Group 03 KAYVI byte SURVEIRAMS continuation
For SurveiRams to be implemented successfully, an effective human resource plan is required. This plan acts as a guide for organizing and leading the project team, making sure that people who are qualified for the jobs are assigned to them. It includes creating effective communication channels, defining roles, and putting performance management methods into practice.
This approach can help the project manager and the team successfully manage the project by ensuring that roles are clearly defined, fostering open communication, and monitoring performance to contribute to the project's overall success.
This plan establishes each team member's level of authority and decision-making ability, allowing for effective resource allocation and utilization. The plan ensures that individuals with the right expertise are assigned to their respective roles, contributing to the overall success of the project.
The following table presents the key roles and their associated authorities, responsibilities, and competencies within the human resources management plan for SurveiRams:
| Name | Role | Authority | Responsibility | Competency |
|---|---|---|---|---|
| Mr. Jose Manuel Garcia | Project Sponsor | Approves the project's business case and budget, provides strategic direction & resources on behalf of the whole campus. | Ensures that the project is aligned with the organization's strategic goals and objectives, and that it delivers the expected benefits and value. | Strong leadership and strategic thinking skills, ability to communicate effectively with a wide range of stakeholders, deep understanding of the organization's mission, goals, and values, and ability to secure resources and support for the project. |
| Mr. Jojo F. Castillo | Project Sponsor | Approves the project's business case and budget, provides strategic direction & resources on behalf of ITRO. | Ensures that the project is aligned with the organization's strategic goals and objectives, and that it delivers the expected benefits and value. | Strong leadership and strategic thinking skills, ability to communicate effectively with a wide range of stakeholders, deep understanding of the organization's mission, goals, and values, and ability to secure resources and support for the project. |
| Ian Christopher Onrubia | Project Manager | Full decision-making authority on the project, allocate project resources and approve changes to project scope, schedule, and budget that have a low impact. | Oversees the entire project, including project planning, execution, monitoring, control, and closeout, ensures project objectives are met on time, within budget, and to the required quality standards. | Strong leadership, communication, and project management skills, experience in managing complex projects. |
| Jan Karlo Boongaling | Document Specialist | Has an authority on documents, ensuring that the documents are properly managed, version controlled, organized and in accordance with the requirements. | Works side by side with the Project Manager. Assists the Project Manager in developing a document to ensure consistency and clarity. | Strong understanding of managing documents, and possesses attention to detail for accuracy. |
| Alexis Martin | Front-end Developer | Lead developer of the project. Has an authority on the technical side of the project and can give guidance on the technical feasibility and implementation strategy. | Provide leadership and guidance to the back-end developer. Responsible for maintaining an open communication with the Project Manager and Back-end Developer. Shall meet the project deadlines. | Strong understanding/ techniques in debugging or troubleshooting. Proficient in using version control systems such as Git. |
| Vladimir Ken Perez | Back-end Developer | Has an authority on the technical side of the project and can give guidance on the technical feasibility and implementation strategy | Responsible for maintaining an open communication with the Project Manager and Back-end Developer. Shall meet the project deadlines. | Strong understanding/ techniques in debugging or troubleshooting. Proficient in using version control systems such as Git. |
| Yuan Alexandrei Serafico | Software Tester | Has an authority to provide his/her honest opinion about the system. | Responsible for finding bugs, errors and unnecessary features of the system. | Strong analytical skills and method for system testing. Must be able to communicate openly with the team. |
| Security Guard | Internal User of the System | Utilizes the system as designed to complete work activities. | Completes work activities using the system as designed, ensures data accuracy and completeness, reports system issues and problems to the project team, provides feedback on system usability, functionality, and performance. | Understanding of the work processes and activities for which the system is being used, knowledge of the data and information required to complete assigned work activities, Basic computer skills, including proficiency in the use of the system. |
| ITRO | Internal User of the System | Accesses and uses the system to receive and respond to service requests, updates service request statuses. | Reviews and responds to service requests in a timely manner, maintains accurate and up-to-date information on service request statuses, diagnoses and troubleshoots technical issues. | Understanding of the importance of maintaining accurate and up-to-date information in the system, ability to diagnose and troubleshoot technical issues. |
| BMO | Internal User of the System | Accesses and uses the system to review, approve, or reject service requests, assigns service requests to internal or external technicians, monitors and reports on service request status and completion. | Reviews service requests and approves, or rejects based on organizational policies and priorities, assigns service requests to internal or external technicians based on skill and availability, monitors and reports on service request status and completion to internal stakeholders and customers. | Knowledge of the organization's policies and priorities related to service requests, ability to assign and prioritize work assignments based on technician skill and availability, Understanding of the importance of accurate and timely reporting on service request status and completion. |
The project organizational chart of SurveiRams visually depicts the project team and the relationships between key stakeholders. At the top is the project sponsor, Mr. Jojo F. Castillo, who provides strategic direction and resources. The project manager, Ian Christopher Onrubia, oversees resources, scope, and schedule.
Internal users, like the Development Team, contribute to system requirements and user testing. External users, ITRO and BMO, provide valuable feedback on usability and functionality. This chart clarifies roles and ensures alignment with SurveiRams' goals and objectives.
The Staffing Management Plan for SurveiRams is a crucial aspect of ensuring the project's successful implementation. It encompasses strategies and processes for acquiring, managing, and releasing human resources throughout the project's lifecycle.
- Acquisition of human resources will be conducted promptly to ensure the availability of required skills and expertise when needed. This may involve recruiting new hires, hiring contractors, or leveraging internal staff. The timeline for resource acquisition will be aligned with the project schedule to ensure timely availability.
- Training programs will be provided to address any identified skill gaps among team members, ensuring they possess the necessary knowledge and capabilities to perform their roles effectively. This may involve a combination of on-the-job training and formal training initiatives.
- Regular performance reviews will be conducted to evaluate the performance of team members, identify areas for improvement, and provide feedback on their alignment with project expectations and objectives.
- A rewards and recognition system will be implemented to acknowledge and motivate exceptional performance. This may include bonuses, promotions, and other incentives to foster a positive work environment.
Regular review and updates of the Staffing Management Plan will ensure its alignment with the project's objectives and requirements. The project manager should conduct a comprehensive analysis of the project's specific needs and regulations to determine if any additional components should be included in the staffing management plan.
| Role | Project Responsibility | Skills Required | Number of Staff | Performance Reviews | Recognition and Rewards |
|---|---|---|---|---|---|
| Project Manager | Oversees the entire project, including project planning, execution, monitoring, control, and closeout, ensures project objectives are met on time, within budget, and to the required quality standards. | Leadership, Communication, Problem-solving, Time management, technical skills (dependent on project scope/complexity) | 1 | Conduct regular performance reviews, provide feedback, address issues | The project manager will implement recognition and rewards system to motivate team members and encourage high performance |
| Project Team | Collaborates with team members to achieve project goals, Complete tasks assigned by the project manager, demonstrate efficient time management skills while working diligently to guarantee that tasks are accomplished within budgetary and planned timelines for the successful completion of the project. | Technical skills, Communication, Collaboration, Problem-solving | Depends on project scope and complexity | Performance reviews frequency/format determined by project needs and company policies | The project leader or manager will implement a recognition and reward system to motivate team members and encourage high performance. |
| Executive Sponsor | Provides strategic direction, leadership, and resource allocation for the project, Ensuring the project is aligned with the organization's goals and vision, following up on project developments and giving the project team direction and assistance. | Leadership, Strategic thinking, Communication, Decision-making, Risk management, | ITRO Head, and Campus Architect | May conduct performance reviews, receive project updates, and progress reports. They may also receive updates and progress reports from the project leader or manager | The executive sponsor may conduct performance reviews, receive project updates, and progress reports. They might also offer chances for career advancement and growth for the project team both for the project manager or leader and the team members. |
Quality Management Plan for the SurveiRams System is essential to maintain the project’s quality. With this guide, the team can evaluate the system for the betterment of it. Additionally, the plan has a framework for evaluating the quality.
Goals of the quality management plan
- Make sure the project satisfies the expectations of the stakeholders.
- Indicate the quality standards that will be applied for evaluating the project.
- Clarify the roles and responsibilities of team members to meet quality standards.
- Identify and fix any potential quality issues.
- Decide for efficiently managing and upholding project quality over the length of the project.
A quality management plan's tools include:
| Definition of Done | A clear explanation of what makes a finished product increment. |
| Acceptance Criteria | Criteria must be met for it to be approved by the project manager. |
| Continuous Integration | Regularly updates the code to make sure it is good for releasing. |
| Test-Driven Development | A way that emphasizes creating tests prior to writing code to ensure that the resulting code meets the desired quality standards. |
As a result, the quality management plan will establish a thorough framework for effectively managing project quality from start to finish. It will guarantee that the project satisfies and/or exceeds the expectations of stakeholders and offer a clear framework of processes, resources, and roles for identifying and resolving quality issues. It is necessary that everyone involved is aware of the plan and understands how they may contribute to its success.
The Quality Management Plan for the SurveiRams project will utilize Hybrid Project Management which combines Scrum and Waterfall methodology to ensure that the project meets or exceeds all stakeholders' quality expectations. The approach will prioritize delivering high-quality products per work package and meeting customer requirements by following a step-by-step process.
The following are the roles and duties for the quality management plan:
| Role | Description |
|---|---|
| Project Manager | The Project Manager oversees establishing the standards and making sure the final product satisfies all stakeholders. |
| Project Team Leader | The Project Team Leader is responsible for ensuring that the team is following the Scrum framework and works with the Product Owner, Product Manager, and Development Team to enhance the final product. |
| Project Development Team | The Project Development Team’s responsibilities include producing a high-caliber product and upholding the specified quality policies and standards. |
| Project Sponsor | Provides executive support and approval for the project. |
Every aspect of the project will integrate quality management, involving the entire team. The team will aim to create a Minimum Viable Product (MVP) so that they may receive early feedback from users and thus improve the product.
The approach will include the following steps:
| Set Quality Standards | The project manager will define quality standards based on Agile and Scrum methodology, with a focus on delivering value to the client. |
| Quality Planning | The team will work closely with stakeholders to identify the requirements of the project and prioritize the most important features. To make sure that each version of the project complies with the set standards, the team will create a Product Backlog. |
| Quality Control | To identify issues or bugs, the team will conduct testing during each sprint to manage and control the quality of the project and meet its requirement or goal. |
| Quality Assurance | To avoid problems during the project, preventive measures will be implemented through quality assurance. The team will implement proper testing procedures to ensure that the project follows the set standards. |
| Continuous Improvement | To ensure continuous functionality of the project, the team will regularly monitor and assess its performance. They will gather feedback from stakeholders, identify areas that require improvement, and make necessary adjustments to enhance the project's overall quality. |
| Communication | For the project to succeed, communication with the stakeholders is needed to give them awareness of the product’s status and have their feedback on it. |
A risk management strategy will be created to detect and mitigate any potential quality issues that may arise throughout the course of the project. Overall, the SurveiRams system's quality management approach will prioritize using Hybrid Project Management to provide a high-quality product that satisfies the intended client's criteria. To guarantee that the project meets or exceeds all quality requirements, the methodology will be adaptable and continually improved.
The SurveiRams System places an emphasis on high-quality requirements and standards; thus, the team will collaborate to develop and document them. The client's feedback, tests, and assessments will make sure that these criteria are followed. The following criteria and standards will be followed by the SurveiRams System project:
Requirements for Product Quality:
- Functionality: The SurveiRams System should fulfill its intended purpose and meet functional requirements specified by the Stakeholders and users. It should perform the task in an efficient manner.
- Reliability: The SurveiRams System should work consistently without issues, breakdowns, or failures over a specified period.
- Performance: The SurveiRams System should meet optimal performance and or exceed the expected standards.
- Design: The SurveiRams System should have an intuitive UI/UX where the users will have an easy time using the application.
- Compatibility: The SurveiRams System should be compatible with the existing devices of APC and its users. It should also be compatible with newer devices.
- Control: A control version of the system must always be available in case of issues.
- Standardization: All processes must be well-defined and documented in a standardized manner to ensure consistency.
- Clear Roles and Responsibilities: Each should understand their roles and specific responsibilities.
- Continuous Improvement: Processes should be ongoing and always have room for improvement. The development team will apply feedback mechanisms and testing to figure out what parts of the project can be improved and what parts have issues.
- Monitoring: All processes must be monitored by the Project Manager; this will ensure the quality of the deliverables.
- Before being delivered to the client, the SurveiRams System will go through extensive testing and evaluation to make sure it satisfies the necessary quality requirements.
- The development team will keep thorough records of all testing and quality assurance procedures, which the client can request.
- The customer will participate in a formal acceptance test to ensure the system satisfies their needs and expectations.
- To guarantee that the system continually complies with the defined quality requirements eventually, the development team will offer ongoing support and maintenance services.
To ensure quality is achieved through collaboration and continuous improvement, the SurveiRams Ticketing System project will integrate the QA process into the Agile and Scrum methodology. The following steps will be taken:
- Defining Quality Standards: The project team, in collaboration with stakeholders, will establish and document the quality standards in the Quality Management Plan. These standards will be effectively communicated to all stakeholders involved.
- Agile Quality Auditing: The project team will conduct quality audits using Agile techniques including peer reviews, test-driven development, and continuous integration. These procedures will be used to determine whether the quality criteria have been met and to pinpoint areas that need improvement.
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Quality Metrics: The project team will employ quality metrics to monitor and report on the project's adherence to the defined quality standards. To effectively monitor the quality process, the following metrics will be utilized:
- Performance Metrics: Application Load time, Server Response time.
- Usability Metrics: User Satisfaction, Task Completion Time, Error Rate.
- Design Metrics: User feedback, UI/UX design feedback.
- Scalability Metrics: Response Time under load, Resource Utilization (eg. RAM allocation, CPU (Central Processing Unit) Usage)
- Continuous Improvement: To promote continuous improvement in both the product and the quality process, the project team will make use of feedback from metrics and quality audits. Stakeholder participation will be used to identify areas for improvement, and the necessary adjustments will be made.
- Compliance with Industry Standards: The project team will ensure adherence to relevant industry standards, including accessibility, security, and data privacy regulations. Regular audits will be conducted to verify compliance with these standards.
- Reviewing Customer Feedback: Regular reviews of customer feedback will be conducted to identify any issues or areas requiring improvement. This feedback will play a crucial role in informing the continuous improvement efforts and ensuring that the product aligns with customer needs and expectations.
In Hybrid project management which combines both Scrum and Waterfall methodology, the development process incorporates quality control measures to emphasize continuous testing and feedback. The Quality Control process for the SurveiRams Ticketing System project entails the following steps:
- Clear Roles and Responsibilities: Each should understand their roles and specific responsibilities. Whenever possible, automation will be used such as online forms to collect feedback.
- User Acceptance Testing (UAT): At the end of each sprint, representative end users will undertake UAT to confirm that the system adheres to their requirements and expectations. Users' feedback will help determine what changes are required.
- Compatibility Testing: A variety of platforms, including mobile devices and personal computers, will be used to test the SurveiRams System in order to ensure compatibility and identify any issues that may arise in various settings.
- Continuous Monitoring: The project team will carefully assess the success of the system after deployment, concentrating on key performance metrics including user happiness, response time, and system uptime. This information will help with system improvements, problem identification, and bottleneck removal.
- Defect Severity: Classification of defects based on their impact on the system.
- Test Coverage: Percentage of the system subjected to testing.
- Test Case Pass Rate: Percentage of test cases successfully executed.
- User Happiness: Measured through surveys and user feedback.
- Response Time: Duration for the system to respond to user requests.
- System Uptime: Percentage of time the system is available and functioning as expected.
- Monitoring and Documenting Quality Assessments: The project team will diligently track and record the results of the Quality Control process, enabling ongoing monitoring of the project's advancement and the impact of any corrective measures implemented. Thorough documentation will provide valuable insights into the project's quality status.
- Continuous Improvement: The Quality Control process will undergo regular reviews to identify areas for enhancement and embrace opportunities for improvement. The project team will proactively seek out avenues to refine the process and swiftly incorporate necessary adjustments. This commitment to continuous improvement ensures that the Quality Control process remains adaptable to evolving requirements and industry best practices.
In conclusion, the SurveiRams Ticketing System Project's Quality Control process will be deeply integrated into the development cycle, encompassing continuous testing, user feedback, and performance monitoring. The project team will vigilantly evaluate and maintain product quality, ensuring alignment with established standards and customer expectations.
The SurveiRams Ticketing System project will leverage a Hybrid Project management methodology to foster continuous inspection and adaptation throughout its lifecycle, promoting a transparent and collaborative approach to quality control. Quality control measures will be implemented at each stage of the development process and documented on a shared, accessible platform, replacing static spreadsheets or tables.
The platform will include essential details such as the measurement date, type of measurement (e.g., defect density, error rate, performance metrics, usability metrics, design metrics and scalability metrics), team member responsible for measurement, team member assessing the results, corrective actions taken, completion date of remedial measures, and team member responsible for their implementation.
Real-time dashboards such as OpenProject and visual tools will be utilized to track quality control metrics, enabling all team members to access and understand the data easily. These dashboards will highlight patterns and areas of concern, facilitating prompt action and necessary adjustments.
Regular team reviews, including sprint reviews and retrospectives, will entail the review of quality control metrics and allow for adjustments to the process as needed. Collaboratively, the team will identify potential areas for improvement and implement necessary changes.
In summary, the SurveiRams Ticketing System project will adopt Hybrid Project Management to establish a collaborative and dynamic quality control strategy. Continuous assessment of the product's quality will be carried out, with regular improvements implemented. All quality control measurements will be collected and tracked on a shared platform in real time. The team will collaborate to address any issues and drive necessary enhancements.
SurveiRams is a mobile application designed to develop a centralized system for Asia Pacific College’s (APC) Information Technology Resources Office (ITRO), Management Office (BMO), and Security Office. The application will assist them in managing incident reports and logs as well as provide insights.
The Risk Management Plan is important for projects following the Agile Methodology to use as a guide on how to identify and respond to risks. The team must enumerate potential risks, plan for responses, and monitor and control said risks from the project’s start to finish. Upon completion, the plan will be used every day, and may be revised to fit the project’s needs better, thus ensuring that the objectives of the project are achieved on time within budget.
Contents of this document include a summary of the risk management process, describing the sequence of steps as well as who is assigned to do so. Next is a guide for what constitutes as a risk and their hierarchy. Followed by this is the monitoring and controlling process for the risks, and last is the risk register.
To further develop a risk management plan for the SurveiRams System, the following information should be considered:
Every project has risks whether foreseen or not. However, in the situation of the SurveiRams project, the three biggest foreseen risks are the following:
- Technical Risks – Risks that are brought by evolving technology, such as failure from either or both software and hardware and cyberattacks resulting in data loss and/or security breaches.
- Insufficient Resources – Risks that are brought by the lack of project resources such as exceeding the project timeline or going over budget, which may delay the completion.
- Human Error – Risks that are brought by the unavoidable mistakes made by humans involved in the project such as the project team, stakeholders, and personnel.
Agile risk management values lean thinking and efficient communication. This means that for the SurveiRams risk management strategy, the focus will be data gathering and analysis before deciding on a course of action. Stakeholders, sponsors, and the project team must cooperate with each other for the risk management approach.
Specifically, these are the steps to be followed:
- Risk Identification: Meetings will be held to discuss relevant risks encountered based on experience from other projects, and a Risk Register will be put together.
- Risk Assessment: A Risk Assessment Matrix will be constructed to rank the risks discussed based on the probability of their occurrence as well as the gravity of its impact on the project.
- Risk Mitigation: Mitigation plans will be made for the risks that have a high probability and extreme gravity, which include how to prevent them and minimize their impact.
- Risk Monitoring: There might be unforeseen risks that could arise. To be ready to minimize or eliminate them, there will be a bi-monthly examination of the Risk Register, as well as another round of brainstorming for possible risks that haven’t been discussed. New risks discovered will be added to the Risk Register.
- Risk Communication: All stakeholders must regularly keep contact to be informed about the occurrences of risks and how they are handled. They must also be updated regarding changes in the risk management plan and process.
After a thorough discussion with the project team, risks to SurveiRams were identified. The team organized these risks into the following categories:
- Technical: Risks related to technology
- Cost: Risks related to the project budget
- Schedule: Risks related to the project timeline
- Communication: Risks related to communication among all stakeholders
- Skills Resource: Risks related to the project team’s skills and expertise
- External Hazard: Risks related to nature, society, and the government
A Risk Assessment Matrix based on probability and impact was created to aid in ranking the risks in the Risk Register.
As shown in Table 1, there are three levels each for the probability and impact of a risk. The lowest level is 1 and the highest is 3. The assessments are the following:
- Low – These are risks with low impact and low probability. Risks assessed as low are negligible and are low priority.
- Medium – These are risks with medium impact and probability. Risks assessed as medium must have mitigation plans at least drafted, and these are medium priority.
- High – These are risks with high impact and probability. Risks assessed as high must have finalized and strong mitigation plans ready and studied by the project team, as these are of high priority.
A Risk Register was made for the project team to have a centralized guide to refer to upon encountering risks. This will be disseminated to all the stakeholders for easy access, so they can be prepared with their tasks and responsibilities when the time comes. Although there are numerous risks that could possibly happen, only the five most likely ones to occur for the SurveiRams project are listed below.
| Risk ID | Risk Category | Risk Description | Risk Assessment | Owner | Mitigating/Avoiding Action |
|---|---|---|---|---|---|
| 01 | Technical | Project does not fit APC standards | Medium | Project Manager | Reconvene with stakeholders |
| 02 | Technical | System Bugs | Medium | Developers | Revisit and debug source code |
| 03 | Technical | Power Failure | Medium | Project Manager | Activate backup electricity generators |
Table 2, the Risk Register, shows the following information that are needed for managing the risks identified:
- Risk ID - The unique identifier assigned to each risk.
- Risk Category - Each risk is labelled based on the categories listed in Risk Identification it falls under.
- Risk Description - The explanation of what the risk is and its effects.
- Risk Assessment - The assessment of the risk based on the Risk Assessment Matrix.
- Owner - The person/s responsible for taking action for each risk.
- Mitigating/Avoiding Action - Indicates the steps needed to be done by the Owner to mitigate or avoid the risk. Risks assessed as low will have Avoiding Actions, while those assessed as high will have mitigating actions.
In case the system is down due to any risk except when there is no internet connection, the contingency plan is to use Microsoft Forms. The security guards may log their incident reports there instead of going back to manually writing in their log books. When the system is running again, the team can simply download the form’s responses and add it to the database. Another option is to input the details in the application.
Risk Management does not stop after mitigating the identified risks. They must be monitored continuously until the end of the project. After the risk’s Owner deals with the risk, they must inform all stakeholders of the risk’s status and submit a formal incident report to the Project Manager detailing the steps they took to solve the problems the risk caused. The Risk Incident Report format can be found in Appendix B.
Weekly meetings must be held by the project team to review the Risk Register, to ensure that the mitigating/avoiding actions are still effective. Stakeholders must be informed should an update be made for the Risk Register. These meetings must also include review of past risks that occurred to make sure the probability of their future occurrence is lower, identify what might cause this risk to repeat, and create a plan to avoid this.
To conclude, risks must be identified, assessed, mitigated or avoided, and monitored, with all of the stakeholders maintaining open communication. This is to ensure that the Risk Management Plan remains effective and up to date. Having this in this project will lead to an output that not only meets the objectives, but is of high quality.
The Communications Management Plan details the processes and strategies for communication that the project team and stakeholders of the SurveiRams project must follow. Planning this is important as communication between all stakeholders ensures good cooperation and a successful outcome that meets the project objectives.
The plan includes what approach the team plans to use and what might hinder effective communication among all stakeholders involved. The rest of the document discusses specific guidelines, agreements, and expectations on how communication will flow. The processes on how communication escalates within the hierarchy of all stakeholders depending on the need and reason are expounded on.
The SurveiRams project will be taking the hybrid and two-way approach to manage communication between stakeholders. Each stakeholder can choose whether communication with them will be online or in person to accommodate their needs. This ensures that even distance will not hinder them to update each other with the project status, arising risks, and other matters related to the project.
A team in Microsoft Teams will be created for a central communication zone. Documents such as management plans, meeting minutes, and status reports will be posted there for automatic cloud storage.
The project team and stakeholders must have a two-way communication when needed. Feedback for one another or for every deliverable must be given to ensure stakeholder satisfaction as well as quality assurance.
There are some factors that could limit the communication processes among stakeholders in the project. Identifying these constraints will aid the project team in strategizing for mitigating and avoiding actions to ensure that the communication among them is efficient.
The following are the identified possible constraints:
| Schedule of stakeholders | The team members are students and most of the stakeholders are working full-time. Freeing time for meetings may be difficult. |
| Technical Issues | Online meetings are part of the communication methods. Device condition, internet connection, and technology literacy may affect the communication process. |
| Time constraints | The amount of communication between stakeholders might be low due to limited time to do so. |
The Stakeholder Communication Requirements portion of the document is vital for the project team and stakeholders to maintain a healthy professional relationship. It outlines the expectations and standards that all stakeholders are to uphold throughout the lifecycle of the project, which are the following:
| Quick updates | Should any progress, change, or risk arise, relevant stakeholders must be informed within 24-48 hours (about 2 days). |
| Confidentiality | Only relevant stakeholders will receive confidential information. |
| Tailored communication | Each stakeholder is different, so communication processes with them must be tailor-made to accommodate their needs. |
| Two-way communication | Stakeholders not only receive information but give their feedback as well. This could be about the deliverables or the project team themselves. |
| Roles | Responsibilities |
| Project Sponsor | The people who provide finances and input on what direction the project should go. They are also reviewing requests for any changes needed. |
| Project Manager | The person leading the team members from the initiation to the closing of the project. They make sure all deliverables are made on time without going over budget, and that the project objectives are met. |
| Documentation Team | The project team members responsible for the documents needed for the project. They also update them should any change occur. |
| Development Team | The members of the project team deal with the actual development of the application. This could include the database and system architecture. |
The following table presents contact information for all persons identified in this communications management plan. The email addresses and phone numbers in this table will be used to communicate with these people.
| Name | Position | Internal, External | Project Role | Contact Information |
| Jose Manuel Garcia | Campus Architect | Internal | Project Sponsor | [email protected] |
| Jojo Castillo | ITRO Head | Internal | Project Sponsor | [email protected] |
| Ian Christopher Onrubia | Project Manager | Internal | Project Manager | [email protected] |
| Jan Karlo Boongaling | Documentation Specialist | Internal | Documentation Team | [email protected] |
| Alexis Martin | Quasar Front-end Developer | Internal | Development Team | [email protected] |
| Vladimir Ken Perez | Back-end Developer | Internal | Development Team | [email protected] |
| Yuan Alexandrei Serafico | Software Tester | Internal | Documentation Team | [email protected] |
To prevent misunderstandings, the team needs to be open with each other and the stakeholders. The team must inform the stakeholders of the project's status on a regular basis to avoid misunderstandings. The stakeholders will need information, including reports, issues, and updates for them to understand what is happening in the project.
Factors to be considered in determining the best communication methods and technologies for the SurveiRams system:
Stakeholder’s Preference
- Stakeholders may prefer to meet online or face-to-face. It really depends on what mode of communication they want. Either way, if they want to meet online, the team may set a meeting through Microsoft Teams.
- The team may just send an email with the links of their documents for the stakeholders to consult with that does not require a meeting. This includes weekly updates, reports, and issues.
- The chosen method of communication should be aligned with the budget.
| Communication | Purpose | Medium | Frequency | Audience |
| Project Planning | To establish a solid base and maintain the team's focus and progress | OpenProject, Meeting | Once Before the start of the project | Project Manager Project Team Project Sponsor |
| Release Planning | To manage dependencies | OpenProject, Meeting | Once every month | Project Manager Project Team Project Sponsor |
| Monthly Sprint Planning | To determine monthly goals | OpenProject, Meeting | Once before starting another feature | Project Manager Project Team Project Sponsor |
| Management Processes | To ensure there is coordination in the team | Email, OpenProject | Once every week | Project Manager Project Team Project Sponsor |
| Product Backlog | Inform stakeholders the tasks that has not been processed and need to be addressed | Email/Meeting | When necessary | Project Manager Project Sponsor |
| Project Consultation | Enhance project by having stakeholder’s guidance and comments | Meeting | Once every week | Project Manager Project Team Project Sponsor |
| Project Update | Weekly update on the progress of the project | Once every week | Project Manager Project Team Project Sponsor |
The principles and recommendations in meeting guidelines serve to ensure successful meetings. These will serve as the project team's meeting protocol guidelines. encouraging interaction, participation, and successful outcomes. Project SurveiRams is not an exception, setting up clear meeting rules is crucial for ensuring that meetings are efficient, effective, and productive.
Having clearly outlined meeting guidelines enables project team members and stakeholders to come well-prepared and actively engage in discussions, enhancing their participation. Furthermore, it allows the project manager to maintain consistency and organization throughout meetings, preventing any potential confusion or misunderstandings.
The following guide is to help the project team to initiate a successful meeting:
- Define Clear Objectives: Start by clarifying the purpose and objectives of the meeting. Clearly communicate what you aim to accomplish. Ensure that all participants are aware of the desired outcomes.
- Prepare an Agenda: Create a well-structured agenda that outlines the topics to be discussed, the time allocated for each item and any necessary materials or preparations.
- Start and End on time: Punctuality is crucial for effective meetings. Begin the meeting promptly at the scheduled time, regardless of whether all participants are present. Respect everyone's time by ending the meeting on time.
- Encourage active participation: Create an environment that encourages people to participate and speak. Encourage diverse perspectives, ask open-ended questions, and provide opportunities for everyone to contribute.
- Allocate time effectively: Allocate sufficient time for each agenda item, considering its importance and complexity. Prioritize critical discussions and be mindful of time constraints. If needed, table less urgent topics for subsequent meetings.
- Document key points and action items: Assign someone to document the meeting minutes or key takeaways. Capture important decisions, action items, and responsibilities assigned to individuals. Share the minutes with participants after the meeting to ensure everyone is aligned.
- Follow up on action items: Monitor progress on action items and provide updates in subsequent meetings. Hold individuals accountable for their assigned tasks and track their completion. This ensures that the outcomes of the meeting are implemented effectively.
The best communication standards for the SurveiRams project may include the following:
- Regular Team Meetings: Schedule regular team meetings mostly once or twice a week to discuss project progress, address challenges, and ensure everyone is aligned. These meetings can be conducted in person or remotely, depending on the team's location.
- Active listening: Engage in attentive listening, focusing on understanding others' perspectives and ideas. Avoid interrupting and demonstrate respect for the speaker by giving them your full attention.
- Clear and concise expression: Express your thoughts and ideas clearly, using simple and concise language. Avoid jargon or overly technical terms that may confuse others.
- Respectful dialogue: Foster a respectful and inclusive environment where all participants feel comfortable expressing their opinions. Treat others with courtesy and avoid engaging in personal attacks or disrespectful behavior.
- Constructive feedback: Provide feedback in a constructive and tactful manner, emphasizing specific points and suggestions for improvement. Avoid overly critical or negative language that may hinder collaboration.
- Clarity in questioning: Ask clear and relevant questions to seek clarification, gather information, or prompt deeper discussion. Avoid vague or ambiguous questions that may lead to confusion.
- Summarize and recap: Periodically summarize key points and takeaways from the discussion to ensure everyone is on the same page. This helps consolidate information and maintain focus throughout the meeting.
- Follow up: After the meeting, ensure that any action items or decisions are documented and communicated to relevant parties. Take responsibility for assigned tasks and provide updates as necessary.
- Communication Channels: Establish clear channels of communication for the project team, such as email, instant messaging platforms, project management tools, or collaboration software. Ensure that everyone knows which channels to use for different types of communication.
- Documentation: Emphasize the importance of documenting project-related information. This includes maintaining a project repository for code and design assets, documenting requirements, technical specifications, meeting minutes, and any decisions made during the project.
- Status Updates: Regularly provide status updates on project milestones, progress, and any blockers or challenges. This can be done through project management tools, email, or shared documents. Transparent and timely communication helps the team stay informed and take necessary actions.
The ideal and best communication escalation process for the SurveiRams project would involve the following steps:
- Direct Communication: Encourage team members to communicate directly with each other for routine project-related matters. This includes discussions about tasks, progress updates, and minor issues.
- Team Lead/Manager Involvement: The next step is to include the appropriate team lead or manager if a communication problem persists or if team members are unable to fix it on their own. The team leader or manager may facilitate the conversation, clear up any confusion, and assist in coming to a decision.
- Project Manager/Project Sponsor Involvement: If the issue remains unresolved or requires higher-level intervention, it should be escalated to the project manager or project sponsor. The project manager or sponsor will assess the situation, provide guidance, and take necessary actions to address the issue.
- Project Stakeholder Involvement: In cases where the issue involves project stakeholders, such as clients or end-users, and it cannot be resolved at the team level, escalate the matter to the project stakeholder(s). This may include scheduling a meeting or providing a detailed written report outlining the issue and the attempts made to resolve it.
- Post-Incident Review: After a communication issue has been resolved, conduct a post-incident review to analyze the root cause, identify areas for improvement, and implement any necessary corrective or preventive actions. This review helps prevent similar communication issues in the future.
| Term | Definition |
| Team Meetings | Scheduled Gatherings of the project team |
| Active Listening | Engaging in attentive listening to understand others' perspectives without interruption. |
| Constructive Feedback | Providing Feedback in a tactful and helpful manner to promote improvement. |
| Non-verbal cues | Observing and Interpreting body language and facial expressions to understand reactions and sentiments. |
| Follow-up and Follow-through | Documenting action items, decisions and ensuring their completion. |
| Post-Incident Review | A review after resolving a communication issue to analyze the root cause, identify areas for improvement, and implement necessary corrective or preventive actions. |
| Project Manager | The individual responsible for planning, executing, and overseeing a project from initiation to completion, including managing resources, risks, and stakeholders. |
| Project Management | The application of knowledge, skills, tools, and techniques to achieve project objectives within defined constraints, such as scope, time, cost, and quality. |
| Communication Standards | Standard templates, formats, or documents used for communicating within a project. |
| Project-related matters | Tasks, issues, updates, materials that are related to the project |
| Communication Channels | Is where the team can communicate whether personally or through software applications like MS teams, Facebook Messenger, Discord etc., |
| Documentation | All documents related to the project |
The project's success depends on the Procurement Management Plan. This plan outlines the project's procurement needs and describes how the process will be handled from the production of procurement papers to the signing of agreements. This plan aims to ensure that all necessary materials are purchased on schedule, within the allotted budget, and at the required quality level for the project. This plan outlines the kind of things that must be purchased, the justifications and deadlines to meet, the contract types to be employed, the risks associated with procurement management, and how these risks will be handled. Additionally, it explains how to calculate costs and assess vendors, including how to use templates and other common procurement methods.
This plan also includes managing vendors, a vital element in the procurement process. In addition, it identifies any qualified sellers if necessary. The plan includes performance metrics for procurement operations to guarantee that the procurement procedure is monitored and controlled throughout the project's life cycle.
To summarize, the Procurement Management Plan’s objective is to have an efficient and effective completion of the project’s procurement requirements while giving priority to the quality, cost, and schedule. This management provides a roadmap of the procurement process, for stakeholders to be aware and informed of what is happening in the development.
Procurement in every project is a vital component that should be taken with care because it involves budget in acquiring goods, services, or work from external sources. Having risks in the procurement may negatively impact the development. Therefore, it is an issue that should be addressed to minimize the impact on the project.
The SurveiRams System incorporates procurement processes that entail several hazards, including but not exclusive to the following:
- Delivery of services or goods within the project timeline from vendor may result in increased costs.
- The absence of competition in the market may lead to higher prices or reduced quality of services.
- Commitments with the vendor and procurement activities may be compromised when there is a sudden change in the project scope, schedule or budget.
- Misunderstandings between the project team and the vendor may arise when there are no clear specifications, lack of documents and incorrect assumptions.
- Poor communication with the vendor may lead to misunderstandings.
- Vendor does not comply with the regulatory requirements or legal issues, which may impact the project, team and stakeholder’s reputation.
- Inadequate vendor selection or evaluation may result into partnering with unreliable sources that has a low quality of goods or services.
- Contract management oversight may lead the vendor’s services or goods and the project team’s development to fail.
1. Identification of Procurement Risks The first step in managing procurement risks is to identify and assess them. For the SurveiRams System, potential procurement risks include:
- Unexpected increase in the cost of goods or services
- Delays in the delivery of goods or services
- Incomplete or substandard goods or services
- Unclear or insufficient contract terms and conditions
- Misalignment of the vendor’s goals with the project
- Inaccurate estimates of costs and timelines
- Insufficient supplier qualifications
- Non-compliance service/goods with applicable laws or regulations
- Supply Chain disruptions
- Data breaches
- Contract Disputes/Payment Issues
- Regularly monitor and evaluate the vendor’s performance to ensure they adhere to the project and the team’s standards and to the laws and regulation standards.
- Implement an effective contract management practice to prevent vagueness and ensure clear information.
- Conducting research in the market to identify lists of reliable vendors with a good record of accomplishment in delivering high-quality goods or services.
- Establishing a clear delivery schedule, specifications, and performance criteria for the procurement plan.
- Developing a comprehensive contract terms and conditions that protects the interests of the project and the team.
- Having a contingency plan to address potential vendor bankruptcy.
- Conducting a regular risk assessment in the procurement process to identify and address emerging risks.
- Conduct thorough market research and maintain up-to-date information on market trends and prices.
- Diversify the supply chain by having multiple suppliers to have an alternative if a supply chain disruption happens.
3. Assignment of Responsibilities Every person in the team should be given a clear assignment of duties for controlling procurement risks. The procurement manager will oversee identifying and evaluating procurement risks for the SurveiRams System, creating risk mitigation plans, and keeping an eye on risk throughout the procurement process. Project manager and the team’ s input and feedback on procurement risk management strategies are also valuable and essential.
4. Communication and Reporting Communication and reporting in the process of procurement risk management is valuable. The regular updates on the procurement risks and risks mitigation activities will be provided to the team. Communication within the team may be held using online platforms if necessary. Moreover, a communication plan is developed for the stakeholders to keep informed about any changes or developments made in the procurement risk management.
5. Continuous Improvement To improve future procurement planning and execution, lessons acquired from risk management and procurement operations will be recorded and communicated to the project team. It should be a constant practice to improve procurement risk management. To identify areas for improvement, procurement risk management operations will also be regularly reviewed.
Determining costs is a key component of the SurveiRams System procurement process. The team will employ a thorough cost determination procedure to choose providers who are both competent and cost-efficient. As part of the cost estimation process, potential suppliers are asked to submit quotes, proposals, or bids in response to an RFP (Request for Proposal). The team must assess the costs related to the procurement process, such as acquisition, delivery, installation, and maintenance costs. The group will evaluate potential cost overruns and suggest measures to reduce them. To promote openness and equity in the selection process, the project team will make cost one of the primary deciding factors.
The cost determination process will involve several stakeholders, such as procurement managers, project managers, financial analysts, project sponsor and team adviser. These parties will work together to make sure that the procurement budget is continuously tracked and that all expenditures are accurately estimated. The project team will use standardized procurement templates and papers to speed up the cost estimation procedure. This will make it easier to guarantee that all cost estimates are accurate and consistent across all procurement operations. The project team will also construct procurement performance measures to evaluate the efficiency of the cost estimation procedure.
Overall, the procurement management plan's cost determination section will be extremely important in ensuring that the SurveiRams System is completed successfully and within the allotted budget.
The following constraints must be considered as part of the SurveiRams project’s procurement management process:
- Budget Constraint: The project must be completed within a specific budgetary limit. This constraint restricts the team’s flexibility as the project must be aligned with the available financial resources.
- Time Constraint: The project must be delivered within a specified period. This constraint limits the development and deployment according to the project schedule, meeting the required deadlines.
- Quality Constraint: The project must meet certain quality standards and performance expectations. This constraint limits the team to finding suppliers that meet the quality standards needed for the project.
- Technical Constraint: The project must adhere to specific technical specifications or compatibility requirements. This constraint restricts the team’s performance due to lack of tools, sub-standard equipments and bad quality of goods/tools.
- Security and Compliance Constraint: The project must comply with relevant security standards, data protection regulations, and industry-specific compliance requirements. This constraint limits the user confidence in using the application as the system lacks the security standards
- Scalability Constraint: The project must be scalable to accommodate future growth and increased user demand. This restricts the whole project team due to vendors that can’t provide the required goods/tools for the project.
The contract approval process for the SurveiRams project will follow a systematic and organized approach to ensure the timely and effective approval of all contracts. The process will adhere to the organization's policies and procedures and encompass the following stages:
- Initiation: The project sponsor or requester identifies the need for a web application and initiates the contract approval process. This includes documenting the project requirements, objectives, and expected outcomes.
- Preparing the Request for Proposal (RFP): The project team, in collaboration with the procurement department, prepares a detailed Request for Proposal (RFP). The RFP includes project specifications, technical requirements, timeline, budget, evaluation criteria, and any other relevant information.
- Vendor Selection: The procurement department issues the RFP to potential vendors and suppliers. Interested vendors submit their proposals, which are evaluated based on predetermined criteria such as experience, technical capabilities, price, references, and compliance with security and regulatory requirements.
- Proposal Evaluation: The project team reviews and evaluates the proposals received. They assess each proposal based on the defined evaluation criteria and shortlist the vendors that best meet the project requirements.
- Contract Negotiation: The project team engages in contract negotiation with the selected vendor(s). This includes discussing terms and conditions, pricing, scope of work, service-level agreements, intellectual property rights, data protection, and any other relevant contractual aspects.
- Contract Approval: The revised contract is submitted for final approval to the designated authority, such as a project steering committee, management team, or legal department. The approval authority carefully reviews the contract, considering factors such as budget, alignment with organizational objectives, legal compliance, and risk assessment.
- Signatures and Execution: Once the contract receives final approval, both parties (the company and the vendor) sign the contract, acknowledging their agreement to the terms and conditions. This may involve obtaining signatures from authorized signatories and stakeholders and storing the executed contract in a secure repository.
- Contract Management: After contract execution, a contract management process is established to monitor the vendor's performance, ensure compliance with contractual obligations, track deliverables, manage changes, and handle any issues or disputes that may arise during the project implementation.
For the SurveiRams project, the following decision criteria will be used by the contract review board:
- Technical Expertise: The vendor should possess the necessary technical skills and capabilities to successfully complete the project, demonstrating experience in similar projects and expertise in relevant technologies.
- Pricing: The vendor's proposed solution should have competitive and reasonable pricing, which will be evaluated based on market research and comparison with other received proposals.
- Timelines: The vendor must demonstrate the ability to meet the project's timeline and deliverables, including key milestones and completion dates.
- Quality Assurance: The vendor's track record should demonstrate a consistent delivery of high-quality solutions and services, supported by references and testimonials from previous clients.
- Risk Management: The vendor should exhibit a comprehensive understanding of potential risks and have effective risk mitigation plans in place. This includes identifying procurement-related risks as well as risks associated with project execution.
- Sustainability: The vendor's proposed solution should consider sustainability factors, including environmental, social, and economic aspects. This could involve utilizing eco-friendly materials or supporting local communities.
- Compliance: The vendor must comply with all applicable legal, regulatory, and contractual requirements, including intellectual property rights, data privacy, and security protocols.
- Communication: The vendor must exhibit excellent communication skills and be responsive to inquiries, concerns, and updates throughout the project lifecycle. Effective and open communication channels are essential for successful collaboration.
- Scalability: The vendor's solution should be scalable, allowing for future growth and adaptability to evolving business needs. This includes the ability to accommodate increased user demand, handle larger datasets, and integrate additional features seamlessly.
- Innovation and Creativity: The vendor should demonstrate a capacity for innovation and creativity in their proposed solution. This involves providing unique and forward-thinking ideas, leveraging emerging technologies, and offering insights to enhance the overall project outcome.
- Team Expertise: The vendor's team members should possess the necessary expertise and experience to contribute effectively to the project. Their qualifications, certifications, and relevant industry knowledge will be evaluated to ensure the availability of a skilled and capable team.
- Collaboration and Flexibility: The vendor should exhibit a willingness to collaborate closely with the organization's team, demonstrating flexibility in accommodating changes, feedback, and evolving project requirements. A collaborative approach fosters a productive working relationship.
- Vendor Stability: The vendor's financial stability, reputation, and longevity in the industry should be assessed. This helps ensure a reliable and sustainable partnership, reducing the risks associated with vendor instability or unforeseen business disruptions.
For the SurveiRams project, the following performance metrics will be used for procurement activities:
Supplier Performance: This metric evaluates the performance of suppliers based on criteria such as on-time delivery, product quality, adherence to specifications, responsiveness to inquiries, and overall satisfaction of the procurement team and end-users.
Procurement Cycle Time: Cost Savings: This metric measures the cost savings achieved through procurement activities by comparing the negotiated prices or discounts with market rates or previous prices. It helps determine the effectiveness of cost management strategies and identifies opportunities for further savings.
Supplier Diversity: This metric assesses the diversity and inclusivity of the supplier base, tracking the percentage of contracts awarded to minority-owned, women-owned, veteran-owned, or small businesses. It promotes supplier diversity and supports social responsibility goals.
Contract Compliance: This metric measures the extent to which suppliers adhere to the terms and conditions specified in the contracts. It evaluates factors such as timely delivery, quality of goods or services, invoicing accuracy, and compliance with regulatory requirements.
Risk Management: This metric evaluates the procurement team's ability to identify and mitigate risks associated with suppliers, such as financial instability, supply chain disruptions, regulatory non-compliance, or ethical concerns. It helps ensure supplier reliability and minimize potential risks.
Stakeholder Satisfaction: This metric measures the satisfaction levels of internal stakeholders, such as end-users, project managers, and finance teams, with the procurement process. It involves collecting feedback on factors like responsiveness, accuracy, timeliness, and overall experience.
Process Efficiency: This metric evaluates the efficiency of procurement processes, such as requisition processing, supplier selection, contract negotiation, purchase order creation, and invoice processing. It aims to identify areas for streamlining and automation to optimize efficiency.
Continuous Improvement: This metric assesses the procurement team's ability to drive continuous improvement initiatives. It tracks the implementation of process enhancements, cost reduction strategies, supplier performance improvement plans, and other improvement projects.
The project team has created a transition out plan as part of the project closeout for the SurveiRams Ticketing System. This will enable a smooth transfer of ownership to the new owners. This plan's goal is to give a broad picture of the transition process, including the background of the contract, the system's current situation, and the anticipated transition to the new owners.
To improve their reporting processes, our team and the customer together developed the SurveiRams Ticketing System and accomplished the project's goals. According to the contract terms, system ownership has now been passed to the client.
The system is functioning and stable right now. The user training process has been finished, and all necessary functionalities have been tested and validated. As we leave, we want to make sure the client has access to all the information and assistance they need to efficiently manage and maintain the system. To make sure the new owners have a thorough understanding of the system, all project deliverables will be given to them, including technical documentation, user manuals, and source code. Additionally, we will offer the new owners knowledge transfer sessions covering system operations, maintenance, and troubleshooting.
The project's transition out plan consists of a thorough schedule with an emphasis on a successful and flawless handover to the next contractor. User education will take place during the transition plan's implementation phase, which will begin in the middle of April 2024. Documenting lessons learned, updating files and records, obtaining official acceptance, archiving files and papers, and convening a project closeout meeting are just a few of the crucial tasks that are included in the plan's closeout phase. The project closeout meeting is scheduled for the end of June 2024, after these tasks are completed. The transition team will be working closely throughout the entire process to guarantee a seamless handover and reduce any disruptions to the project's operations. The team will be composed of various members, including the project team members, developers, and the transition project manager. The project team hopes to achieve a successful and seamless handover to the new contractor while preserving the quality of the project's deliverables by following this transition strategy and time.
The overall goal of the transition out plan is to guarantee that the client receives a fully functional and long-lasting system and that our team successfully completes the project.
General Approach: The project transition process encompasses the following stages:
- Identifying Key Variables: A thorough understanding of the crucial elements, variables, or parameters relevant to the project will be established. This entails identifying critical components that have a big impact on the project's overall success.
- Roles to be assigned: Each team member's precise roles and duties will be decided. This involves assigning specific tasks and explaining the roles and responsibilities of everyone involved in the project.
- Clarifying Responsibilities: Each team member will have their duties clearly and concisely specified. This makes sure that everyone is fully aware of their own responsibilities and the standards expected of them.
- Work Delegation: Tasks and activities will be assigned to team members who have the necessary knowledge and abilities. The delegation procedure makes sure that the task is distributed effectively and efficiently.
- Monitoring Project Progress: The project's progress will be closely monitored to make sure that tasks and milestones are finished on time. This makes it possible to quickly identify any problems or delays and take immediate corrective action.
- Implementing Corrective Action: Appropriate corrective steps will be performed in the event that there are any project-related difficulties or problems. This could entail changing the project schedule, reallocating resources, or making the necessary corrections to guarantee project success.
Timeline: The transition plan is divided into two primary phases:
Implementation Phase (July 31, 2023 – August 17, 2023)
- Identifying Key Variables: July 31 (1 day)
- Determine Roles: July 31 (1 day)
- Determine Responsibilities: July 31 (1 day)
- Delegate the work/User Training: August 1 – August 14 (10 days)
- Progress Monitoring: August 15– August 16 (2 days)
- Take Corrective Action: August 17 (1 day)
- Finalizing project deliverables: August 18 (1 day)
- Confirm Project Completion: August 21 (1 day)
- Review all contracts: August 21 (1 day)
- Reviewing Documentation: August 22 – August 23 (2 days)
Assumptions:
To facilitate the transition approach, the following assumptions will be made:
- The Project Developers and Software Testers will actively participate in the transition process and receive knowledge transfer by being physically present on-site or available for online sessions.
- To facilitate the knowledge transfer, the project team will give the Quality Assurance Lead all required documents, training materials, and instruction manuals.
- The project team will receive the necessary hardware and software licenses from Asia Pacific College (APC) to maintain the system.
- The project team is equipped with the necessary knowledge and abilities to maintain the system after the transition is complete.
- Transition Project Manager (TPM): The person responsible for the transition's overall success. The TPM manages the transition team, makes sure that tasks are finished on time, keeps communication open with the client, and ensures that the transition strategy is followed.
- Developers/Technical Lead (DTL): Responsible for providing technical expertise throughout the project. To understand the system and create a transition strategy, the project team, and the developers/technical lead work closely together. The TL also promotes communication with the new contractor to guarantee a smooth transfer of technical knowledge.
- Software Tester Lead (STL): Tasked with managing testing efforts, developing test plans, and maintaining software quality standards. To achieve a successful and efficient software testing process, the STL works closely with project managers, developers, and stakeholders.
- Quality Assurance (QA) Lead: Liable for ensuring that all deliverables adhere to the quality requirements outlined in the transition plan. The TPM and the QA Lead collaborate closely to create quality measures and guarantee that all transition tasks are completed to a high standard.
- Project Team Members: Accountable for helping, information, and knowledge about the system. To ensure a smooth transfer of knowledge and skills, they collaborate closely with the TPM, developers, and other team members.
| Role | Responsibilities |
| Transition Project Manager | The person responsible for the transition's overall success. The TPM manages the transition team, makes sure that tasks are finished on time, keeps communication open with the client, and ensures that the transition strategy is followed. |
| Developers/Technical Lead | Responsible for providing technical expertise throughout the project. To understand the system and create a transition strategy, the project team, and the developers/technical lead work closely together. The TL also promotes communication with the new contractor to guarantee a smooth transfer of technical knowledge. |
| Software Tester Lead | Tasked with managing testing efforts, developing test plans, and maintaining software quality standards. To achieve a successful and efficient software testing process, the STL works closely with project managers, developers, and stakeholders. |
| Quality Assurance Lead | Liable for ensuring that all deliverables adhere to the quality requirements outlined in the transition plan. The TPM and the QA Lead collaborate closely to create quality measures and guarantee that all transition tasks are completed to a high standard. |
| Project Team Members | Accountable for helping, information, and knowledge about the system. To ensure a smooth transfer of knowledge and skills, they collaborate closely with the TPM, developers, and other team members. |
The SurveiRams Ticketing System project's transition strategy places a lot of attention on the workforce transfer. A thorough workforce plan must be established and successfully communicated to guarantee a smooth and effective transition.
The Transition Project Manager will work closely with the customer, the existing and new contractors, as well as the transition team to decide on the best strategy for managing the workforce. This may include taking various steps, including hiring new employees or transferring current employees to the new contractor.
In this process, timely and clear communication is essential because it is important to respectfully inform the workforce of any changes. The Transition Project Manager will make sure that all staff members are educated about their substitutes and receive the required support throughout the transition by collaborating closely with BMO, ITRO, and security management.
The employees will also receive all necessary training or retraining to ensure they are fully prepared to provide great services during and after the transition phase. With the ultimate objective of successfully completing the project within the allocated schedule and budget, the workforce transition plan will be subject to continuous assessment and adjustments, as necessary.
During the transition period of the SurveiRams System project, several essential tasks will still need to be completed, which are as follows:
User Training: To inform users of the new system, training materials must be created and distributed. The training sessions would last two weeks and will combine classroom instruction with practical training.
System Testing: This signifies the official deployment of the new system. The team must make sure that every necessary component are in place and working properly before making it available to users. This will require performing final system tests and confirming the accuracy of the data migration.
Documentation of Lessons Learned: Documenting the project-related insights is part of this step. It comprises determining the team's strengths and weaknesses to adjust. The document will be a useful tool for future projects and encourage the use of best practices.
Finalize Project Deliverables: The group oversees updating relevant documents and records to reflect the project's completion. This can entail keeping copies of documents on hand or modifying contracts and agreements with added information.
Formal Acceptance: Getting the customer's formal approval during this phase signifies that the transfer was accomplished. The project team is responsible for making sure that all deliverables have been completed and that the customer is satisfied with the new system.
Archiving Files/Documents: All project-related files and papers will be archived during this time. Contracts, agreements, project plans, and other relevant documents may be included.
Project Closeout Meeting: A meeting with all stakeholders to close out the project is part of the transition's final phase. This meeting is to discuss the project, identify areas for success and improvement, and ensure that unresolved concerns are addressed.
There are no existing contracts or subcontract agreements related to this project. Therefore, no transition of contracts or related agreements is required.
The transfer of user accounts and passwords must be covered in the project's transition strategy for the SurveiRams Ticketing System. The following lists the concerns and actions for this specific transitional phase:
User Account Inventory: To start with, a thorough inventory that details every user account and its corresponding privileges must be made. System administrators, BMO, ITRO, and end users (security employees) are a few examples of internal and external users that should be included in this inventory. It should also indicate which accounts are no longer active or required by the system.
Password Security: Security must be maintained as the top priority during the transition process, so all user passwords must be reset or disabled. This action protects the system and the data it contains against unwanted access. Users should be informed to change their passwords to a temporary one issued to them before the switch. The system owner should then insist that all users create new, secure passwords during the transfer.
User Database: The database for all user accounts to be moved or disabled should be part of the transition plan. This table must have information like the login, linked email address, and relevant access rights. It should also specify any special instructions for the transition, whether the account will be moved or disabled.
In summary, the transition of user accounts and passwords is a critical aspect of the property transition plan for the SurveiRams Ticketing System project. By implementing a comprehensive account inventory, prioritizing password security, establishing clear procedures for account transition and disablement, and providing a user account table, a seamless and secure transition can be achieved.
Documentation/Manuals:
- APC management, BMO, ITRO, and security staff will receive thorough documentation and manuals from the project team and senior developer.
- To improve APC management's knowledge of the system's operation, the documentation will include a project overview, system architecture, functional requirements, technical specifications, and other relevant documents.
- The guides will include thorough, step-by-step guidance on how to carry out system-related tasks.
- To achieve a complete understanding of the system and its operations, APC management will receive individualized training from the project team and senior developer.
- APC management will have access to online training materials and tools for the system's continued knowledge and skill growth.
- Formal classes might not be suitable given the busy setting; thus, APC management will oversee informing BMO, ITRO, and security people.
Upon completion of the implementation phase and the completion of all required documentation and deliverables, the handover and acceptance procedure will begin. The project team will then schedule an official meeting with the project sponsor and other important stakeholders to discuss the transition plan and confirm that all requirements have been met.
The project team will present the finalized transition plan, including all necessary paperwork and deliverables, to the project sponsor and relevant stakeholders during the handover meeting. We will carefully review the information provided and have a discussion to address any questions or concerns that may still be present.
The project sponsor and other interested parties will sign the formal acceptance document as evidence of the successful completion of the handover once all issues have been resolved. The stakeholders who have examined and accepted the contents will sign this acceptance form, which will include a checklist of all required deliverables and paperwork.
The handover and acceptance section will also describe how to address any unresolved problems or difficulties that may surface after the handover. This can entail adhering to a formal dispute resolution procedure or putting corrective measures in place to address found flaws.
Overall, the transition out plan's handover and acceptance section will provide a thorough and precise roadmap for carrying out the handover process, guaranteeing that all parties will be pleased with the results.