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Online Practicum Placement System Overview

This document outlines the project charter for the Online Practicum Students Placement System project. The project aims to replace the current manual student registration process with an automated online system. Key stakeholders are identified, along with the project background, scope, schedule, budget, quality issues, resources, risks, and administration plans. The project is scheduled to run from February 6, 2009 to April 9, 2009. Upon completion, the project hopes to increase registration efficiency from 20% to over 90% while attracting more students to use the online registration system outside of the university.

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Iwan Saputra
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328 views3 pages

Online Practicum Placement System Overview

This document outlines the project charter for the Online Practicum Students Placement System project. The project aims to replace the current manual student registration process with an automated online system. Key stakeholders are identified, along with the project background, scope, schedule, budget, quality issues, resources, risks, and administration plans. The project is scheduled to run from February 6, 2009 to April 9, 2009. Upon completion, the project hopes to increase registration efficiency from 20% to over 90% while attracting more students to use the online registration system outside of the university.

Uploaded by

Iwan Saputra
Copyright
© Attribution Non-Commercial (BY-NC)
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
  • Project Charter
  • Project Scope
  • Project Administration
  • Assumptions and Risks
  • Acceptance and Approval
  • Resources Required
  • Quality Issues

Project Charter

Project Name: Online Practicum Students Placement System

Project Stakeholders:

i) Project Manager: Iwansaputra Jamin (105969), 0194605862,


wanville@[Link]
ii) HR/Finance Manager: Mohd. Faizal Maidin (102824), 0175662154,
fanturanozfan@[Link]
iii) Technical Leader: Patrick January (105385), 0168912846,
sriconne_jr@[Link]
iv) QA Leader: Abdul Khaliq Amir Latif (104949), 0178928663,
januarhasleem862@[Link]
v) Project Governance Manager: Parukutty A/P Raman, 0162706471,
kuttykuttyparu@[Link]

Project Description:

i) Background
Online Practicum Placement System (OPSPS) will appropriate the online
registration which requires the students to fill in the form in one user
interface without need to come to the UIL computer lab as usual. This is
replacement from manual into automatic registration.

ii) Challenge/Opportunity
– We need more time to develop this system and the cost is considered
high to develop this system.
– We are still in need of manual system.
– Save time and energy for the student because this is replacement of
manual system.

i) Impact
– The negative impact is the staff can be reducing.
– But the positive impact is easy to manage student registration.
– When staff reduce, unemployed cases.

Measurable Organization Value (MOV)


i) Statement/Table Format

Year MOV

1 Efficient: 20% because the existing of manual


system
Effective: 30%
Usage of the system: 1500 students

2 Efficient: 50% because the existing of manual


system is reduce
Effective: 55%
Usage of the system: 3300 students

3 Efficient: Almost 90%


Effective: 95%
Usage: 5000 students

Project Scope
i) Identified new and verify of functionality
ii) Interface is more compelling easy to navigate & useful for students
iii) Simple & user-friendly
iv) Attract the students to use online system in the outside UUM.

Project Schedule Summary


i) Project Start Date: 06/02/2009
ii) Project End Date: 09/04/2009
iii) Timeline of project phases and milestone

Phases Milestone

Planning 06/02/09 – 13/02/09

Product design & development 13/02/09 – 16/02/09

Process design & development 16/02/09 – 20/03/09

Feedback & assessment 02/04/09 – 08/04/09

Production & closing 06/04/09 – 09/04/09

iv) Project reviews and reviews dates

Project Budget Summary


i) Total project budget
ii) Budget broken down by phase
Quality Issues
i) Specific quality requirement

Resources Required
i) People
ii) Technology
iii) Facilities
iv) Other
v) Resources to be provided
a. Resource
b. Name of resource provider
c. Date to be provider

Assumptions and Risks


i) Assumptions used to develop estimates
ii) Key risks, probability of occurrence, and impact
iii) Constraints
iv) Dependencies on other projects or areas within or outside the
organization
v) Assessment projects impact on the organization
vi) Outstanding issues

Project Administration

i) Communication plan
ii) Scope management plan
iii) Quality management plan
iv) Change management plan
v) Human resources plan
vi) Implementation and project closure plan

Acceptance and approval

[Name]

(__________________________)

[Dates for approval]

Common questions

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Developing the OPSPS involves assumptions such as the sufficient availability of technological resources and stakeholder support . Key risks include potential resistance to change from manual to automated systems and technical issues during development. The risks could lead to project delays, increased costs, or inadequate user adoption, each impacting project success potentially by limiting the expected benefits of efficiency and system usage .

The Online Practicum Placement System (OPSPS) aims to improve efficiency and effectiveness over three years as follows: In the first year, efficiency is targeted to be 20% due to the coexistence with the manual system, and effectiveness is 30% with a user base of 1500 students. In the second year, efficiency should increase to 50% as the manual system's presence diminishes, effectiveness rises to 55%, and the system usage goal is 3300 students. By the third year, efficiency is expected to reach almost 90%, effectiveness to 95%, with 5000 students using the system .

Measurable organizational value (MOV) is significant in the Online Practicum Placement System project as it provides clear targets for efficiency, effectiveness, and usage that can be quantitatively assessed. MOV helps measure the project's impact over time, aligning project deliverables with wider organizational goals to ensure the system's success and continued improvement .

Critical factors influencing the project cost for the Online Practicum Students Placement System include the complexity of system development, requiring more time, which can drive up costs. Additionally, the system's need for initial manual processes maintaining alongside the digital transition might affect resource allocation and thus cost . The quality requirements and technology infrastructure necessary for effective implementation and user friendliness are other components potentially raising costs .

Key stakeholders of the OPSPS project include the Project Manager, HR/Finance Manager, Technical Leader, QA Leader, and Project Governance Manager. Each role is critical: The Project Manager oversees overall execution, the HR/Finance Manager manages budgetary concerns, the Technical Leader focuses on system development, the QA Leader ensures quality compliance, and the Project Governance Manager maintains project alignment with organizational goals. Their collective efforts are essential for balanced management of resources, quality, and stakeholder interests .

The project charter specifies quality requirements focusing on creating a compelling, easy-to-navigate user interface and a generally user-friendly system. These quality standards are critical for success as they directly influence user satisfaction and adoption, reduce errors during registration, and promote the system's effectiveness and efficiency compared to manual methods .

The positive impacts of implementing the Online Practicum Placement System (OPSPS) include making student registration easier to manage and saving time and energy for students by replacing the manual system . On the other hand, the negative impacts include the potential reduction in staff, which could lead to increased unemployment among university staff .

The strategies proposed for managing scope and changes during the OPSPS project's lifecycle include a scope management plan and a change management plan. These plans aim to clearly define project boundaries, integrate stakeholder feedback effectively, monitor variations from the original scope, and assess changes, allowing for controlled and agreed adjustments to project deliverables .

The project schedule and milestones for the OPSPS are meticulously laid out to ensure timely completion. Starting with planning on 06/02/09 to its completion on 09/04/09, the segmentation into phases such as product design, process development, and feedback each with specific timelines, ensures systematic progression and timely identification of any potential issues, thus supporting adherence to deadlines .

Technological resources play a crucial role in achieving the objectives of the Online Practicum Placement System by providing the infrastructure necessary for a seamless user interface that allows students to complete registration remotely. This reduces the dependency on physical facilities and minimizes administrative workload, enhancing user efficiency and effectiveness as outlined in the project's objectives .

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