Creating a School Computer Lab

✅ Paper Type: Free Essay	✅ Subject: Project Management
✅ Wordcount: 3696 words	✅ Published: 11th Sep 2017

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2.1 Introduction

Schools play a substantial role in the development of the growing youth. One way of doing so is the use of computer to boost learning as we are in the technological era. In Bangladesh, given its status as a developing country, there is a greater need to equip many schools with computer laboratories for children to have access in order to enhance learning. Bangladesh Computer Lab Co, a nationally owned company specializing in installing computers for schools in the country has been engaged to build a computer lab for Dhaka Primary School in the capital city of Bangladesh under the project titled; “Dhaka Primary School Computer Lab Build Project”. This project is an initiative of the Government of Bangladesh through the Ministry of Education. All the planning is done by Jasmin Nahar and Janee Jamaludeen who are the project managers of Bangladesh Computer Lab Co. The main stakeholders to this project are; The Bangladesh Ministry of Education and the Dhaka Primary School Board of Governors working closely with the company to see this project through. The project is fully sponsored by the Government of Bangladesh valued at AUD 167,500.00 with a duration of 3 months. Generally, this project is responding to Dhaka Primary School’s need for a computer lab to deliver its computer classes to enhance quality in education for its students.

2.2 Project Scope Statement & Definition

2.2.1 Project Scope Description

This project is guided by its project management plan that captures its project charter meeting all requirements after a close consultation with its stakeholders and very much in line with the existing organizational process assets. The table below further provides information as part of the project scope statement.

2.2.2 Project Deliverables

Finalized Project Documentation

All project planning documents such as the scope management plan, project charter, requirements documentation and organizational project asserts are finalized.

Finalized Lab Design

The designing of the computer lab is finalized and approved for implementation.

Installation of 50 desktop computers

50 x desktop computers are installed at 25 per lab.

2.2.3 Project Exclusion

Lab Maintenance

The maintenance of the lab to meet minimum computer lab standards is the responsibility of the administration of the school and its Board of Governors.

Commissioning of the Computer Lab

The commissioning of the computer lab is the responsibility of the school’s Board of Governors.

Development of the Computer Lab and Computer Usage Policy

The development of the computer lab and computer usage policy is the responsibility of the school’s administration.

2.2.4 Project Assumptions

Electrical Capacity

It is assumed that the buildings provided by the school will meet the electrical capacity including the cooling system required for all the computers.

Security and Accessories

It is assumed that all security measures including fire protection are provided by the school and its Board of Governors.

2.2.5 Project Constraints

Limited Time Frame

The project must be completed within 3 months with no provision for extension.

Compliance Issues regarding Procurement Process

The project must comply with the government’s procurement process.

Project Objectives – LFM and KPI

Project Title: Dhaka Primary School Computer Lab Build

Goal: Dhaka Primary School has got a school computer lab that is of high quality that can promote learning.

Purpose: Respond to the call of building Dhaka Primary School Computer Lab to promote quality education.

Objective: To fully install 50 desktop computers in Dhaka Primary School.
Input	Responsible	Output	Performance Indicators	Means of Verification
Project Management (Planning, Implementation & Closure)	Project Manager	Finalized Project Planning Documents	-Existence of Project Management Plan, Project Charter, Requirements Documentations and Process Assets.	-Project Completion Reports -Monitoring & Evaluation Reports
Computer Lab Designing	Project Manager	Finalized Computer Lab Design	-Existence of a computer lab design.	-Approved Lab Design
Project Communication	Project Manager	Established Communication Managed Plan	-Existence of a project communication management plan.	-Complete Project Communication Plan
Lab Commissioning	Stakeholders (Dhaka Primary School Board of Governors and the Ministry of Education	Commissioned labs with certification	-Existence of a Computer Lab Minimum Standards Report.	-Certification Report -Project Commissioning Report

Work Breakdown Structure (WBS)

WORK BREAKDOWN STRUCTURE

PROJECT: DHAKA PRIMARY SCHOOL COMPUTER LAB BUILD – DURATION: 3 MONTHS

Apr-17

May-17

Jun-17

WBS

TASK

ASSIGN TO

WK1

WK2

WK3

WK4

WK1

WK2

WK3

WK4

WK1

WK2

WK3

WK4

Finalize Project Documents

1.1

Strategic Management Planning

Project Director

1.2

Completion of Project Management Plan

Project Manager

1.3

Completion of Project Charter

Project Manager

1.4

Completion of Requirement Documentations

Project Manager

1.5

Completion of Process Assets

Project Manager

1.6

Approval of Project Planning

Steering Committee

Finalize Lab Design

2.1

Designing the lab plan

Project Team

2.2

Approval of the Lab Plan

Project Manager

Installation of 50 desktop computers

3.1

Procurement

Project Team

3.2

Licencing of all software

Project Team

3.3

Lab minimum standards survey

Project Team

3.4

Installation

Project Team

3.5

Testing

Project Team

3.6

Project Closure Report

Project Director

WBS Dictionary

WBS	TASK	Date
WBS	TASK	START	END
1	Finalize Project Documents
1.1	Strategic Management Planning	01.04.17	16.04.17
1.2	Completion of Project Management Plan	01.04.17	16.04.17
1.3	Completion of Project Charter	01.04.17	16.04.17
1.4	Completion of Requirement Documentations	01.04.17	16.04.17
1.5	Completion of Process Assets	01.04.17	16.04.17
1.6	Approval of Project Planning	10.04.17	16.04.17
2	Finalize Lab Design
2.1	Designing the lab plan	17.04.17	24.04.17
2.2	Approval of the Lab Plan	24.04.17	30.04.17
3	Installation of 50 desktop computers
3.1	Procurement	01.05.17	21.05.17
3.2	Licencing of all software	22.05.17	28.05.17
3.3	Lab minimum standards survey	22.05.17	28.05.17
3.4	Installation	29.05.17	11.06.17
3.5	Testing	19.06.17	25.06.17
3.6	Project Closure Report	26.06.17	30.06.17

Linear Responsibility Chart (LRC)

Activity	Project Sponsor	Project Director	Project Manager	Project Team	Steering Committee
Strategic Management Planning	S	R	C	I	A
Completion of Project Management Plan	I	A	R	I	S
Completion of Project Charter	I	A	R	S	I
Completion of Requirement Documentations	I	A	R	S	I
Completion of Process Assets	I	A	R	S	I
Approval of Project Planning	I	R	C	S	A
Designing the lab plan	I	A	R	S	I
Approval of the Lab Plan	I	R	C	S	A
Procurement	C	A	R	S	I
Licencing of all software	I	C	A	S	I
Lab minimum standards survey	I	C	A	S	I
Installation	I	A	C	R	I
Testing	I	A	R	S	I
Project Closure Report	A	R	C	S	C

R – Means that the person (or role) is responsible for creating the deliverable. (Usually there is only one person who is responsible for creating a deliverable, although many people may provide input.)

A -Means that the person (or role) approves the deliverable.

S – Means that the person (or role) provides support toward the matters pertaining to the deliverable.

I – Means that the person (or role) who is kept informed on the deliverable.

C – Means that the person (or role) is consulted on matters pertaining to the deliverable.

Budget Summary

Activity	Description	Costing (AUD)
Administrative	–General Admin & Overhead Costs including labour etc.	$ 70,000.00
Project Planning, Implementation & Closure	– Strategic Management Planning. – Completion of Project Management Plan – Completion of Project Charter – Completion of Requirement Documentations – Completion of Process Assets – Approval of Project Planning -Stakeholder/Consultative Meetings -Designing of lab plan -Approval of lab plan -Lab minimum standards survey -Installation -Testing -Monitoring & Reporting -Project Closure Reports/Consultations/Meetings	$ 90,000.00
Procurement	–Purchasing of 50 desktop computers & Accessories -Purchasing of Software Licences
Miscellaneous	$ 7,500.00
Total	$167,500.00

Communication Plan

Role	Reporting Purpose	When to Report
Stakeholders
Ministry of Education	-Reporting to the Government of Bangladesh the start, implementation and closure of the project.	After the start and end date of the project.
Board of Governors	-Reporting to Parents of the progress of the project.	Monthly Parental Meetings
Steering Committee	-Management of the Project in consultation with the Project Director.	Monthly
Steering Committee	-Report to the stakeholders status of the project.	Monthly Scheduled Meetings
Project Director	Reporting to the Steering Committee on the Progress of the project.	Monthly Scheduled Meetings
Project Manager	Report to the project director the operational status of the project.	Bi-weekly Scheduled Meetings and informal meetings on regular basis.
Project Team	Reporting on the project implementation & progress to the Project Manager	On Daily weekly basis and informal daily meetings on regular basis when need arises.

Risk Planning

The project sees the following as immediate risks to the project and has identified mitigating factors to address these risks.

No	Project Immediate Risks	Mitigating Factors
1	Time Limitations	Identify at early stages the critical pathway of the project, and focus on meeting deadlines.
2	Government Procurement Compliance Process	Maintain effective dialogue with stakeholders in the initial stages of the project and define the best approach to getting procurement issues solved.
3	Building not meeting minimum lab standards	Conduct lab survey in the initial stages of the project to identify areas of need, negotiate with the Board of Governors and resolve issues before installation is conducted.

Project Milestone

Currently the project sees the following as milestones that need to be achieved;

No	Project Milestone	Achievement Date
1	Project Planning Approval	16^th of April, 2017
2	Computer Installation and Testing	25^th of June, 2017
3	Project Closer Report	30^th of June, 2017

Procurement Plan

Below is a summary of the project procurement plan and fully guided the company’s procurement policy.

Date of Completion	Activity/Item
16^th of April, 2017	Development of the project procurement plan
16^th of April, 2017	Approval of the procurement plan
16^th of April, 2017	Identifying all expandable and non-expandable items for purchase
16^th of April, 2017	Create Assert Registry
14th of May, 2017	Vendor Identification
14th of May, 2017	Preparation and Approval of Purchase Requests
14th of May, 2017	Preparation and Approval of Check Requisitions
18^th of May, 2017	Payment of Items and Materials (All expendable and non-expandable items including 50 x desktop computers and their accessories and software licences
21^st of May, 2017	Confirming delivery against delivery notes
21^st of May, 2017	Register all items
30^th of June, 2017	Prepare registry for project closure