1.
Project Book
NOMO
April 4, 2016
Jessica Neary
Tosan Igho­Osagie
Christie North
Andrew Contini
Ambreen Kaur

2.
Table of Contents
Business and Social Need ……………………………………………………………....…..2
Main Features and Functions ………………………………………………………………. 2
Determination of Success ……………………………………………………………………2
Project Charter ​………...………………………………………………………………………...…..2
Project Objectives ………………………………………………………………………….... 2
Business Case ……………………………………………………………………………..... 3
High Level Scope ……………………………………………………………………………. 3
Major Stakeholders ………………………………………………………………………….. 3
Human Resources Required ……………………………………………………………….. 4
Milestone Schedule ­ Key Deliverables ………………………………………………….....4
Budget Summary …………………………………………………………………………......5
Major Risks …………………………………………………………………………...............5
Constraints and Assumptions ……………………………………………………...………..5
Communications Plan …………………………………………………………………...….. 5
Responsibility Matrix ………………………………………………………………………….6
Work Breakdown Structure ………………………………………………………...………. 7
Activity Sequencing……………………………………………………………………..…… 7
Schedule​ …………...……………………………………………………………………………....…8
Network Diagram ………………………………………………………………………........ 8
Gantt Chart ………………………………………………………………………….............. 9
Project Budget​ …………………………………………………………………….......................... 9
Budget Details …………………………………………………………………………..........9
Project Change Procedure …………………………………………………………..…..... 10
Risk Report …………………………………………………………………………............. 11
Close​ ………………………………………………………………………….................................. 12
Close Project Procedure ………………………………………………………………...…. 12
Lessons Learned ………………………………………………………………………........ 13
Appendix A: Project Change Form……………………………………………… ……....................14
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3.
Business and Social Need
This project is being created to streamline the recruitment process and improve the job fit of
applicants to available positions. NOMO will strive to achieve this by reducing time spent by
applicants constructing differentiated resumes targeted towards specific job postings. NOMO’s
specialized algorithm will also match an applicant’s personality dimensions to the organizational
culture and job role stated within a posting. NOMO is committed to providing a unique and
efficient experience for its users.
Main Features and Function of NOMO
NOMO is a​ ​matchmaker website developed for optimal recruitment and job searching.
NOMO’s mission is to provide a service that facilitates the job search process and recruitment
experience for both applicants and employers. Job searching and recruitment are
time­consuming endeavours for both parties, whether screening or tailoring a resume. This
service addresses the arduous process of recruitment by concentrating on applicants’ skills and
abilities for a better job fit. Specific features include the use of a standardized application form
rather than a resume, and the use of personality testing. Recruiters can easily define which
factors they are seeking in an applicant using keywords and relevant personality dimensions.
Users access the database of applicants and open positions based on keyword searches using
NOMO’s specialized matchmaker algorithm. This provides ratings for how well a job description
matches an applicant’s profile. Additionally, NOMO will utilize a government program where
funding is provided as an incentive for organizations to hire students.
Determination of Success
To determine the success of NOMO, the end product will have to be of the quality
determined by the sponsor, be completed in the specified timeframe, and completed without
exceeding the allocated budget. To meet quality requirements, the service should have the
ability to streamline the recruitment process, matching applicants with recruiters that are the
best fit for the organization. The fit will be based on applicants’ personalities and skills. In
addition, the quality of the product will be based on positive feedback about utility and
user­friendliness, provided by its users. The predetermined timeframe for the project is 59 days
and the allocated budget is $60,490.00 with a 10% contingency of $6,049.00. Should the project
meet all three requirements, it will be determined a success.
Project Charter
Project Objectives
This project is being created to streamline the recruitment process and improve the job
fit of applicants to available positions.The service addresses the arduous process of recruitment
by concentrating on applicants’ skills and abilities for a better job fit. The project was selected to
facilitate talent acquisition and fit at the organizational level, team level, and job level. The
objective of this project is to establish a time­ and cost­efficient tool for recruiters and applicants.
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4.
Business Case
In today’s competitive business world, there is growing need for organizations to
leverage their business outcomes by attracting and recruiting top talent. Recruitment is a
fundamental component of talent acquisition that supports the success of business initiatives
including performance, financial, and growth targets. Human Resource Professionals must tailor
their efforts to streamline the recruitment process in order to achieve the target of their goals.
NOMO recognizes that the recruitment process can be challenging and often does not result in
ideal candidate screening. The proposed solution is to offer clients a matchmaking service to
streamline the recruitment process for Human Resources professionals and to facilitate the
process of job searching for applicants.
High­Level Scope
The scope of the project has the following characteristics:
○ ​User­friendly:​ Applicants and recruiters navigate the website with ease, allowing them to
utilize the well­designed functions.
○ ​Point­of­view:​ The point of view for users of the website are based on two perspectives;
the recruiter and the applicant.
○ ​Efficient and Organized: ​The layout of the website will be organized in such a way that
allows users to find what they need in a time­saving manner.
○ ​Detail­oriented: ​The website allows for detailed input and output via keyword searches.
○ ​Standardized Format for Applications:​ In respect to job requirements, the website
features a standardized application form based on candidates’ personalities and skills
rather than the standard method of uploading a resume.
○ ​Accessible From Several Mediums: ​Users can access the service using their computers
and portable devices.
○ ​Advanced Search Engine:​ Users of the service are able to conduct advanced searches
via algorithms directing users to new jobs and/or information are uploaded into the
system.
Major Stakeholders
Project Manager​:​ ​The Project Manager compartmentalizes roles, delegate tasks, negotiates
with third parties (the Government of Canada and AJACT Board of Directors), monitors and
controls the budget and timeline of the project, ensures the project meets the sponsor’s
expectations of quality, maintains direction for goals and project objectives, communicates with
team members, and oversees production, integration, and collaboration.
Project Team​: The project team possesses the KSAOs applicable to the development of the
service including web development, programming, and marketing. The team will report to the
project manager regarding progress of the project, contribute to creative components required in
the planning process, give resource consultation, and execute project tasks.
Sponsors/Functional Management: ​The AJACT Board of Directors and Government of Canada
are responsible for funding the project, approving proposals, and approving the final result. In
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5.
addition they are accountable for upholding company policies and ensuring that the project is in
line with the organizational strategy.
Customer: ​The customers are recruiting firms that can utilize the service to facilitate talent
acquisition and employee fit at the organizational level, team level, and job level.
Users: ​The users include recruiters and job applicants. Both categories inform the functions of
the service and deliver feedback.
Human Resources Required
The required human resources include a web developer to develop distributed network
applications; a programmer to compose instructions for the system to refer to when performing a
given action; a database administrator to maintain and operate the database; a marketer to
market and advertise the service on behalf of the customer; a Project Manager to oversee and
coordinate the project; and an accountant to prepare, audit, and analyze monetary funds.
Milestone Schedule and Key Deliverables
The key milestones and deliverables for the project are listed below:
Phase Milestone Deliverable Date
1 Project Initiation o Board of Directors propose the initiative
o Information Gathering
o Market Research
o Stakeholder Meeting
o Establishing the Charter
February 15, 2016
2 Planning o Milestone schedule
o Resource list
o Delegating tasks to project team
o Negotiation and contract agreements
March 7, 2016
3 Website
Development and
Design
o Graphics
o Layout
o Widgets
o Coding
o Programming
March 20, 2016
4 Pilot Launch and
Feedback
o Collect user feedback
o Reassess
o Redesign
April 6, 2016
5 Full Launch o Marketing of service
o Maintenance
April 14, 2016
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6.
Budget Summary
❏ Compensation for team members (40%)
❏ Equipment and supplies (20%)
❏ Web design and programming (25%)
❏ Marketing initiative (15%)
❏ Contingency budget (10%)
Major Risks
Three major risks have been identified.
❏ High number of jobs, low applicant participation
❏ Competition with companies that offer services with similar features
❏ Change requests by sponsor
Constraints and Assumptions
These include organizational, environmental, and external assumptions and constraints.
❏ Constraints:
○ Project timeframe, allocated budget, level of expertise of project team
❏ Assumptions:
○ Team competencies and skills, user popularity, market availability and stability of the
economy, insufficient talent pool of applicant users.
Communications Plan
Stakeholder Information Required Medium for Communication
Project Sponsor ­
AJACT and
Government of
Canada
Progress is outlined in
relation to timeline and
budget variances
Reports are prepared by the PM at end of
each week and sent for review by Monday 9
AM. Briefing meetings are held bi­monthly
Project Manager Resources needed, budget
and time variances, tasks for
testing and all progress
Daily updates provided via the program,
weekly status meetings with Project Team,
email communication with sponsors.
Project Team Program tasks, schedule
and timeline of
dependencies for tasks,
requirements and feedback
for quality and approval
Information is sharing is organized via a
program that tracks project tasks. Team
members provide daily updates indicating
percentages of tasks they have completed
Customer ­
Recruiting Firms
Description of what the
service offers ie. main
features and benefits
Email communication and surveys responses
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7.
Responsibility Matrix
Coding key: R ­ Responsible, A ­ Accountable, C ­ Consulted, I ­ Informed
Activity Sponsor Project
Manager
Project
Team
Customer
1. Market research and information
gathering
C A R I
2. Establish Project Charter A R C I
3. Milestone Schedule (ongoing) A C R I
4. Resource List A C R I
5. Negotiation and Contract Agreement A R I C
6. Design website graphics, layout and
widgets
A C R I
7. Coding and Programming A C R I
8. Launch pilot website A C R I
9. Collect user feedback A C I R
10. Reassess and redesign A C R I
11. Full launch of website A C R I
12. Market service A C R I
12. Close project A R C I
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8.
Work Breakdown Structure
Activity Sequencing
WBS
Letter
Activity Name Duration Preceding
Activity
A Board of Directors propose the initiative 1 day N/A
B Information gathering 9 days A
C Market Research 15 days A
D Stakeholder meeting 1 day B, C
E Establish project charter 1 day D
F Plan milestone schedule 1 day E
G Create a list of necessary resources 1 day E
H Delegate Tasks 1 day F, G
I Negotiations and contract agreements 1 day H
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9.
J Design website graphics, layout, and widgets 10 days I
K Website coding and programming 10 days J
L Integrate developer, programmer, and database
administrator duties
10 days K
M Integrate psychological tests into website 4 days L
N Launch pilot website 1 day M
O Collect user feedback 22 days N
P Reassess and redesign 10 days O
Q Full launch of website 1 day P
R Market service 5 days P
S Project close 1 day Q, R
Network Diagram
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10.
Gantt Chart
​Project Budget
Resource Name Hourly Rate Total Hours Total
Project Manager $ 35.00 384 $ 13,440.00
Sr. Team Member $ 30.00 300 $ 9,000.00
Int. Team Member $ 27.50 300 $ 8,250.00
Jr. Team Member $ 25.00 300 $ 7,500.00
Web designer $ 32.00 224 $ 7,168.00
Programmer $ 27.00 216 $ 5,832.00
Marketing Specialist $ 25.00 72 $ 1,800.00
Equipment and Supplies Price Quantity
Computer Equipment $ 1,200.00 2 $ 2,400.00
External Hard Drive $ 200.00 2 $ 400.00
Server (Computer) $ 1,200.00 1 $ 1,200.00
Supplies
Marketing Supplies $ 2,000.00
Miscellaneous Supplies $ 1,500.00
Subtotal $ 60,490.00
Contingency (10%) $ 6,049.00
Grand Total $ 66,539.00
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11.
Project Change Procedure
Key Factors to be Monitored:
1. Cost: ​Do the resources and costs match the budget?
2. Performance: ​ Speed and quality are monitored by PM through data collection program that
indicates the percentage of tasks completed as progress occurs. Testing is conducted by the
PM.
3. Time​: Project phases are on schedule.
Process for Collecting Data
1. Status meetings are held once per week with Project Team and Project Manager.
2. Meetings are held bi­weekly between Project team members ie. web developer, programmer
etc.
3. Information is sharing and organized via a program that tracks project tasks. Team members
provide daily updates indicating tasks they have completed and/or the percentage of tasks they
have completed. Tasks are lined up based on dependencies.
4. Quality of tasks are assessed by the Project Manager. The Project Manager monitors the
ongoing activities of the project team by performing task testing. The team members create task
tests of their programming so that the Project Manager can assess the validity of the program
task by testing if it does what it is supposed to be doing and evaluating. Approvals are made by
the Project Manager.
5. In the event that a stakeholder requires a change in the project plan, a change request form is to
be filled out. See project change form (Appendix A).
Report Sharing
1. Reports are prepared by the project manager by the end of each week indicating cost
variances, timeline variances, and percentages of completed tasks.
2. Reports vary based on external stakeholders and internal project team.
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12.
Risk Report
There are several foreseeable risks that NOMO might encounter. Firstly, as it is a
service that relies on high usage by applicants, a possible risk that could be faced in the future
is publication of a high number of jobs but low participation by applicants. Due to the fact that
this is an external factor, the probability of this issue arising is high. Its impact would also be
significant. In order to resolve this risk, it would be beneficial to transfer some of the contingency
funds to the marketing budget. By increasing the budget, more funds would be available to
ensure that there is adequate public awareness and demand for NOMO’s services.
The second possible risk that NOMO could face is competition from other recruitment
websites such as LinkedIn or Indeed. Though NOMO’s service is unique, it has some features
that are comparable to those of the other recruitment websites. However, since his risk has a
moderate probability of occurring and NOMO will use the best technology available, it is
estimated that this will have a moderate impact on the overall project. Nonetheless, this is a
high priority for NOMO as it strives to be the leader in recruitment services. An appropriate
response would be to integrate new systems into NOMO’s website design in order to compete
in the market.
The final foreseeable risk is last minute changes requested by the sponsors. This has a
low probability as most content would be discussed earlier in the project schedule. However, if
an unforeseen circumstance prompts the sponsors to request these changes, referring to the
change procedure would be the first step in resolving the issue. An evaluation of the change
would be the next step. The final steps would be negotiation of the content changes to the
website and the execution of the changes.
Risk
Number
Risk Description
Probability
(H/M/L)
Impact
(H/M/L)
Priority
(1,2,3)
Risk Response
1. High number of
jobs, low
applicant
participation
H H 1 Use contingency funds
towards more marketing
2. Competition with
more efficient
systems
M M 1 Introduce new systems in
order to compete in the
market.
3. Change requests
by sponsor
L M 3 Attempt to negotiate
content.
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13.
Project Closure Report
Schedule Performance
The start date of the project was February 15, 2016 and the end date was April 14, 2016
­ a total of 59 days. The project was finished on time with no variances between the predicted
and actual completion of the project.
Budget Performance
The total cost of the project was $66,539.00 which included a 10% contingency of
$6,049.00. After reviewing each cost by category during our final budget review meeting, the
final budget matched the projected budget proposed during the project initiation phase. The only
exception was the marketing budget, to which was added the 10% contingency funds.
Change Management
During group meetings, after discussing and reviewing all documents submitted by the
teams, all the projected goals were on schedule. With the exception of marketing, there was no
major change made by any of the departments that affected the scope, budget or schedule.
Risk and Issue Management
A total of three risks were identified and described in the risk assessment report. Given
that they were anticipated, they were addressed swiftly and effectively.
Human Resource Management
The project had efficient and competent people to execute it. Weekly meetings were held
to monitor its progress and all members of the team communicated constantly to ensure that it
went ahead as smoothly and efficiently as possible.
Project Organization Structure
The weekly meetings scheduled were a success and if any emergency meetings were
scheduled, the sponsors and boards of directors were always available. Decisions were made
quickly, based on information gathered and calculated estimates.
Customer Feedback
Feedback process would be initiated immediately after the launch of the website. Results
will be collected after a week and analyzed. After this, monthly reports will be submitted and
analyzed to ensure that corrections are made where necessary and customer satisfaction is
optimized.
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14.
Lessons Learned
1. The team learned that flexibility is important, especially when developing a new service
dealing with technology.
2. Estimates can be difficult to predict at the beginning stages of a project. Subject matter
expertise may be required in order to estimate the cost of resources, equipment, and supplies,
and forecast contingencies to related costs.
3. Contingency funds are necessary and can help with last minute issues. An example was the
allocation of the contingency funds to the marketing budget which had be understated at the
outset of the project.
4. Setting regular meetings in advance is necessary to keep the project on track. There was
positive improvement in the quality of the work when team members held face­to­face meetings
when compared to online communication, however both were necessary depending on the
tasks.
5. ​Communication between stakeholders and the Project Manager is of the utmost importance.
Keeping both lateral and vertical lines of communication consistently open contributed to
efficient execution of the project.
Contract Termination
At the time of this report, the project has been almost completed, with the exception of
the first launch and feedback, and the full launch. All contractual obligations (up to this point)
have been fulfilled to satisfactory levels, based on agreed upon standards.
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15.
Appendix A
Project Change Form
Change Request
Project: Date:
Requestor: Project Category:
Describe the change being requested.
Describe the reason for the change.
Describe which aspects of the project the change will affect ie. web development,
design, marketing etc.
Describe other options that have been considered and justify why they were not
chosen.
Describe the risks associated with the change.
Describe the resources necessary for this change to occur.
Board Approval:
Name Signature Date
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16.
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