Project Management and Practice
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This document provides an overview of the project plan for developing an Erasmus student registration system at the University of Limerick. The summary is: 1) The project aims to create a web-based system to help newly arriving Erasmus students register for the university, obtain student information and access course information more easily. 2) Stakeholders for the project were identified including Erasmus students, university staff, and the Erasmus department. Requirements were collected through interviews with the Erasmus coordinator. 3) The project plan involves defining the scope, schedule, costs, risks and conducting software design, development, and closing activities for the new registration system.
![Determine Budget
Control Cost
Risk Management (KS)
Identification
In order to identify all the potential risks to this project we first met with our Industry Client,
Patrica O’Flaherty, from the SAA in the University of Limerick as well as a web developer.
From our two interviews with these Industry Clients we outlined a list of potential areas of
risk for this project. We then used this information to create a RBS (Risk Breakdown
Structure) in AgenaRisk. This allowed us to outline the categories and subcategories
where we thought issues may arise during the course of this project.
The RBS satisfies the minimalist requirements described by Chapman and Ward [a]
where they recommend that any approach to risk quantification:
“should be so easy to use that the usual resistance to
appropriate quantification based on lack of data and lack of comfort with subjective
probabilities is overcome”.
Our RBS is outlined below. Orange is high risk, yellow is low risk.](https://image.slidesharecdn.com/projectmanagementassignment-140617145518-phpapp02/85/Project-Management-and-Practice-17-320.jpg)
![The above Probability and Impact Matrix shows all the areas of potential risk according to
both the Probability of them occurring and the impact they would have on the project in the
event of their occurrence. The credibility and quality of the risk analysis
requires different levels of risk probability and impact to be defined that are specific to this
project context for building a web based system.
Risk Mitigation
Risk Mitigation is “the process of developing options and actions to enhance opportunities
and reduce threats to project objectives.” [b] It is the act of preparing for risk impact. Risk
Mitigation involves developing contingency plans in case of a risk impacting the course of
the project. In the case of this project where the project is to build a website there are a
number of risks involved where a contingency plan may be necessary. They are listed as
follows:](https://image.slidesharecdn.com/projectmanagementassignment-140617145518-phpapp02/85/Project-Management-and-Practice-20-320.jpg)
![Potential Risks Contingency Plan
Product fails heuristic evaluation. Worst possible outcome. Product will be
brought back to designers and redesigned
from scratch.
Poor Website Usability. Website will undergo another heuristics
evaluation.
Unrealistic Time Management. Time Management will be evaluated on a
weekly basis.
Security Flaws. High Class Security will be brought on
board if product fails security tests.
Missing Requirements. Requirements will continuously be
assessed throughout each evaluation.
Bad Cost Estimation. Project Spending will be evaluated at the
end of each month.
Lack of/Low Funding. Further funding may be secured by
securing sponsorship from UL.
Risk Control
Risk Control is the process of “tracking identified risks, monitoring residual risks,
identifying new risks, executing risk response plans, and evaluating their effectiveness
throughout the project life cycle”.[c] This project has not run into any issues as of yet,
therefore we have been unable to evaluate the risk responses. However we have evaluated
certain aspects. We can confirm that all project assumptions outlined above in the
document are still valid and project management policies and procedures are being
adhered to in this project by all members of the team.
If any new risk is identified or scope is changed during the course of this project
then a new contingency plan should be developed in order to deal with the worst case
scenario. Risk control should be reassessed multiple times over the course of the project.
Risks will be accessed and updated throughout the process. Risks will be accessed every
fortnight.](https://image.slidesharecdn.com/projectmanagementassignment-140617145518-phpapp02/85/Project-Management-and-Practice-21-320.jpg)
![Axure (C)
Results and Conclusion of Design
Closing activities
Appendices
References
KS
[a] Lowrence W, The Nature of Risk, in Societal risk assessment: how safe is safe
enough?, R Schwing & W Albers (eds), 514, New York: Plenum, 1980. [Accessed
28 April 2014].
[b] Risk Mitigation Planning, Implementation, and Progress Monitoring | The
MITRE Corporation. 2014. Risk Mitigation Planning, Implementation, and Progress
Monitoring | The MITRE Corporation. [ONLINE] Available
at:http://www.mitre.org/publications/systemsengineeringguide/acquisitionsyste
msengineering/riskmanagement/riskmitigationplanningimplementationandpr
ogressmonitoring. [Accessed 29 April 2014].
[c] Project Management Institute (2004). A Guide to the Project Management Body of
Knowledge. 3rd ed. USA: ANSI. 237. [Accessed 30 April 2014].
Nielsen, J. Molich, R. (1990) 'Heuristic evaluation of user interfaces.' In ACM
Poslad, S (2011) 'Ubiquitous Computing: Smart Devices, Environments and
Interactions.' Wiley.](https://image.slidesharecdn.com/projectmanagementassignment-140617145518-phpapp02/85/Project-Management-and-Practice-33-320.jpg)
Project Management and Practice
- 5. Introduction (KS) This project sets out to develop a system to help newly arriving Erasmus students settle faster in the University of Limerick upon their initial few weeks. The Project plan involves creating a web based system that will cater to the following needs for Erasmus Students; ● Registration with the University of Limerick. ● Allocation of Student number and student email. ● Appointment for Student Card. ● Allocation of Timetable. ● Module registration. ● Extra Information on the area (map, best shops, etc). Upon the implementation of this system by the University of Limerick we would expect that all newly arriving Erasmus students would use this web based system in the opening weeks in order to become better familiarised with their host University. The system will continue to be maintained year round so that any information that needs to made available or noticeable to Erasmus students can be placed on this site in order to reach the desired audience. We would hope for the final system to be maintained by the International Society of UL.
- 6. Interaction Management (KV/LS) Develop Project Charter Stakeholder Analysis The stakeholder of a project is the person who has the most to gain or lose in a project. These are individuals or groups that are affected by our firms actions. These are divided into two categories, Primary and Secondary Stakeholders. The primary stakeholders are
- 7. the individuals or groups involved in the project, where the secondary do not have any direct economic involvement.The stakeholders affected by our project are: Potential Erasmus students, UL staff members, UL Erasmus and International Exchange department, the University of Limerick and Erasmus.org. http://www.mindtools.com/pages/article/newPPM_07.htm From the above Power/Interest chart we can see the following: We have Erasmus students in the Players section (High Power, High Interest). These are the people we must engage with most and are they group we aim to satisfy the most. For the Subjects section (Low Power, High interest) we have included the Erasmus Department as this website will make their workload much easier.
- 8. There are two stakeholders in the Crowd section (Low Power, Low Interest), Erasmus.org and UL Staff. Although it is our role to monitor these people, they require very little communication throughout the project planning. The final section is Context Setters (High Power, Low Interest). Here we have the University of Limerick itself. With the objective of this website being based on making life easier for potential Erasmus students studying in UL, it is essential to put in enough work with the University to keep them satisfied, but not so much information that they will become bored of. Project Management Plan SWOT Analysis ● Strengths: ○ Students can preregister online. ○ Here potential UL erasmus students will have access to all relevant documents and forms. ○ They are assigned their own unique student ID number. ○ Can arrange an appointment to receive their student card. ○ Allows students to choose their own modules before arriving in Ireland. ○ They can create their own timetable using their account. ○ They can access a forum to converse with past erasmus students. ● Weaknesses: ○ Miscommunication between the students and website due to language barriers ○ Not setting up the project with a realistic budget could cause major problems during the later stages in the project
- 9. ○ Irresponsibly cutting corners to keep the cost down could result in poor quality of the website. ○ Not preparing for problems in advance ● Opportunities: ○ Students can only access relevant forms through each college’s own Erasmus department. ○ This will be the only website providing a potential Erasmus student with all the relevant information before they move over. ● Threats: ○ Online user security. ○ Malware(malicious software online that attempt to gain private information) Monitor & Control Project Work This process involves the tracking reviewing and reporting what has been done up until this point. This is achieved by meeting the performance objectives defined in the project management plan. The main objective of this process is to allow the stakeholders involved an update into the progress made so far. Close Project or Phase Scope Management (KV) Collect Requirements Collecting requirements is a process that involves determining, documenting and managing stakeholder needs. This can be done through interviews, focus groups and facilitated workshops. For this section we interviewed Patricia O’ Flaherty, the University of
- 10. Limerick coordinator for Erasmus & International Exchange before performing a brainstorming session as a group. We contacted patricia through a series of emails as she was too busy to meet up with the increase of incoming and outgoing Erasmus students this year. Once we had received her answers we formed a group brainstorming session to find out what exactly happens in the Erasmus office, how students enrol into a college, the process behind registering each student, and how the process can be made easier. Define Scope This process involves the development of a detailed description of the project and product. Scope Statement ______________________________________________________________________________ Project Name: Erasmus Students Registration System Group: DesignFix Project Manager: Caitriona Conefrey Date: / /2014 ______________________________________________________________________________ Prepared By Document Owner(s) Project/Organization Role Killian Vigna Cost Manager Project Justification
- 11. At present, the only online resource for Erasmus students enrolling into a new college is www.esn.org a resource website. This website however only assists students in cultural, accommodation and the social aspects of studying abroad. Project Product An online resource for students coming to Ireland to study in the University of Limerick. This is website separate from UL where foreign exchange students can find everything about enrolling in UL. Project Deliverables Carry out an heuristic evaluation on the current UL Erasmus page. Obtained information from Patricia O’ Flaherty, UL’s Erasmus & INternational Exchange coordinator. Design a fresh, original and user friendly website. An easy to access and navigate through website. make information more refined and clearer for students. Prototyping. Carryout user testing on the new design.
- 12. Project Objective A one stop solution for future Erasmus students looking to enrol at the University of Limerick. This website will allow potential students to create an online account, receive their own student ID number, pick their desired modules for the year and organise their own timetable where they will be automatically registered for each module. Students can obtain all relevant documentations and forms required to enrol at UL and forums will be provided for these students to get into contact with other past, present and future Erasmus students. Assumptions/Limitations Time Cost Skill Inexperience of required skills Overall Project Priority: High Comments: Approved By: KIllian Vigna Project Manager : Caitriona Conefrey Date: 01 / 03 /2014
- 16. Control Scope A Control Scope is used to compare the current scope of a project and the baseline scope information, and find any changes or differences that has or will take place. A control scope is only necessary when the project manager agrees it will make an impact. If the impact of change is big enough, it is required to make updates to requirements documents and the requirement traceability matrix. In this case there are no changes in the projects scope plan and therefore there is no control action required. Time Management (KV/LS) Plan Schedule Define Activities Estimate Activity Resources & duration Develop and Control Schedule Cost Management (LS) Plan Cost Estimate Cost
- 17. Determine Budget Control Cost Risk Management (KS) Identification In order to identify all the potential risks to this project we first met with our Industry Client, Patrica O’Flaherty, from the SAA in the University of Limerick as well as a web developer. From our two interviews with these Industry Clients we outlined a list of potential areas of risk for this project. We then used this information to create a RBS (Risk Breakdown Structure) in AgenaRisk. This allowed us to outline the categories and subcategories where we thought issues may arise during the course of this project. The RBS satisfies the minimalist requirements described by Chapman and Ward [a] where they recommend that any approach to risk quantification: “should be so easy to use that the usual resistance to appropriate quantification based on lack of data and lack of comfort with subjective probabilities is overcome”. Our RBS is outlined below. Orange is high risk, yellow is low risk.
- 18. As can be seen from the above RBS Cost Management has the highest potential risks involved followed by the Project Management itself. Our lowest area for potential risk is the design area, this is because as a group of designers we feel confident in controlling this area with some level of expertise. Risk Analysis Risk Analysis involves assessing the identified risks according to the possibility of them impacting and affecting the project. The probability of a certain risk occurring by the impact the occurrence would have on the project equals the total risk itself. Risk = Probability x Impact.
- 19. We used a program called COCOMO in order to assess all of the risks and costs involved in creating a website for Erasmus Students in the University of Limerick. By creating a table in the program and entering the risk data we gathered through interviews and our risk map we can produce probabilities based on how likely a particular risk is to occur and what financial impact this may have. Our COCOMO Risk Table can be seen below; Probability and Impact Matrix
- 20. The above Probability and Impact Matrix shows all the areas of potential risk according to both the Probability of them occurring and the impact they would have on the project in the event of their occurrence. The credibility and quality of the risk analysis requires different levels of risk probability and impact to be defined that are specific to this project context for building a web based system. Risk Mitigation Risk Mitigation is “the process of developing options and actions to enhance opportunities and reduce threats to project objectives.” [b] It is the act of preparing for risk impact. Risk Mitigation involves developing contingency plans in case of a risk impacting the course of the project. In the case of this project where the project is to build a website there are a number of risks involved where a contingency plan may be necessary. They are listed as follows:
- 21. Potential Risks Contingency Plan Product fails heuristic evaluation. Worst possible outcome. Product will be brought back to designers and redesigned from scratch. Poor Website Usability. Website will undergo another heuristics evaluation. Unrealistic Time Management. Time Management will be evaluated on a weekly basis. Security Flaws. High Class Security will be brought on board if product fails security tests. Missing Requirements. Requirements will continuously be assessed throughout each evaluation. Bad Cost Estimation. Project Spending will be evaluated at the end of each month. Lack of/Low Funding. Further funding may be secured by securing sponsorship from UL. Risk Control Risk Control is the process of “tracking identified risks, monitoring residual risks, identifying new risks, executing risk response plans, and evaluating their effectiveness throughout the project life cycle”.[c] This project has not run into any issues as of yet, therefore we have been unable to evaluate the risk responses. However we have evaluated certain aspects. We can confirm that all project assumptions outlined above in the document are still valid and project management policies and procedures are being adhered to in this project by all members of the team. If any new risk is identified or scope is changed during the course of this project then a new contingency plan should be developed in order to deal with the worst case scenario. Risk control should be reassessed multiple times over the course of the project. Risks will be accessed and updated throughout the process. Risks will be accessed every fortnight.
- 22. Software Design (TD/CC) User Requirements Poslad (2011) refers to the importance of userawareness, and being aware of the context of the user, in supporting centered tasks and goals. Before looking into design concepts, the profile of the foreseen user is essential. This would include identifying their needs and objectives when interacting with the device. The main challenge in the first phase of designing a website is eliciting use requirements (Hengst, Van de Kr, Appelman, 2004). The chosen demographic who will benefit from the website are international students who will be completing erasmus in UL. When managing a project it is important to identify user requirements of international students coming to study in UL. User requirement define what should be developed. (Hengst, 2004). Main requirements for users of this website; ● Appropriate links ● Appropriate documents and resources ● Answers to frequent questions ● Contact information ● A social element Usability Requirements The primary aim is to design a website that will ease the stresses an erasmus student make face when they have chosen to study at the university of Limerick. This is a crucial stage as it allows for the usability requirements to be included in the final design, as a result ensuring that a functional and usable website is designed. Requirements for this website design;
- 23. ● Straightforward and easy to use. ● Fun but informative ● Good user interface ● Recognisable functions ● Number of languages Ease of use and mapping is very important because it makes the website easier to use. Ease of use and mapping proved to be very important. As Nielsen says “Consistency of the most powerful usability principles: when things always behave the same, users don’t have to worry about what will happen. Instead, they know what will happen based on earlier experience” During the design of the website, Jakob Nielsens ten heuristics were applied to ensure usability requirements; visibility of system status, match between system and real world, user control and freedom, consistency and standards, error prevention, recognition rather than recall, flexibility and efficiency of use, aesthetic and minimalist design, help users recognize, diagnose, and recover from errors and help and documentation (Nielsen, J. Molich, R. 1990). Implementation Technologies Adobe Photoshop and Illustrator Adobe Systems have developed, among others, the desktop software products known as Photoshop and Illustrator. Photoshop is a popular graphicsediting program, used in many creative areas, with a selection of tools to edit, create and manipulate graphics. Illustrator can be used alongside Photoshop, creating original outline of graphics to then be edited in Photoshop. Available drawing tools allow for the basic details needed when creating logos, symbols or fonts.
- 24. Adobe Photoshop and Illustrator were used in developing the final prototype. Both applications used together produced adequate design work. The style and layout aesthetics of the website was designed using these programs. A design visualization module allowed us to become familiar with these programs by drawing and rendering designs. These fundamentals learned were of great help in the mockup and final design stages. Axure Axure is a wireframing mockup tool that can be used to create mockups of application user interfaces. This tool allows for the building of interactive prototypes without requiring the skill or time of coding. Along with websites, Axure is also used in creating tablet and mobile application prototypes. This software helps in making design decisions and to communicate design concepts in a clearer and more accurate way. With Axure we can develop a fully interactive website prototype, that can be presented and testing on any computer monitor or laptop. It's important to have such prototypes to allow for user feedback from devices, which reflect the final product with accurate size and display. This results in more decisive and detailed modification. Concept Sketches(T) Concept sketches not only helped in communicating ideas to others but also for discovering new possible features and working out difficult obstacles of how the website will operate. The concept sketches show the content of the website. The concepts will be used to produce low fidelity prototypes and a medium fidelity prototype. Scenarios (T) Scenariobased design allows us to identify users and show how they will interact with a product in everyday life. Scenarios can be helpful to both the designer and clients. A
- 25. description of end users is clearly expressed, while adjustments of functionality can be easily made in the early stages. A scenario was generated keeping the stakeholder in mind and In order to understand how the website would be used by an erasmus student, a step by step scenario was created. Scenario 1 Camilla is a 21 year old student from sweden who has decided to study for a year in Ireland. Having looked at the courses available in the University of Limerick, she has decided to complete her Erasmus year of study in UL. She logs onto the erasmus website for incoming students to find out everything she needs to know and in order to retrieve all of the documents she needs. When she opens the webpage, she sees a tab named resources. When she goes to that tab she finds all of the forms and documents she needs prior to her visit in Ireland. The forms on the website allow her to complete tasks she would have had to do when she arrived in Limerick. Camila is nervous about moving away from home and to a new country. She wants to get some more information about the registration process from someone who has been through a similar experience. She clicks on the forum tab and writes to Francesca, another swedish student who completed erasmus in UL last year. Storyboarding(T) Following the description of a scenario comes the storyboarding, where we can visualize the concept. This step also allows for further correction of details, which may have been missed or overlooked. Storyboarding is one of the most important aspects when designing something new (Williams, 2009). Creating a storyboard for the website is very important because it provides an outlook as to how the website will look and progress (Williams, 2009). Creating a storyboard made the process easier and gave direction and scope. Storyboarding was used during the research and design process of developing the website for erasmus students. The storyboard consists of a number of hand drawn
- 26. illustrations and sketches. The aim of the storyboard is to assist in visualising the layout and design of the website. It also shows how the website will be used in a scenario like the one mentioned previously. Storyboarding allowed our project group to convey “functionality of a proposed solution, product or service” and “Collecting requirements and generating feedback on how the events and functionalities” (BeaudouinLafon & Mackay, 2003) Storyboard images(killians drawings) Evaluation of Similar Websites(T) Screenshots of the existing website Produce and design “A good design is better than you think” (Rex Heftman, 2000). There are a number of stages in the design process. These include the design of, low, medium and high fidelity prototypes. Each prototype is further developed than its predecessor and the development is based on feedback from testing using prototypes. A prototype is a “Concrete representation” of a design. (BeaudouinLafon, Mackay, 2003). Prototypes provide the means for examining design problems and evaluating solutions. Prototypes both inform the design process and help designers select the best solution. (BeaudouinLafon, Mackay, 2003). Low fidelity prototypes are the first prototypes developed. In this case the low fidelity prototypes were developed following an assessment of the current information provided on the UL website and feedback from industry experts. Low fidelity prototypes are commonly cheap and are easily altered. Medium fidelity prototypes include a more developed design. The development is based on the results from testing using low fidelity
- 27. prototypes. Medium fidelity prototypes include functions but redesign and further improvements can be made. From the outset of the project, our project management group felt it was extremely crucial to prototype early and regularly in order to ensure that my final design goals were achieved. Paper prototypes, low fidelity prototypes and medium fidelity prototypes were made using AXURE, Illustrator and Photoshop. Prototypes were used to gather valuable feedback from users. Paper Prototypes Low Fidelity Following an exploration of similar websites and what makes for good website design, low fidelity prototypes were carried out. This allowed us as designers to envision the websites layout and also to finalise relevant features. Prototypes come in a number of different forms. A number of quick sketches on paper can be considered a prototype. Paper prototypes help the designer in a number of ways. Offline prototypes also known as paper prototypes do not require a computer or technological device. Offline prototypes can be created quickly and cheaply. By beginning with paper prototypes we were able to map out the structure of the website. The paper prototypes show how the website will function. Paper prototypes demonstrated the overall usability.
- 30. Evaluation of Paper Prototypes Some of our course colleagues were happy to offer feedback on the Paper Prototype design. As we wanted to use these prototypes to test and improve on the overall layout, usability and design, we concentrated on the negatives more than positive feedback received. Areas we set out to improve from here are the background design, text details, and implementing icon/symbols. Interactive Prototype Medium Fidelity (T) The Interactive Prototype can be accessed at: http://nn7n8p.axshare.com/home.html here A bright and colourful homepage was designed using photoshop. At the top of the webpage is all of the tabs the students may need. These include an about page which will tell visitors of the webpage about the site. A FAQ page which will features some frequently
- 31. asked questions. These questions will be questions past erasmus students may face. Finally a contact page where students will be able to find contact details for the University of Limerick and website creators. The resources page provides all of the documents an erasmus student may need. These include fact sheets, registration form, information on paying fees and the university campus. Students will be able to download all of these files onto their PC.
- 32. Here Erasmus students who will be coming to UL in the future will be able to talk to past erasmus students who have completed the experience in UL. Future students are able to talk to former students who are willing to offer advice and guidance. Through a chat service, students can interact and talk to these students. Progress Report Each task from the Software Design stage was met on target regarding time and quality where applicable. Software Development (TD/CC) Heuristic Evaluation of Interactive Prototype Usability Testing (T) Implementing The Technology Photoshop and Illustrator (T) §t
- 33. Axure (C) Results and Conclusion of Design Closing activities Appendices References KS [a] Lowrence W, The Nature of Risk, in Societal risk assessment: how safe is safe enough?, R Schwing & W Albers (eds), 514, New York: Plenum, 1980. [Accessed 28 April 2014]. [b] Risk Mitigation Planning, Implementation, and Progress Monitoring | The MITRE Corporation. 2014. Risk Mitigation Planning, Implementation, and Progress Monitoring | The MITRE Corporation. [ONLINE] Available at:http://www.mitre.org/publications/systemsengineeringguide/acquisitionsyste msengineering/riskmanagement/riskmitigationplanningimplementationandpr ogressmonitoring. [Accessed 29 April 2014]. [c] Project Management Institute (2004). A Guide to the Project Management Body of Knowledge. 3rd ed. USA: ANSI. 237. [Accessed 30 April 2014]. Nielsen, J. Molich, R. (1990) 'Heuristic evaluation of user interfaces.' In ACM Poslad, S (2011) 'Ubiquitous Computing: Smart Devices, Environments and Interactions.' Wiley.
- 34. Bibliography Screenshots Appendices Prototype mock ups Questions for industry experts (SAA and website developer) QUESTIONS AND ANSWERS GIVEN QUESTIONS FOR AN ERASMUS STUDENT AND ANSWERS Questions and answers for a website designer.. NB What management tools do they use!!!!