Project Management Application Form (Fully Customizable Template)
- 1. Project Management Application Form
- 2. 1 1. PROJECT SUMMARY 1.1 Project title E-Learning 1.2 Project applicant Name/surnameof project manager: MarjoToska Position:Project Manager Organisation/institution: Postaladdress: Tel.: Mobile: E-mail: marjo.toska@cit.edu.al Website: emeraldental.com 1.3 Other team member(s) (if applicable) (Please provide namesonly) Agjelos Hashani Rizaldo Pasho 1.4 Beneficiaryinstitution(s) (Please provide namesand countriesonly) 1.5 Estimated start date (day/month/year) 1.6 Estimated enddate (day/month/year) 1.7 Expectedproject duration (months) 24.1.2020 24.6.2020 5 1.8 Total project costin EUR 1.9 Requested(institutionName) grant in EUR € 10,000 € 10,000 1.10 Projectdescription(Max 1500 characters) Did youever have difficulty rememberingthat last step of the exercise? Or feeling confused how the professor went from one pointto another?Well our platformwill help youwith that. Our aim is to create a simple user interface, that will be understandableby anyone, notraining required. There will be an area to edit recordingsand addvoice-overs. This features will be accessible by professors and studentsalike. Another feature will be a commentsection where bothparties can write for anythingthat’s unclear or clarify it. Videos can be downloaded, sothey can be savedlocally andbe accessed offline. This platform will enhance the understanding, engagementandconsequently, theperformanceof students. It will provide professorsaninterface to create/ record their work. This will lead to reduced time andeffort in their end, andincreased focus and productivity onstudentsend.
- 3. 2 This would avoidexcess repetition of materials onseminars/ lectures due to the studentsforgetting/ nottaking notes. The app wouldbe platformindependent, accessible on any device, at any time. 2. PROJECT RATIONALE 2.1 Background (Max1500 characters) Please provideabrief descriptionof the motivationsthatledtothe presentationof the currentproposal.Should the proposal be a follow-up of any other activity please elaborate on that as well. The main motivationis thatstudentshavemore thanone subject to focus on, andthat information tendsto be forgottenthe more time it passes. Somecan have upto 6 hoursof complex subjects a day. Somecan have seminarsafter lectures consecutively the very same day, andthe info is lost if not spreadduring the week. Othersmight even haveother obligationsbesides university. After all we’re not robots. Another motiveis that studentsspendalot of time searching the internet to find a solutionor a explanation, andfind outthat it’smisleading or irrelevant with the topic. Why waste time listening/ reading otherpeople’s work thatcan barely be understood, whenyoucan have the essence of a certain topic explained perfectly by yourprofessorthat is competentfor oureducation. 2.2 Perceivedneeds (Max1500 characters) ESTABLISH A CORE PROJECTTEAM To developa platformlike this, we need to establisha core project team that wouldbe only committedto this project. The project managerwill recruit handpickedindividualswith specific skills to meet the project and stakeholders demands. Theseindividualsshouldbe from within (ENTER INSTUTUTION NAME)sothey have a clear goal of Institution’sobjectives. ThePM will alsobe able to assignspecialists to help/ guide in any obstacles the team may face. CLOUD The mostefficient way to store the platformis on a Cloud. But what is a Cloud? Cloudcomputingis the on-demandavailability of computersystemresources, especially datastorage and computingpower, without direct active managementby the user. This means the appinformation, records, videos, userscredentials will be stored ona remote data center. The benefits will be online data storageand backupsolutions, 24/7 platformuptimeandtechnical support. Itwill also reduce IT costs, because it removes the expert cloud/ server staff wages, fewer energy consumption, fewer time delays andhardware/ software systemequipmentsor upgrades. 2.3 Objectives(Max1500 characters) Please provide brief information on the main features of the proposed activity with particular attention to appropriate, practical and consistent information. Nonspecific and abstract, overambitious goals are to be avoided
- 4. 3 -Develop a project scope: Define all the necessary goals, deliverables, features, functions, tasks, deadlines, and costsof the project. -Developa project charter: Define roles and responsibilities, identifies the main stakeholders, anddefines the authority of the project manager. Have all participantsagree andsign uponthese agreed criterias. -Developa Work BreakdownStructure:After the roles of each project member are assignedin Project Charter, the work to be executed by the team is defined in a deliverable oriented hierarchical decomposition. -Improvestudentsengagement -Increasethe Institutionsquality oneducation -Time efficiency -Inhouseteam composition -Builda strongercommunity:Createsa stronger bondbetween instructorsto students, andstudentstostudents -Create a forum system. 2.4 Justification(Max1500 characters) Fromwhat we’ve learned sofar in this course, no project can start withouthavinga clear visionandgoals. That’s why project scope comes asthe first objective, to define all the necessary goals, deliverables, features, functions, tasks, deadlines, andcostsof the project. The project charter is almostas importantas the scope, because every project participant agrees andsigns on the given terms andsignals the project commitment. Then we can proceed to ournext step in the developmentladder, Work BreakdownStructure. It is a key project deliverable that organizesthe team's work intomanageable sections. As we mentionedbefore, studentsengagementis our primary objective. We are interested to polishtheir skills, commitmentandunderstandingtoovercomecertain problems. Our Institution’squality willbe improvedaswell, because studentsare the main columnof it, and they reflect their knowledge andwork. 2.5 Have there beenany previouseffortsto tackle the perceivedneeds? (Max1000 characters) Do the projectobjectivesrelatetoanyspecificpreviousprojectsthathave takenplace inthe institution/ country/regionof operations,undertakenbyinternational organisationsorotherparties? Usually educationalinstitutionsusepre-built platformslike Google Classroomandthe likes of it anddon’tgo anothermile for the student’s fulfilment. Google Classroomfor example, has the samevision andobjectives as our project. Frombuildinga strongerbond andcommunity toenhance the student’s learningexperience. So in thisspectrum, our platform is uniquein its nature. It feels like youhavethe instructor hired personally for a private lecture.
- 5. 4 2.6 Beneficiary(ies) (Max1500 characters) -EnhanceMarketing: Having a personalplatform will make ourinstitutionprivileged in comparisonto other universities, and can serve as a great publi(enter Instututionname)y for the institute. Notonly it will benefit the current studentsand professors, it will also attract potentialstudentsto apply andbe a partof it. -Investitors: Based onthe share marketprinciples, more people will want a piece of thisfast rising, prestigiousinstitution. This will attract potential investmentsandcashinflows, and can be translatedinto fundingresearch and development, innovativeprojectsand ideas or create an offsite campusin a far future. -Improvedfeedback: This meansthe studentswill have aninfrastructure to express their opinions, suggestionsorcomplaintsfreely andtheir wordsto have influence. This will avoid bureaucracies like writing excessive email/ complaints/polls andnot being intoconsideration. Their initiativesand suggestionswill be heardand putinto gooduse. Students for students! 2.7 Give detailsof the applicant and the skillsand/or expertise ofkeypersonsinvolvedin thisproject. (Max 1000 characters) Marjo Toska Having similar pastmanagingexperiences, hasgiven him better understandingofthis role. Being part of a studentexchange programin USA, he obtaineduseful communication, resourceandmanagement skills. Also mistakesbasedon previousexperiences can help preventthose samemistakesagain. Agjelos Hashani The Idealist of this project. He givespractical consultationandcooperateswith membersto bringup innovative ideas. He also inspires project membersto bring outthe best of themselves. Rizaldo Pasho He hasexpertise in developingthe code of conductandorganizationalculture. He keeps thingsrunning smoothly, andhasa great sense of responsibility thataffects others aroundhim. 2.8 Key risks to the project’sobjectives,andproposedmitigating solutions (Max1500 characters) Budgetreduction can be a major threat in the project development. Thiscan compromiseone of the variables, suchas extending the time period to complete the project and limits the scope. Schedule risk, the risk thatactivities may take longer thanexpected. Slippages in schedule typically increase costsand also delay the receipt of project benefits. The more time it takesto finish a project, the more its marketvalue decreases. Unforeseencircumstances are somethingwe cannotcontrol. Justlike any other people, project managersand developersare humans. Forexample, if someof them gets sick, it can delay the project for anindefinite period of time or even derail it. (Explanation is on the paragraphbelow.)
- 6. 5 Resignationof one or more project members could alsobe a potentialrisk. This meansthe project will takemore time to be finished, as lower staff is available. One of the solutionswouldbe to assign overtime, butthis could also increase turnoverrate or burnout. Anothersolutionwouldbe to hire new membersandtrain them mid-way in project development. Butaswe have previously discussed, hiringnew employees wouldpostponethe project completiontime evenmore. 3. PROJECT ACTIVITIES 3.1 Descriptionof project activities (Max2000 characters) (Please list,foreachprojectactivity,the objective itaimstoachieve;all objectiveslistedin2.3shouldbe explainedhere) -Chat: Aside from the comment section, a chat systemwill be implemented. The chat will havefeatures like form groupsof a subject, class, year, student’sprojectson a subject, etc. This will shakeof any rigidnessthe comment section mightcreate. -Forum: A forumsystemwill also be a great additionandit’s implementedon all seriousinstitutions. Studentscanshare project ideas, complaints, suggestionstothe instituteor platform, or for help ona certain topic. The most relevant andhelpful comments/postscan be upvotedby usersto be shownhigher in the list or be sortedby creation date. Professorscan alsopin the mostuseful ones to alwaysbe shownontop, so they can help more people. -Inhouseteam composition: Ideally, project’s participantsshouldbe (ENTER INSTUTUTION NAME)students:Thiswill enhance their knowledge andskills andbe a valuableadditionfor their Resume. This will motivate themto do a better job because their peers will be the testers andusers of their system. 3.2 Work plan, participation,and schedule -Developa project scope:Define all the necessary goals, deliverables, features, functions, tasks, deadlines, and costsof the project. The work will be dividedinto individualteamsthat are responsiblefor specific tasks. These teamswill be coordinatedandsupervisedby team leaders, and they will havea weekly meeting to discussthe development process, progressor request for help if behind the target. Developers will participate in smaller building blocks. Team leaders supervise, help andprovide themwith resources. Project Managercoordinateswith team leaders and guides themin the right track of project work. Staff has agreed uponto work onworkdays, andwork on weekends if they are behindthe schedule. 3.3 Beneficiary(ies) ownershipofthe project activities (Max 1000 characters) (Please attachanysupportingofficial strategies,developmentplans,orotherstrategicdocumentsof eachand all beneficiaries)
- 7. 6 -Finalize Project Details We need tomake sure we’ve laid the foundationfor success before the project begins. This meansgetting buy- in from all stakeholdersandunderstandingtheexpectationsinvolved. Clearly define the scope of the project itself, includingthe various roles and responsibilitiesof teammembers. Create measurablecriteria for success andfactor in deliverable dates and create your timeline. -ChoosingtheRight Teammates Assign taskstoteam members. Puttogether a winning combinationof skills, talent and personalitiesthat are right for each particular project. We shouldkeep in mindthat skill sets shouldalign with specific project requirements. We will try to avoidhavingtoo many people ona team aswell. For example, Amazonuses the “pizza” methodology, basedontheidea thata team shouldn’tbelarger than6 to 10 people. 3.4 Evaluation activitiesand/or follow-upindicators(Max1500 characters) -Improveprogramdesignandimplementation. It is importanttoperiodically assessandadaptour activities to ensure they are as effective as they can be. Evaluationcan help us identify areas for improvementandultimately help realize ourgoals more efficiently. Additionally, when we share resultsaboutwhat was more and less effective, we help advanceenvironmental education. -Demonstrateprogramimpact. Evaluationenables demonstrationofour program’ssuccessor progress. The informationcollected allows to better communicatingprogram'simpactto others, which is critical for public relations, staff morale, and attracting andretaining supportfromcurrent and potentialfunders. -Reliability Indicator Reliability here implies that the indicatoryields the same results onrepeated trials/ attemptswhen usedto measure outcomes. Thismeansyielding constantresults of the software when on testing stage. -Practical Indicator An indicator mustbe able toutilize locally available resources while at the same time being cost effective. 4. PROJECT RESULTS 4.1 Expectedproject results (Max 2000 characters) Firstly, we expect the objectives tobe fulfilled. The core of the platform, video, screen recording andcomment section to be establishedfirst. The app to be launchedand tested onPC’sfirst, then mobile/ tablets operating systemssuchas Androidand IOS. ImplementChatandForumfeature later will result in positivecriticism and better feedback if added later in the app. This will surpriseusers andwake an interest in them after usingit for a while. -Better educate students/Facilitate professor’swork: Students’ understanding,engagementandconsequently, theperformancewill be augmented. Itwill provide professorsan interface to create/ record their work. This will lead to reduced time and effort in their end, and
- 8. 7 increased focus and productivity onstudentsend. Thiswould avoidexcess repetitionof materials onseminars/ lectures due to the studentsforgetting/ nottakingnotes. -Investmentforfurther developmentor expansion: If the platform will have a positivereception, the word of mouthrecommendationswill have the following results; Peopletrust otherpeople and the experiences they have to report, which means thatwhen they hear from a friend or a consumerabouta productor brand, they are more likely to buy/use it. This will attract potentialinvestmentsandcash inflows, and can be translatedinto fundingresearch and development, innovativeprojects andideas or create an offsite campusin a far future. 4.2 Expectedproject impact (Max 2000 characters) -Improvetheinstitution’sclimate. Studentscanbetter managetheir time, as they stopsearching redundantinformationonlineand obtainthe logic of the given subject directly from their instructor. They can understandhowthe professor approachesa certain problem, andvice-versa. This will alsoresult in happierstudents, asthey praise their professorsfor the excellent work, and they won’t criticize or complainso much. Studentsthatmay be absent dueto work or personalissues, can access the lectures from the platform so they don’tfall behind. -EnhanceMarketing: Having a personalplatform will make ourinstitutionprivileged in comparisonto other universities, and can serve as a great publi(enter Instututionname)y for the institute. Notonly it will benefit the current studentsand professors, it will also attract potentialstudentsto apply andbe a partof it. -Internationalrecognition: Ownershipof an in-housesoftware will get their attentionand turnpeople’sheads (ENTER INSTUTUTION NAME)’sway. (ENTER INSTUTUTIONNAME)’sdiplomaswill gain an internationalreputationandbe acknowledgedas an Institutionwhonurturessuccessful intellectuals. -Improvedfeedback: This meansthe studentswill have aninfrastructure to express their opinions, suggestionsorcomplaintsfreely andtheir wordsto have influence. This will avoid bureaucracies like writing excessive email/ complaints/polls andnot being intoconsideration. Their initiativesand suggestionswill be heardand putinto gooduse. Students for students! 4.3 Expectedsustainabilityof projectimpact and potential replicability (Max1000 characters) The project will eventually come to an end, but its missionandimpact shouldcontinuein the future. Itsfeatures shouldbe constantly maintainedandupdatedin order for the project toprosper pastits initial launchingphase. The forum in itself is a great self-improvementmechanism, thatwill be critic in the goodof the community, and periodically suggestimprovementuponthisproject. The ideas will be virtually infinite and with the right support they can be further developedand give their ideas life. Having a self-improvementmechanismin place, it will be a major groundfor investmentandit can sustainitself indefinitely as long as the community isactive.
- 9. 8 5. VISIBILITY 5.1 Project publi(enterInstututionname)yanddisseminationofinformation (Max 1000 characters) Amongthe main objectives of our project is the setupof an effective disseminationactivity andto ensure that what is going to be implemented, will be able toinvolve a broadaudience duringthe project life cycle and beyondit. Social Medias are a major trend nowadays, andcan spreadinformationfast. There are no barriers according to knowledge or location, andis accessed by anyonewithoutany fees. Promotingcampaignsby payingcan reach a greater target groupandincrease engagement. Research publications, scientific newspapers, blogs, websites can spreadthe informationin a more structured, detailed, scientific manner. 5.2 Use of (ENTER INSTUTUTION NAME) logo and references (Max500 characters) (enter Instututionname)University https://(enter Instututionname).edu.al/ Project Scope: Project Scope Statement: https://www.matchware.com/project-scope A Character with a Goal Needs To Do Somethingin Order To Reach It. https://www.beemgee.com/blog/perceived-need/ Learn How To Write S.m.a.r.t. ProjectObjectives (with Examples) https://thedigitalprojectmanager.com/project-objectives/ Publi(enter Instututionname)y andDissemination Aneta - http://pyourf.eu/index.php/en/publi(enterInstututionname)y-and-dissemination 6. BUDGET 6.1 Personresponsible forexpenditure Name/surname:MarjoToska Position:Project Manager Postaladdress(if different from 2.2): Tel.: Mobile: E-mail: 6.2 Total cost and (ENTER INSTUTUTIONNAME) contribution Total projectcost in euro 10,000 € Requested (ENTERINSTUTUTION NAME) grant in euro 10,000 € % of total cost of project 100 %
- 10. 9 6.3 Breakdown of estimatedcosts Please provide the breakdownof estimatedcostsbyusingthe Budgettemplate only. 6.4 Remarks (Max 400 characters) 7. SIGNATURES For the applicant: (Please copy andpaste below as many times as needed, in orderfor all team membersto sign) . Name:Marjo Toska Position:Project Manager Date: 24/1/2020 Signature: Name:Agjelos Hashani Position:Team Leader Date:24/1/2020 Signature: Name:Rizaldo Pasho Position:Consultant Date:24/1/2020 Signature: Budget Template Please providea detailed budgetestimateof the Activity, indicating all the amountsin Euro according to the format € 1000,00 and add budget lines as needed. Please insert for each budget item: ● a detailed description (e.g. accommodation for 10 participants from -name the countries- for two nights) ● estimated unitcostperparticipantorperitem of equipmentorotherresource(e.g.roomrateperone night) ● estimated subtotal related to that budget item (e.g. number of people x number of nights x room rate) ● amount of the (ENTER INSTUTUTION NAME) contribution you request for that budget item. Budget line Unit cost Subtotal Requested (ENTER INSTUTUTION
- 11. 10 NAME) Funding 1. Organisationandadministration 1.1. HumanResources(manhour/day/monthcostas appropriate) Employee/ hour € 4,00 € 20,00 € 40,00 Employee/ day € 20,00 € 400,00 € 400,00 Employee/ month € 400,00 € 400,00 € 400,00 Subtotal 1.1. € 400,00 € 400,00 1.2. Nationalandinternationalmissioncosts (expenses of organisersand partnersin preparationand duringthe events) 1.2.1. Travel Subtotal 1.2.1. €0,00 € 0,00 1.2.2. Accommodation Subtotal 1.2.2. € 0,00 € 0,00 1.2.3. Perdiemsor fees Subtotal 1.2.3. € 0,00 € 0,00 1.3. Outsourcingforexternal support(includingpre- and post- implementationphases) Google Cloud Services/month(1 TB) €10,00 € 100,00 € 100,00
- 12. 11 Subtotal 1.3. € 100,00 € 100,00 1.4. Administrativecosts(office supplies, communication, postage, website...) Office supplies/ month € 100,00 € 500,00 € 500,00 Communication/month € 20,00 € 200,00 € 200,00 Subtotal 1.4. € 700,00 € 700,0 1.5. Equipment(rentsor purchasesof office equipment necessary for the activity implementationwhen different from item 4.4.) Subtotal 1.5. € 0,00 € 0,00 2. Promotion 2.1. Printing Flyer Cost(per unit) € 0.5,00 € 100,00 €100,00 Banner € 5,00 € 60,00 € 60,00 Subtotal 2.1. € 160,00 € 160,00 2.2. Text translationfrom/to English Subtotal 2.2. € 0,00 € 0,00 2.3. Advertising
- 13. 12 InstagramPromotion/day € 50,00 € 500,00 € 500,00 Subtotal 2.3. € 500,00 € 500,00 3. Participation 3.1. CEI Participants 3.1.1. Travel Subtotal 3.1.1. € 0,00 € 0,00 3.1.2. Accommodation Subtotal 3.1.2. € 0,00 € 0,00 3.2. CEI Speakers 3.2.1. Travel Subtotal 3.2.1. € 0,00 € 0,00 3.2.2. Accommodation
- 14. 13 Subtotal 3.2.2. € 0,00 € 0,00 3.2.3. Fees Subtotal 3.2.3. € 0,00 € 0,00 3.3. OtherParticipants 3.3.1. Travel Subtotal 3.3.1. € 0,00 € 0,00 3.3.2. Accommodation Subtotal 3.3.2. € 0,00 € 0,00 3.4. Otherspeakers 3.4.1. Travel Subtotal 3.4.1. € 0,00 € 0,00 3.4.2. Accommodation
- 15. 14 Subtotal 3.4.2. € 0,00 € 0,00 3.4.3. Fees Subtotal 3.4.3. € 0,00 € 0,00 4. Meetings andevents 4.1. Cateringduring meeting Blerina Diet (per person) € 5,00 € 500,00 € 500,00 Subtotal 4.1. € 500,00 € 500,00 4.2. Social events, study visits Subtotal 4.2. € 0,00 € 0,00 4.3. Conference material Subtotal 4.3. € 0,00 € 0,00 4.4. Meetingfacilities andany audio/videoequipment
- 16. 15 Subtotal 4.4. € 0,00 € 0,00 4.5. Conference interpretationservices and related equipment Subtotal 4.5. € 0,00 € 0,00 5. Other expenses Software Developer € 508,00 € 2540,00 € 2540,00 Software Analyst € 508,00 € 2540,00 € 2540,00 Software Tester € 508,00 € 2540,00 € 2540,00 Subtotal 5. € 7620,00 € 7620,00 Total € 10000,00 € 10000,00