Upload
ninotchika-pery
View
162
Download
1
Tags:
Embed Size (px)
DESCRIPTION
This is a Project conducted by the MBA Students from The International Academy of Management and Economics. This is to help the residence of a baranggay to be computer literate
Citation preview
Computer Literacy Seminar at Barangay Canlalay Binan, Laguna
a PROJECT MANAGEMENT PROGRAM
of iDigitized TeamSeptember 6 2014
Members:
Miguelito Casbadillo Marvin Mercado Resmon Gonzales Ninotchika Santi Pery Ernie Dennis Corpuz Vohn Ryan Preciosa
AGENDA
Introduction Project Management Approach Project Scope Milestone Work Breakdown Structure Change Management Plan Communication Management Plan Risk Management Plan Cost Management Plan Quality Management Plan and Baseline Conclusion Action Learning
INTRODUCTION
INTRODUCTION
Project Management Topic Current State of the Stakeholder’s Social Relevance
INTRODUCTION
INTRODUCTION
Current State of the Stakeholder’s 1. How often do you use a computer?
100%
Frequency of Using Computer (n=7)
DailyAt least twice a weekOnce a weekOnce a monthNone
INTRODUCTION
Current State of the Stakeholder’s 2.What computer hardware are you familiar with?
Frequency of Using Computer (n=7)
Mouse Keyboard Monitor None Please specify others
% Person Familiar with 1 1 1 0.142857142857143
0
10%
30%
50%
70%
90%
% Person Familiar with (n=7)
% P
eson
Fam
iliar
with
INTRODUCTION
Current State of the Stakeholder’s 3.Where do you usually use the computer?
Frequency of Using Computer (n=7)
100%
Area where they usually use the computer (n=7)
WorkHomeInternet CafeNone
INTRODUCTION
Current State of the Stakeholder’s 4.Do you have an e-mail account?
Frequency of Using Computer (n=7)
100%
Persons who have e-mail accounts(n=7)
YesNo
INTRODUCTION
Current State of the Stakeholder’s 5. What program application are you familiar with?
Frequency of Using Computer (n=7)
Microsoft Word
Microsoft Excel
Internet Navigation
None Facebook Microsoft Word
Microsoft Excel
Internet Navigation
None Facebook
Frequency
0 2 1 0 6
% Frequency
0 0.285714285714286
0.142857142857143
0 0.857142857142857
0.5
2.5
4.5
6.5
5.0%
25.0%
45.0%
65.0%
85.0%
Application Programs that they are familiar with (n=7)
Fre
quency
INTRODUCTION
Current State of the Stakeholder’s 6. On the average, how often do you use the program application
that you selected from item #5.
Frequency of Using Computer (n=7)
43%
43%
14%
Frequency that they are using the Application programs on #5.
(n=7)
Daily
At least twice a week
Once a week
Once a month
None
INTRODUCTION
Current State of the Stakeholder’s 7. On the scale of 1 to 5 ( 5- being the expert, 1- being not
familiar with computer), what would you consider your skill be?
Frequency of Using Computer (n=7)
14%
71%
14%
Frequency that they are using the Application programs on #5.
(n=7)
1 2 3 4
5
INTRODUCTION
Current State of the Stakeholder’s 8. Computer related know-how questions.
INTRODUCTION
Demographics
PROJECT MANAGEMENT APPROACH
PROJECT MANAGEMENT APPROACH
This outlines the over-all management approach of the project.
Project approach flow
Team composition
Distribution of workloads
PROJECT MANAGEMENT APPROACH
PROJECT MANAGEMENT APPROACH
Team composition and Work distribution
PROJECT SCOPE
PROJECT SCOPE
The project scope serves as the starting point of the project in order to avoid confusions as you work along with it.
Defined Scope of the Project
Constraints of the Project
PROJECT SCOPE
Scope of the Project Basic understanding on Computer Literacy Conventional/ interactive course format of learning Donation of 1 computer with licensed Microsoft programs Quality hand-outs during the seminar Download seminar module to Slideshare Post evaluation survey
PROJECT SCOPE
Project Constraints Internet connection and printer not included Installation of unlicensed software after equipment turn-over Knowledge progression of the stakeholders Revisions of outdated hand-outs Training/ discussion of the participants to other people after the
seminar resulting to confusions and misinterpretations Status and usage monitoring of the computer after its turn-over Maintenance of the computer
MILESTONES
MILESTONE
Criteria of choosing a milestone How important is this task, decision or event to the execution of
the over-all project? HIGHLY IMPORTANT = MILESTONE
What is the likely impact of this task, decision or event is not met on time or as needed? SERIOUS IMPACT = MILESTONE
Can this task decision or event be used as an indicator of project’s success? YES = MILESTONE
MILESTONE
Brainstorming and Preparation StageBrainstorming and Preparation Stage
1. Brainstorming a. Round Table Discussion for the Subject/Topic for PM b. Establishment for the Group Management Style on the Duration of the Project. 2. Working Plan a. Submission of the Project Charter MILESTONEb. Distribution of Group Work c. Setting of the Meetings 3. Meeting Schedules MILESTONEa. 1st meeting b. 2nd meeting c. 3rd meeting d. 4th meeting e. 5th meeting 4. Seminar Preparation a. Training Module MILESTONEb. Seminar Program and Responsibilities c. Seminar Paraphernalia
MILESTONE
Implementation StageImplementation Stage
1. Seminar Launching
a. Venue Preparation
b. Registration
c. Materials Preparation
2. Seminar Kick-Off
a. Seminar Proper MILESTONE
b. Turn-over and Acceptance of Donated Computer to Brgy. Canlalay MILESTONE
3. Documentation/ Assessment
a. Post Seminar Survey MILESTONE
b. Pictures/ Evidences
MILESTONE
Final Documentation and Presentation Stage
Final Documentation and Presentation Stage
1. Documentations
a. PM topic outlines
b. Presentation slides MILESTONE
2. Final Presentation MILESTONE
a. Panel
b. Group assessment/ Learnings
c. Submission of Project
WORK BREAKDOWN STRUCTURE
WORK BREAKDOWN STRUCTURE
Work breakdown structure serves as the backbone of the project since it provides all the details that need to be accomplished based on the project timeline.
Work breakdown structure formulation
Work Estimates
WORK BREAKDOWN STRUCTURE
Stages of Work breakdown structure (WBS) based on the project of the team.
Brainstorming and Preparation Stage
Implementation Stage
Final Documentation and Presentation Stage
WORK BREAKDOWN STRUCTURE
Brainstorming and Preparation Stage PLAN ACTUAL MISSED
Brainstorming and Preparation Stage Jul August September Date ww31ww32ww33ww34ww35ww36ww37ww38ww39ww40
1. Brainstorming a. Round Table Discussion for the Subject/Topic for PM 2-Aug b. Establishment for the Group Management Style on the Duration of the Project. 2-Aug 2. Working Plan a. Submission of the Project Charter b. Distribution of Group Work c. Setting of the Meetings 3. Meeting Schedules a. 1st meeting 9-Aug b. 2nd meeting 16-Aug c. 3rd meeting 30-Aug d. 4th meeting 6-Sep e. 5th meeting 13-Sep 4. Seminar Preparation a. Training Module b. Seminar Program and Responsibilities c. Seminar Paraphernalia
WORK BREAKDOWN STRUCTURE
Round Table Discussion
WORK BREAKDOWN STRUCTURE
Team Logo
WORK BREAKDOWN STRUCTURE
Project Charter
WORK BREAKDOWN STRUCTURE
2nd meeting
WORK BREAKDOWN STRUCTURE
3rd meeting
WORK BREAKDOWN STRUCTURE
4th meeting
WORK BREAKDOWN STRUCTURE
5th meeting
WORK BREAKDOWN STRUCTURE
Implementation Stage PLAN ACTUAL MISSED
Implementation Stage Jul August September
Date ww31 ww32 ww33 ww34 ww35 ww36 ww37 ww38 ww39 ww40
1. Seminar Launching 6-Sep
a. Venue Preparation
b. Registration
c. Materials Preparation
2. Seminar Kick-Off 6-Sep
a. Seminar Proper
b. Turn-over and Acceptance of Donated Computer to Brgy. Canlalay
3. Documentation/ Assessment 6-Sep
a. Post Seminar Survey
b. Pictures/ Evidences
WORK BREAKDOWN STRUCTURE
Venue Preparation
WORK BREAKDOWN STRUCTURE
Seminar Proper
WORK BREAKDOWN STRUCTURE
Donation of Computer
WORK BREAKDOWN STRUCTURE
Final Documentation and Presentation Stage
PLAN ACTUAL MISSED
Final Documentation and Presentation Stage Jul August September
Dateww31 ww32 ww33 ww34 ww35 ww36 ww37 ww38 ww39 ww40
1. Documentations 24-Sep
a. PM topic outlines
b. Presentation slides
2. Final Presentation 27-Sep
a. Panel
b. Group assessment/ Learnings
c. Submission of Project
WORK BREAKDOWN STRUCTURE
Work Breakdown Estimates
ww31 ww32 ww33 ww34 ww35 ww36 ww37 ww38 ww39
PLAN WEEKLY AC-TIVI-TIES
0.064516129032258
1
0.096774193548387
1
0.193548387096774
0.258064516129032
0.35483870967742
0.741935483870968
0.806451612903226
0.838709677419355
1
AC-TUAL EXE-CUTED PER WEEK
0.064516129032258
1
0.064516129032258
1
0.193548387096774
0.225806451612903
0.35483870967742
0.709677419354839
0.741935483870968
0.838709677419355
1
10.0%
30.0%
50.0%
70.0%
90.0%
110.0%
Computer Literacy Work Estimates Gap Analysis
% C
om
ple
tio
n
Change project topic
Missed 1st meeting due to
company emergency
meeting of the majority of the
group
Seminar kick-off
Final documentations
CHANGE MANAGEMENT PLAN
CHANGE MANAGEMENT PLAN
Objective of this includes: Control of change governing the scope of the project, planning
and execution as well as its baselines.
Changes on the plan (addition or elimination) of activities must be documented, managed, controlled and tracked.
Approval and rejection of the changes is governed by the team members for this project as we need to assess: Time Cost Quality of work
CHANGE MANAGEMENT PLAN
DATE DESCRIPTION OF CHANGE REASON FOR CHANGE INITIATOR REMARKS
08/16/14Topic was changed from Financial Literacy Seminar to Computer Literacy Seminar.
Foreseen issues on tangible benefits. Vohn and Migs Approved by the
Team
08/16/14 Work estimates inclusion Served as guide in the progress of the project. Dennis Approved by the
Team
08/16/14Venue was changed from IAME lecture room to choosen Barangays in Binan, Laguna.
Triggered due to change of project's topic. Migs Approved by the
Team
08/24/14 Inclusion of pre-survey evaluation form. This will be used in Module design. Dennis Approved by the
Team
08/24/14 Suggested to conduct post evaluation feedback to the participants.
Gauging the quality and performance of the Team during the conduct of the seminar.
Resmon/ Marvin Approved by the Team
08/30/14From fund raising/ sponsorship to computer donation of 1 of our team member.
Time constraint. Migs and Notch Approved by the Team
08/30/14 From 2 Barangays to 1 Barangay to held the seminar.
The other Barangay did not accept the Team invitation to hold a seminar in their area.
Migs Approved by the Team
COMMUNICATION MANAGEMENT PLAN
CHANGE MANAGEMENT PLAN
This serves as a guide for the communication for each member throughout the duration of the life of the project.
Frequency of communication To whom to communicate
This also defines the project structure and methods of information collection and dissemination of the progress of the project.
Phone calls Short Message Service Face to face interaction
CHANGE MANAGEMENT PLAN
Contact details of the Team members
Name Team Responsibility E mail Cell Phone
Casbadillo, Miguel Venue and Stakeholder’s Coordination Team mcasbadillo@gmail. com 0917-504-2531
Corpuz, Ernie Dennis Documentation Team ernieden04@yahoo. com 0929-868-3295
Mendoza, Resmon Modules Preparation and Seminar Speaker [email protected] 0918-922-5173
Mercado, Marvin Venue and Stakeholder’s Coordination Team [email protected]
Pery, Ninotchika Santi Documentation Team notch.pery@outlook. com 0935-370-7149
Preciosa, Voughne Ray Documentation Team [email protected] 0920-973-3352
CHANGE MANAGEMENT PLAN
Types of communications used
Communication Type Description Frequenc
y Format Participants/ Distribution Deliverable Owner
Weekly Meeting Minutes of the meeting Weekly Email Project Team Status Updates
Weekly Project Team Meeting
(as per date defined in WBS)
Phone calls/ SMSUrgent matters that need to have an immediate solution
As Needed In Person Project Team Status Updates Project Team
Personal InteractionMeeting with the stakeholders As Needed In
Person Project TeamSite Visit and Stakeholder's Confirmation
Project Team
RISK MANAGEMENT PLAN
CHANGE MANAGEMENT PLAN
Risk are identified and analyzed in a random and brainstorming manner
It is very essential that potential risk are identified, categorized and evaluated by the group.
4M + E Parameters Potential Risk Risk Level Likelihood of Events Contingent Actions
RISK MANAGEMENT PLAN
4M +E Parameters Possible RiskRisk (Low, Medium,
High)
Likelihood of Event (Likely,
Certainty, Somewhat
Likely, Unlikely)
Contingent
Man
Audience
There can be changes on the audience demographics during the seminar.
Medium Somewhat LikelyPrepare back-up presentation. ( basic and advance presentation modules). Re-engineer the presentation.
There can be changes on the number of audience on set (The max capacity of the barangay hall is just 20 people)
Medium Likely Back up venue with in the vicinity: Gym
If there will be no audience Low UnlikelyBarangay officials will gather the students nearby the Barangay Hall to served as our participants.
Miscommunication between the facilitors and audience
Specific time of the seminar not met Low
Unlikely Reset the time and wait for the participants.
Somewhat Likely Seminar batching will be done.
Manpower
Lacking in manpower within the group Medium Somewhat Likely
Have a buddy for each of the member that can serve as a back up if there is anyone who will be absent
The team may get lost along the way High Certainty
Use the cellular phones to communicate with the team members who already know the location/ site
Team member commitment to the project. High Certainty
Sponsor Sponsorship back-out on the donation. High
Somewhat LikelyHave the group chip-in to purchase either a second hand or surplus computer set
Certainty Look for another sponsor
RISK MANAGEMENT PLAN
4M +E Parameters Possible RiskRisk (Low, Medium,
High)
Likelihood of Event (Likely,
Certainty, Somewhat
Likely, Unlikely)
Contingent
Materials
ProjectorProjector during the presentation is not available.
LowUnlikely Assign back-up member to bring
extra projector.Unlikely Have a back up cord and adoptor
VehicleLong waiting in the terminal resulting to the delay of the seminar
High Certainty Migs or Marvin will fetch us in Alabang
Projector Sheet No projector sheet Medium Somewhat Likely Use the baranggay white board
Tarpulin No tarpulin Low Unlikely Use a cartolina
Camera No camera Low Unlikely Use smart phones
Wifi in the vicinity No wifi on the area for the live demonstration High Certainty Bring pocket wifi or hotspot device
Group shirt No group shirt that has the logo of the school Low Unlikely Use white shirt
BudgetCost estimates unrealistic Medium Somewhat
Likely Most industry used 15% as a margin of error on cost estimates.
Overbudget High Somewhat Likely
RISK MANAGEMENT PLAN
4M +E Parameters Possible RiskRisk (Low, Medium,
High)
Likelihood of Event (Likely,
Certainty, Somewhat
Likely, Unlikely)
Contingent
Method
Conventional Seminar Style (Interactive)
Be a facilitator for the audience (This will rely on the target demograph of the audience)
Medium Somewhat Likely
Re-engineer the process and depend teaching style on the audience
Exceeds time duration
Project will be extended from its original finished date.
Medium Somewhat Likely
Monitor the progress of the project through work estimation and cope up through WBS multiple work strategy.
The project itself failed Quality baseline not met. Low Unlikely
Still present the project to the panel together with the action learning of the group.
Environment Weather
Acts of God such as typhoon, flood, earthquakes, volcanic activities etc.
Medium Somewhat Likely
Postpone the project implementation or continue if the weather condition is still managable.
COST MANAGEMENT PLAN
COST MANAGEMENT PLAN
It is a process of planning, controlling and monitoring the budget of the project.
The team has projected a market fare price for the items that need to be purchased during the duration of the project.
15% allowance on target = budget plan Budget Cost Analysis
COST MANAGEMENT PLAN
Budget Tarpulin T-shirt Ring binding Printing of the project
Hand-outs Transportation
BUDGET PLAN 4473.5 460 2760 138 138 517.5 460
TARGET 3890 400 2400 120 120 450 400
ACTUAL 3785 350 2240 100 120 375 600
PHP 250.00
PHP 750.00
PHP 1,250.00
PHP 1,750.00
PHP 2,250.00
PHP 2,750.00
PHP 3,250.00
PHP 3,750.00
PHP 4,250.00
PHP 4,750.00
BUDGET COST ITEM COMPARISON
CO
ST
(P
HP
)
COST MANAGEMENT PLAN
ITEMS
BUDGET PLAN(15%
allowance with respect to the
target)
%ALLOCATION TARGET %ALLOCATION ACTUAL %ALLOCATION
Budget PHP 4,473.50 100.0% PHP 3,890.00 100.00% PHP 3,785.00 100.00%
Tarpulin PHP 460.00 10.3% PHP 400.00 10.3% PHP 350.00 9.2%
T-shirt PHP 2,760.00 61.7% PHP 2,400.00 61.7% PHP 2,240.00 59.2%
Ring binding PHP 138.00 3.1% PHP 120.00 3.1% PHP 100.00 2.6%
Printing of the project PHP 138.00 3.1% PHP 120.00 3.1% PHP 120.00 3.2%
Hand-outs PHP 517.50 11.6% PHP 450.00 11.6% PHP 375.00 9.9%
Transportation PHP 460.00 10.3% PHP 400.00 10.3% PHP 600.00 15.9%
COST MANAGEMENT PLAN
Total Savings Tarpulin T-shirt Ring binding Printing of the project
Hand-outs Transportation Total Savings Tarpulin T-shirt Ring binding Printing of the project
Hand-outs Transportation
SAVINGS(Actual vs Budget Plan)
688.5 110 520 38 18 142.5 -140
SAVINGS(Actual vs Target)
105 50 160 20 0 75 -200
%SAVINGS(Actual vs Budget)
0.181902245706737
0.314285714285714
0.232142857142857
0.38 0.15 0.38 -0.2333333333333
33
%SAVINGS(Actual vs Target)
0.0277410832232496
0.142857142857143
0.0714285714285714
0.2 0 0.2 -0.3333333333333
33
PHP (300.00)
PHP (100.00)
PHP 100.00
PHP 300.00
PHP 500.00
PHP 700.00
-35.0%
-25.0%
-15.0%
-5.0%
5.0%
15.0%
25.0%
35.0%
45.0%
BUDGET COST ANALYSIS
Savin
gs (
PH
P)
QUALITY MANAGEMENT PLAN AND BASELINES
QUALITY MANAGEMENT PLAN AND BASELINES
This includes the planned targets that the team must have to meet to instill a quality on the project.
Expert speaker/ lecturer during the seminar Training success baseline based on Post survey
feedback from the participants Cost/ Budget success baseline – target vs actual Project duration
QUALITY MANAGEMENT PLAN AND BASELINES
Training plan baseline success
TRAINING SUCCESS BASELINE OF iDigitized
RATINGSResponse Rate based on the ratings below
Excellent Very Good Good Poor
Outstanding 70% 30%
Above Average 60% 40%
Average 50% 50%
Fair 40% 40% 20%
Poor 30% 40% 30%
Needs Improvement 20% 20% 30% 30%
QUALITY MANAGEMENT PLAN AND BASELINES
Cost/ Budget plan baseline success
COST/BUDGET SUCCESS BASELINE OF iDigitized
RATINGS Budget Remarks%Savings and or Over budget ( Actual vs Target)
Above 9.9% 6%~9.9% 1%~5.9% Below 1%
Oustanding Within the budget * Above Average Within the budget * Average Within the budget *Fair Over budget * Poor Over budget * Needs Improvement Over budget *
QUALITY MANAGEMENT PLAN AND BASELINES
Time frame of the project baseline success
PROJECT DURATION SUCCESS BASELINE OF iDigitized
RATINGS Duration Remarks% Days of Extension
>10days 6~10 days 1~5 days 0 day
Oustanding No time extension *Average With time extension * Fair With time extension * Poor Over budget * *
CONCLUSION
POST EVALUATION SURVEY
Seminar performance rating of the group.
Overall Seminar
View
Training Organiza-
tion
Quality of Handouts
Length and Pac-
ing of Training
Trainer(s) Venue I learnt some-
thing new
I learnt some-
thing use-ful
I can use this im-
mediately on my job
I can rec-ommend this train-
ing to others
Poor 0 0 0 0 0 0 0 0 0 0
Good 0 0 0 0 0 0 0 0 0 0
Very Good
0.16 0 0 0 0.2 0.12 0 0.08 0.16 0.12
Excellent 0.84 1 1 1 0.8 0.88 1 0.92 0.84 0.88
10.0%
30.0%
50.0%
70.0%
90.0%
110.0%
Post- Survey Feedback Results (n=25)
% R
esu
lt
BASELINE INDICES
Performance of the group based on the planned quality targets.
Actual: The speakers and lecturers are expert on computer literacy programs. Some of which already taught computer courses in prestigious universities in the Philippines .
The Module that has been designed by them is based upon the concept gathered through the pre-evaluation survey. Re-engineering of the Module has been immediately taken in order for it to adapt to the abrupt change of audience. From Barangay officials to children of Barangay officials and nearby students in the vicinity of the Barangay Hall.
BASELINE INDICES
Performance of the group based on the planned quality targets.
Actual: 10 out of 10 items identified in the post evaluation survey has been rated “EXCELLENT”.
Rating: Outstanding
BASELINE INDICES
Performance of the group based on the planned quality targets.
Actual: 2.8% savings based on actual cost vs target cost. Rating: Above Average
BASELINE INDICES
Performance of the group based on the planned quality targets.
Actual: 0 day extension Rating: Outstanding
BASELINE INDICES
Conclusion
The seminar on Computer Literacy conducted by the iDigitized group in Barangay Canlalay, Binan, Laguna is still considered
‘SUCCESSFUL” even though there was a sudden change of audience because we still adapted to the basic requirements as per planned quality/cost indices by the group.
Speaker/ Lecturer – expert in computer literacy Seminar conducted – 10 out of 10 items of the post survey feedback has been
responded by at least 70% Excellent by the 25 respondents with 0% response on Good or Poor ratings.
Cost/ Budget Plan – 2.8% saved based on target cost vs actual cost Time duration – zero day extension, has met the time frame of the project.
ACTION LEARNINGS
ACTION LEARNINGS
ACTION LEARNINGS
ACTION LEARNINGS
ACTION LEARNINGS
ACTION LEARNINGS
ACTION LEARNINGS
THANK YOU!!!