Executive Director

Washington D.C.

Sponsor-finance

[email protected]


Head St. Lucia Performing organization with technical experts

[email protected]


Chief Security Officer

Guyana Customer (main)

[email protected]


Permanent Secretary

Various countries

Technical experts with practical experience for implementation in the Public Health department

[email protected]

Project Team Trinidad & Tobago

Performing team with instructional designers, multimedia specialist

[email protected]

Soldiers officers Various countries

Consumer of deliverable

666-6666

69







Stakeholder Assessment

Name Major Requirement and Expectation

Potential influence

Life Cycle phase of most Interest


An effective course on mosquito education within scope, budget and delivered on time for military personnel to attach the regional crises

Low Initiation


Assistance in creating instructionally sound courses.

High Executing


A user-friendly course that is engaging and suitable to the military personnel who will be required to enroll.

Low Close-out


Assistance in creating instructionally sound courses.

High Executing

Project Team To create mosquito course given the scope or topics provided, within budget, and within the time frame outlined in charter. The course must be suitable to the audience and can be delivered online.

High Planning, Execution, Close-out

Soldiers A course that will provide for the officers to devise effective strategies to control mosquitoes in their specific territories and to be able to perform vector surveillance activities for travel related and locally acquired suspected cases

low Close-out

70

Stakeholder ClassificationName Internal/external Supportive/neutral/

resistorOrganization of the Southern Caribbean States

external supportive


external supportive


external supportive

Ministry of Mosquitoes external supportiveProject Team internal supportive

Desired and Current Engagement LevelsStakeholder Unaware Resistant Neutral Supportive LeadingOrganization of Southern Caribbean States

C,D


C D

CARICOM C DMinistry of Mosquitoes

C D

Project Manager

C D

Curriculum Development Specialist

C D


C D


C D

Multimedia Expert

C D

Editor C DServicemen C DKey C-current level of engagement, D=desired level of engagement

71








Communications Management Plan

72

Stakeholder communications Requirements- Any changes to the budget must be communicated to the sponsoring agency for review

Information to be communicated Weekly progress updates from the instructional designer on course

developments, which should include date of submission from Subject Matter

Expert, changes requested via email on the given template.

The Instructional designer should upload all versions of units unto the

Project Management Information System

The ID should send work orders for the multimedia developer via the PMIS

There should be strict adherence to the file naming conventions given.

Resources for Communication The PMIS for document tracking and commenting, procured by the project

manager. This tools will be used to provide updates, archive various units of

work versions and conduct project communication. This tool enables senior

management and all members of the project team to collaborate and work on

the project. Access to the PMIS will be controlled by a username and

password

The Blackboard Collaborate license for recorded meetings

e-mail (free)

Escalation Process Failed communication from ID to SME, ID should contact the CDS (1 week)

Failed communication from CDS to SME, contact PM

Change requests required for changes in the communication plan is the

responsibility of the project manager in consultation with the team

Priority Definition Decision

Authority

Time frame for

response

1 Significant major adverse

impact to schedule

Sponsoring agency 4 hours

2 Some adverse impact to Sponsor 2 days

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schedule

3 Slight impact to minor

schedule issue

Project manager 4 days

4 Insignificant impact to

project, but there may be a

better solution

Project manager Continue working

Project Team Directory

Name Organizational Position

Location Role in Project Contact


Executive Director

Washington D.C.

Sponsor-finance

[email protected]


Head St. Lucia Performing organization with technical experts

[email protected]


Chief Security Officer

Guyana Customer (main)

[email protected]


Permanent Secretary

Various countries

Technical experts with practical experience for implementation in the Public Health department

[email protected]

Project Team Trinidad & Tobago

Performing team with instructional designers, multimedia

[email protected]

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specialist Soldiers officers Various

countriesConsumer of deliverable

666-6666

Communications MatrixCommunication type

Objective Medium

Frequency Audience Owner Deliverable

Kick off meeting Introduce project and make charter

online Once SponsorProject manager

Project Manager

Charter

Project Team Training

ID meeting on requirements,SME structure,ID training on PMIS

Online Once CDSIDSME

PM slides

Weekly reports Status update

Email Once CDS CDS report

Guidelines for meetings Delivered via Blackboard Collaborate(BBC)

Follows an agenda

Communications Standards Charter- use Organization of Southern Caribbean States template

Training- done via BBC and recorded

Weekly report template developed by CDS for ID to complete.


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