Initial PlanningDocumentsIn partial fulfillment of the requirements forCIMT 687: Leading and Managing TechnologyResources in Educational SettingsSubmitted by Team 2: Amena Alhamad, Andrea Boehme,Ohoud Al Radhi, Safaa Almohammedsalem, ShaimaaAlHarbi 2013
CONTENTSProject Charter ______________________________________________________________________________________________ 1 Contract ___________________________________________________________________________________________________ 1 Statement of Work ________________________________________________________________________________________ 1 Project Need ____________________________________________________________________ 1 Project Scope Description __________________________________________________________ 1 Product Scope Description _________________________________________________________ 2 Strategic Plan ___________________________________________________________________ 3 Deliverables _______________________________________________________________________________________________ 4 Project _________________________________________________________________________ 4 Product ________________________________________________________________________ 4 Requesting changes _______________________________________________________________ 5 Constraints _____________________________________________________________________ 5 Assumptions ____________________________________________________________________ 5 Enterprise Environmental Factors ________________________________________________________________________ 6 Organizational or Company Culture __________________________________________________ 6 Governmental or Industry Standards _________________________________________________ 6 Infrastructure ____________________________________________________________________ 6 Existing Human Resources _________________________________________________________ 6 Personnel Administration __________________________________________________________ 6 Project Management Information Systems _____________________________________________ 6 Organizational Process Assets ______________________________________________________ 7 Summary Milestones ____________________________________________________________________________________ 8 Project _________________________________________________________________________ 8 Work Breakdown Structure (WBS) ______________________________________________________________________ 9 Summary Budget _________________________________________________________________________________________ 10Business Case _______________________________________________________________________________________________ 11Project Stakeholders _________________________________________________________________________________________ 13SWOT Analysis _____________________________________________________________________________________________ 14 DCPI ______________________________________________________________________________________________________ 14 Findings__________________________________________________________________________________________________ 14
1 PROJECT CHARTERThis project charter authorizes Team 2 (Shaimaa, Ohoud, Safaa, Amena, Andrea) to create awebsite for Dr. Boileau to meet the requirements of CIMT 687.CONTRACTThere is no formal contract for this project. Requirements and expectations for the project havebeen stated in the class syllabus and rubrics. Product requirements are set by the group and havebeen described in the product scope description.STATEMENT OF WORK PROJECT NEEDFirstly, this project is being created to meet the requirement of CIMT 687 Leading and ManagingEducational resources. Secondly, the e-book/website being created is for elementary agedstudents (specifically grades 5 and 6) who wish to learn independently about science. The needto increase Science Technology Engineering and Mathematics (STEM) education has beenemphasized by President Obama. This was in response to, among other studies, a 2006international assessment of science literacy that ranked The United States 21st out of 30 in theranking of developed countries (Educate to Innovate)1. It is our hope that by creating a fun andinteractive product, we can spark elementary aged student’s interest in STEM disciplines. PROJECT SCOPE DESCRIPTIONIn order to meet the need for an interactive science resource, and to meet the requirements of thecourse, we will create an e-book utilizing Google Sites and the information from the Water Cycleand Human Body Systems sections of http://k12opened.com/ebooks/#science. The website willbe created for 5th and 6th graders. To help these students engage with the material we will add1Educate to innovate. (n.d.). Retrieved from http://www.whitehouse.gov/issues/education/k-12/educate-innovate
2videos, pictures, and audio content that will enhance the content from the K12 website. We willdocument the project following the criteria listed in the Semester Project requirements includedin the CIMT 687 syllabus provided by the sponsor, Dr. Tim Boileau. Project documents willfollow the guidelines set by the Project Management Book of Knowledge (PMBOK) and willattempt to account for every step in the project management process, whether the strategy isspecifically used or not. PRODUCT SCOPE DESCRIPTION WEBSITEThe website will be designed using the Google Sites interface. It will be compatible withInternet Explorer, Firefox, Chrome, and Safari. Safari may be excluded later as it is not currentlysupported by Indiana State University. VIDEOSEach subsection of the original content for the Human Body will have a video. The WaterCycle section will have one video. These videos will be found through internet searches with apreference for Creative Commons and Youtube. All videos will be embedded on the pagethrough Google Sites’ functionality. Only videos that have no narration will be considered fornarration to be created by the team. Citations for all videos will be included in APA format aseither a footnote, caption, or entry on work cited page depending on consensus of group. Allcitations will have a consistent method for recognizing the creating authority. IMAGESEach major subsection will have an accompanying image. Original images will be useddepending on group decision. Additional images will be gathered from internet searches, with apreference for Creative Commons images. Citations will be included using the same method as
3videos. All images will be .jpg format and will be uploaded to the website using Google Sites’functionality. TEXTAll text (with the exception of citations and navigational text) will be transcribed from the sourcedocument. The only deviation will be to fix grammatical/spelling errors. Formatting will bedone at the group’s discretion as best suits the layout of the website or aids in comprehension ofmaterial. ASSESSMENTSAssessments will be created used the pre-existing multiple choice tests from the sourcedocument. The format is yet undecided and may be entered “as is” depending on timeconstraints. STRATEGIC PLANAs this is an ad hoc group created to fulfill a class requirement there is no overarching corporateplan that would inform how this project would fit into a current business model.
4DELIVERABLESThe list of deliverables has been broken down by project or product. This is an initial listing ofdeliverables. There are three types of team members Main, Secondary, and QualityAssurance. The Main (m) team member for the project will be responsible for inputting themajority of the content and ensuring that this section is proceeding according to the timetable. Secondary (s) team members will be responsible for assisting as the Main team memberneeds it. Quality Assurance (qa) will be responsible for making sure this part of the projectsfollows guidelines set in the project scope and that overall project standards are met. QualityAssurance tasks may be assigned to either the Main or Secondary team member, or may be standalone based on the complexity of the deliverable. Not all deliverables may have all positions. PROJECTDeliverable Start date Projected Completion Team Member Due Date DateSemester Project Jan 28 March 4 (m)AndreaPart 1 (s)Amena, Shaimaa (qa)AllSemester Project March 5 April 15 (m)AndreaPart 2 (s)Ohoud, Safaa (qa)ALLSemester Project April 8 April 22 (m)AndreaPart 3 (s/qa)ALL PRODUCTDeliverable Start date Projected Completion Team Member Due Date Date Jan 28 February 18 (m)Amena Setup website (s)Ohoud, Shaima March 1 March 22 (m)Amena Layout text and (s)Ohoud,Shaimaa,Safaa page structure (qa)Andrea March 22 March 26 (m)Safaa Insert images (qa)Shaimaa March 22 March 28 (m)Ohoud Insert videos (qa)Shaimaa
5 Voice over Water March 22 March 29 (m)Amena Cycle video (qa)Safaa March 1 March 29 (m)SafaaCreate assessments (s)Andrea (qa)Amena March 18 March 29 (m)Shaimaa Test/Proofread on (s)Andrea defined browsers (qa)ALL April 1 April 5 (m)Amena Test with children (s)Ohoud April 5 April 14 (m)Amnea Make Changes (s)Andrea (qa)ALL April 15 April 15 (m)Amena Website delivery (s/qa)ALL REQUESTING CHANGESAs any changes made to the project requirements will impact all members of CIMT 687 werequest that the class as a whole approve such deviations after an in-class discussion. Only if amajority 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 amajority consensus before changes will be made. Changes suggested by Dr. Boileau will also beimplemented per majority rules. Any additions to the project will only be considered up toMarch 29, and cannot require more than 15 hours to implement. Subtractions will be considereduntil April 10th, and cannot require more than 5 hours to implement. CONSTRAINTSProject constraints have been detailed in the SWOT analysis and in the project milestonesdocument. Major constraints of the project concern time frame and proper execution of copyrightrestrictions. ASSUMPTIONSAssumptions for this project have been outlined in the project scope.
6ENTERPRISE ENVIRONMENTAL FACTORS ORGANIZATIONAL OR COMPANY CULTUREAs this is an ad hoc group there is no pre-existing organizational culture that would influence theproduct/project. GOVERNMENTAL OR INDUSTRY STANDARDSDuring the creation of the product copyright and fair use restrictions will need to berespected. The team will have to choose resources that have Creative Commons licensing orfollow fair use guidelines. Citations for all materials will be included in the webpage if theresources was used for the product, or in project documentation if resources were referenced inthe project documents. INFRASTRUCTUREInfrastructure for this project will include the ISU library, which contains research resources forthe project as well as meeting places. There is also the CIMT classroom that will provideadditional meeting areas. All other infrastructure needed will be provided by the team membersas needed by the project. EXISTING HUMAN RESOURCESAs the majority of the group has worked within the CIMT program we are used to complyingwith standards, and working with a similar project load. Additionally Amena and Andrea haveboth used Google Sites to create a website and have the skills needed to complete the work. PERSONNEL ADMINISTRATIONThis team cannot be hired or fired, nor is there a company-wide performance reviewrequirement. Therefore, this section is not applicable. PROJECT MANAGEMENT INFORMATION SYSTEMS
7 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. Blackboard – will be used to submit final versions of project documents to Dr. Boileau for grading ORGANIZATIONAL PROCESS ASSETS ORGANIZATIONAL STANDARDSAs this website is not being created for a specific company there are no specific organizationalstandards 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 ontesting the website.
8SUMMARY MILESTONESBelow are listed the milestones for the project. Each item is listed with a due date, a shortdescription of the milestone, a ranking of criticality, and a possible path of recourse if themilestone is not met. Please note for the ranking of criticality it proceeds from 1 being “Notcritical at all” to 5 at “Non-completion not acceptable”. PROJECTMilestone Due Date Description Recourse March 4 Initial project If due date is not met this will adverselySemester Project documentation affect our grade enough to signifyPart 1 project failure. March 22 The layout of the Project must be halted until all text isLayout text and website and the input. Project failure will be imminentpage structure information in it. if text is not input. April 5 Website is ready If not completed by due date group myAll content for testing. decided by consensus to remove voiceinserted over. April 15 Finalized project If due date is not met this will adverselySemester Project documentation affect our grade enough to signifyPart 2 project failure. April 22 Presentation If due date is not met this will adverselySemester Project affect our grade enough to signifyPart 3 project failure.
9WORK BREAKDOWN STRUCTURE (WBS)A final WBS will be provided as part of Semester Project Part 2. Please see the Deliverablessection for a preliminary work breakdown.
10SUMMARY BUDGETThis budget is based on hours needed to complete project deliverables. It assumes a “workweek” of 15 hours per person. It does not include weekends or Spring Break. This semester wehave a total of 320 “budgetable” hours (available days x1 hours per day x5 members of thegroup) to finish this project as of Feb 25th 2013 we have used 170 hours leaving us with 150hours left to spend. As projected below we should only need 195 hours to complete theproject. Many of the steps have already been completed, as of March 3rd, and we are on track tocomplete the project on time.Name Budgeted Cost (hrs) Actual Cost (hrs)Website platform 20Images 15Videos 15Voice over 15Text Content 20Testing 15Proofreading 15Project P1 20Project P2 30Project P3 30Total 195
11 BUSINESS CASEThe creation of this e-book will fulfill a need in American education. As described in the projectcharter,STEM education is an aspect of education that we need to improve. By giving kidsaccess to quality materials that engage and excite them, this may bolster their interest in STEMsubjects 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 imagesand creating the website are the main issues. However the benefits of these mediums have beenproven. 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 childeducation, especially, if its correlates with other senses. Generally speaking, pictures and othervisuals tools are found to be the most effective, most abundant, and the cheapest way ofteaching. Even if the child speaks another language or has disability that makes his/hercommunication difficult, we can use imageas a way to communicate and convey our message.The main purpose is to encourage and improve the visual perception of children. Butunfortunately, instructors are underutilizing this useful resource.Used relevantly, pictures can getthe children’s attention because the colors, or art, can not only demonstrate a topic or theme, butalso can help to provide an experience based on what children require in order to make the topicmore interesting, exciting, and enjoyable.In our project, we replaced the old pictures withdifferent 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 pictureshave advanced topics like respiration, water cycle, and blood circulation; it will be easy for themto remember the topics.
12Videos also add another benefit. It has been found that students who watch videos “understandconcepts more rapidly and are more enthusiastic about what they are learning. With video as onecomponent in a thoughtful lesson plan, students often make new connections between curriculumtopics, 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. Anotherstrength in the use of video is that students must employ two of their five senses: hearing andsight. This will better encode the information to help children remember the material for a longtime. Video is also helpful in instruction because it helps to “illustrate complex, abstractconcepts...that can’t be done in class” (NTTI). We found good videos that explain the humanbody 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 thisis a useful endeavor.2NTTI. (n.d.) National Teacher Training Institute.Retrived March 1, 2013, fromhttp://www.thirteen.org/edonline/ntti/resources/video1.html
13 PROJECT STAKEHOLDERSPerson/Group Description Communication Impact on project MethodDr Boileau Instructor for the ISU email, Google Will have final approval of Class. Docs comments project. And will be ultimate judge the quality of the work SponsorTeam 2 Safaa, Amena, Amongst group: Will create all work material. Shaimaa, Ohoud, Gmail, Google Docs Responsible for meeting Andrea comments, ISU requirements. email Main creator of material Outside of group: ISU email, Google docs comments, informal discussionElementary Target Audience Informal Creating product to meet theirStudents conversation during needs/wants. The our target assessment of Assessments will be used to learners will be product by Amena change the product if needed. students in 5 and and Ohoud 6 grade (k-5& k- 6)Students in Tertiary Client Informalclass No formal impact. They willCIMT 687 discussion be observers during the finalClass presentation. Questions asked during class time may better inform the group on instructor expectations.
14 SWOT ANALYSIS 3 Helpful Harmful Strengths Weaknesses Have experience creating Slight language gap Google Sites Not Familiar with OpenProj Internal Group Synergy Functionality (organizational) Large Group (more resources) Classload Familiarity with children Majority of group are 1st semester Opportunities Threats Emphasis on STEM education Timeframe External Rise in societal desire for e- Class load (environmental) books and other interactive Copyright law mediaDCPIFactor Ranking RationalInternal 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.Environmental 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 priorityTotal 2.5FINDINGSThe SWOT analysis and DCPI evaluator show that this project has a high probability of succeeding.A full risk analysis will be provided as a part of Semester Project – Part 2.3Graph format from: SWOT analysis. (2013, February 8). In Wikipedia, The Free Encyclopedia. Retrieved 03:07,February 20, 2013, from http://en.wikipedia.org/w/index.php?title=SWOT_analysis&oldid=537145229