project e-schools management systems phase ii€¦ · project justification: this new e-school...

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Fall 2015

PROJECT E-SCHOOLS MANAGEMENT SYSTEMS – PHASE II

JOSE PERALES, ROSALINDA CASTILLO, MATTHEW LONGORIA

Project E-Schools Management Systems J. Perales, R. Castillo, M. Longoria

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Contents Requirements Traceability Matrix ................................................................................................................ 2

Project Scope Statement .............................................................................................................................. 3

Work Breakdown Structure (WBS) ............................................................................................................... 5

WBS Dictionary ............................................................................................................................................. 6

Activity List .................................................................................................................................................... 7

Milestone List ................................................................................................................................................ 8

Activity Duration ........................................................................................................................................... 9

Gantt Chart ................................................................................................................................................. 10

Project Cost Estimate .................................................................................................................................. 11

Project Cost Baseline .................................................................................................................................. 12

Progress Report ........................................................................................................................................... 13


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Requirements Traceability Matrix Requirement

No.

Name Category Source Status

1 Stakeholders

ID

Project

Initiation

Team Lead Complete

2 Stakeholder

Register

Project

Initiation

Faculty/Staff/Student/Parent

support

Complete

3 Project Charter Project

Initiation

Team Lead Complete

4 RTM Project

Planning

Team Lead/Members Complete

5 Scope

Statement

Project

Planning

Team Members Complete

6 Work

Breakdown

Structure

Project

Planning

Team Lead/Members Complete

7 User Input

Code

Project

Execution

Visual Basic Coding for

teacher/staff input data

In Progress

8 User Output

Code

Project

Execution

HTML Coding for

parent/student output data

In Progress

9 Code Testing Project

Execution

Team Lead/Members Not

Complete

10 Update School

Servers

Project

Execution

On-site upgrades if

necessary

Not

Complete

12 Software

Deployment

Project

Execution

Install software on all

classroom computers

Not

Complete

13 Post

Deployment

Testing

Project

Execution

Team testing Not

Complete

14 User Training Project

Execution

Team Lead/Members will

train faculty, staff, and

parents

Not

Complete

15 Support

Documentation

Project

Execution

Release support documents

for

faculty/staff/students/parents

Not

Complete

16 Software

Updates

Post

Execution

Release updates to software

as bugs are discovered

Future


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Project Scope Statement

Project Title: E-schools Management Systems

Date: October 12, 2015 Prepared by: Jose Perales, Matthew Longoria, Rosalinda

Castillo

Project Justification: This new e-school management system will provide access to student

grades, attendance, and schedules, for parents to view at their convenience. Parents will be

able to access and update student information once they are logged on.

Parents will be able to stay informed in regards to their child’s academics. This system will

save time and money. Teachers can focus on the academics and will save time and paper by

not having to run copies and waste paper.

.

Product Characteristics and Requirements:

1. Server to run the e-school software

o Enrolls Users

o Gives the user a username and password

o Updates according to input from staff/administrators

o Security from outside network attacks

2. Internet access through a VPN or ISP

o A VPN to the server can be setup for direct access

o The user and server must have internet access to login

3. User Accounts for each parent/student to login

o Unique ID will be setup for each student

o Parents will be emailed and notified of these accounts

o Login will require navigation to webpage

o A password will be assigned and changed upon first login

4. Graphical User Interface for easy navigation

o Easy to use navigation even for the computer illiterate Tabs for

Grades, Attendance, Contact Info, etc.

o Very “light” feel to the webpage


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Summary of Project Deliverables

Project management-related deliverables: business case, charter, team contract, scope

statement, WBS, schedule, cost baseline, status reports, final project presentation, final project

report, lessons-learned report, and any other documents required to manage the project.

Product-related deliverables: research reports, design documents, software code, hardware,

etc.

1. School District servers will need to be updated to run the new software

2. More storage space will be needed therefore larger hard drives must

incorporated to support the amount of data inputted

3. Research shows parents will be more involved with their child’s academic

success with e-school management systems

4. Visual Basic will be used desktop versions

5. HTML will be used for mobile applications

6. Implementation of the software on the network would require setting up Static

IP addresses and a VPN for security encrypted access

Project Success Criteria: This project will be determined successful if it is user friendly,

and runs smoothly enough for staff and parents to access. Student success is very

important to the school district, therefore success would require improvement in student

attendance and grades.

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Project E-Schools Management System

J.Perales, R. Castillo, M. Longoria

Work Breakdown Structure (WBS)

Att

Project E-School Management Systems

Phase I

Team Contract

Stakeholder Register(a)

Project Charter

Phase II

Project Management

Project Management Plan

Scope Statement

Project Schedule

Risk Plan

Change Plan

Site Design(b)

Site Map(c)

Graphic Design(d)

Features(e)

Records(f)

Grades(g)

Schedule(h)

Attendance(i)

Student Info(j)

Project E-Schools Management System J.Perales, R. Castillo, M. Longoria

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WBS Dictionary a. The stakeholder register must include all parties involved in the E-Schools Management

System, including district administrators, campus administrators, campus staff, teachers,

students, as well as members of the IT team (IT Lead and secondary members).

b. Site design will be the suggested layout for the input and output forms for the

management system; team members will need to discuss with students, parents, and

teachers with what should be listed.

c. Site map must include all requests from the site design brainstorming suggestions.

d. Graphic design will be conducted using Visual Basic for the teachers and staff to input

student records and data. It will be outputted in HTML so that parents can use a unique

logon on their children’s school’s website to look up current records for their

child/children.

e. Features must include options to request e-mails be sent to parents when their children

fail an exam, miss a school day, or when a teacher requests a face-to-face meeting.

f. Records should list information such as district and school name, active administration,

counselors, phone numbers, and address.

g. Grades must be easily accessible for all parents and be updated weekly with added

emphasis after each six weeks period.

h. Each student’s current daily/weekly schedule should be listed, as well as any extra-

curricular activities the student will be participating in.

i. Each student’s current year-to-date attendance record will be listed. Include all absences

(excused/unexcused) as well as recorded tardiness.

j. Student info will show name, homeroom, assigned counselor, grade level, contact phone

number, current address, adults assigned permission to withdraw student from class.


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Activity List Process Group Integration Management

Process

Major Output

Project

Initiation

Identify Project

Stakeholders

List of project stakeholders and project roles

Develop Project Charter Reason for project

Project

Planning

Write Scope Statement Detailed information of project needs

Pre-Team Meeting

Planning

Discuss project

Develop Project Plan Have a plan for the project

Project

Execution

Project Execution

Meeting

Discuss execution of project

Write and Test Code This will be the actual e-school management software making and testing

stage

Procure VPN/ISP Establish connection for users to school webpage login for the e-school

management

Update School Servers Any necessary hardware/software upgrades needed for the school servers to

accompany the new e-school system

Purchase addition Storage Needed for the new amount of data input to the severs

Pre-Deployment Testing Use a small LAN to provide testing of software

Deploy District-Wide Actual rollout of software to school servers

Post-Deployment Testing Making sure everything is running accordingly

User Training Training staff and parents on new software

Project

Control

Project Management Oversee the project status and making sure everything is moving along to

finish by deadline

Team Meetings Meetings for project status

Risk Management Discuss project risks

Project

Closeout

Final Documentation Document the final status of the project and wrap up

Updates Periodically rollout updates to software as need


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Milestone List Milestone Due Date Who’s Responsible

Identify Project Stakeholder Completed Jose Perales

Develop Project Charter Completed Jose Perales

Scope Statement Completed Rosalinda Castillo

Project Planning Team Meeting Completed I.T. Department

Develop Project Plan Completed I.T. Department

Project Execution

Team Meeting

Completed I.T. Department

Coding and Testing 11/8/15 Matthew Longoria

Procure VPN/ISP 11/15/15 Jose Perales

Update School Servers 11/20/15 Jose Perales

Purchase Additional Storage 11/12/15 Gabby De La Rosa

Testing Phase (Pre-Deployment) 11/30/15 I.T. Department

Deploy District Wide 12/9/15 I.T. Department

Testing Phase

(Post-Deployment)

12/19/15 I.T. Department

User Training 12/31/15 Rosalinda Castillo

Project Management Constant Through Project Jose Perales

Project Status Meetings Beginning and Middle of Each

Month

I.T. Department

Risk Management Meetings 1st and 3rd Week of Each Month I.T. Department

Post Risks Assessment End of Each Month Jose Perales

Final Documentation 12/10/15 Jose Perales

Updates 12/31/15 I.T. Department

Project E-Schools Management System J. Perales, R. Castillo, M. Longoria

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Activity Duration

Expected Duration: 4 Months

Start: Aug 1st, 2015 End: Nov 30st, 2015

Actual Duration: 5 Months

District In-service Thanksgiving Holiday Christmas Holiday

Start: Aug 1st, 2015 End: Dec 31st, 2015

75%50%25%

75%50%25%


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Gantt Chart


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Project Cost Estimate # Units/Hr. Cost/Unit/Hr. Subtotals Level 2 Totals % of Total

Project

Management

$78,000 36%

Project Manager 960 $50 $48,000

Project Team

Members

1500 $20 $30,000

Program Design $23,000 10%

Software Coding 750 $20 $15,000

Software Beta

Testing

400 $20 $8,000

Project Execution $110,000 50%

VPN/ISP Upgrade 12 $5,000 $60,000

Data Storage 5 $10,000 $50,000

Post Roll-out

Testing

200 $20 $4,000 $4,000 2%

Training, Rollout

and Support

200 $20 $4,000 $4,000 2%

Total Cost

Estimate

$219,000 100%


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Project Cost Baseline 1 2 3 4 5 Totals

Project

Management

Project Manager $9,600 $9,600 $9,600 $9,600 $9,600 $48,000

Project Team

Members

$6,000 $6,000 $6,000 $6,000 $6,000 $30,000

Program

Design

Software Coding $3,750 $3,750 $3,750 $3,750 $15,000

Software Beta

Testing

$2,667 $2,667 $2,666 $8,000

Project

Execution

VPN/ISP

Upgrade

$15,000 $15,000 $15,000 $15,000 $60,000

Data Storage $25,000 $25,000 $50,000

Post Roll-out

Testing

$4,000 $4,000

Training,

Rollout and

Support

$4,000 $4,000

Totals $15,600 $34,350 $37,017 $62,017 $70,017

$219,000


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Progress Report

Project Name: Project E-Schools Management System

Team Member Names: Jose Perales, Matthew Longoria, Rosalinda Castillo

Date: September 20, 2015

Work completed this reporting period:

- Phase II completed

- Project Scope Management

- Project Time Management

- Project Cost Management

Work to complete next reporting period: Work for Phase III

- Project Quality Management

- Project Human Resource Management

- Project Communications Management

What’s going well and why:

- The team supports the group leader’s decisions and has managed to complete all project

assignments by the due date.

What’s not going well and why:

- The team has not yet been able to successfully manage the separation of duties within the

group. While team work is getting completed, some team members are unfairly burdened

with extra tasks.

Suggestions/Issues:

- Conduct group conferences more often through text, e-mail, online chat, and face to face.

- Divide work better between individuals.

- Require entire team approval before signing off on project material.

- Group needs to communicate more often and more efficiently.

Project changes

- The team will need to more effectively communicate between members so that the success

of this project continues on schedule. The team will need to better communicate to better

distribute and complete project tasks.

project e-schools management systems phase ii€¦ · project justification: this new e-school...

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