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Creating a School Computer Lab

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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

  1. Finalized Project Documentation

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

  1. Finalized Lab Design

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

  1. Installation of 50 desktop computers

50 x desktop computers are installed at 25 per lab.

2.2.3 Project Exclusion

  1. 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.

  1. Commissioning of the Computer Lab

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

  1. 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

  1. 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.

  1. 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

  1. Limited Time Frame

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

  1. Compliance Issues regarding Procurement Process

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

 

  1. 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

  1. 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

1

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

2

Finalize Lab Design

2.1

Designing the lab plan

Project Team

2.2

Approval of the Lab Plan

Project Manager

3

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

 

  1. WBS Dictionary

WBS

TASK

Date

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

  1. 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.

 

  1. 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

  1. Communication Plan

Role

Reporting Purpose

When to Report

Stakeholders

  1. 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.

  1. 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

-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.

  1. 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.

  1. Project Milestone

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

No

Project Milestone

Achievement Date

1

Project Planning Approval

16th of April, 2017

2

Computer Installation and Testing

25th of June, 2017

3

Project Closer Report

30th of June, 2017

  1. Procurement Plan

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

Date of Completion

Activity/Item

16th of April, 2017

Development of the project procurement plan

16th of April, 2017

Approval of the procurement plan

16th of April, 2017

Identifying all expandable and non-expandable items for purchase

16th 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

18th 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

21st of May, 2017

Confirming delivery against delivery notes

21st of May, 2017

Register all items

30th of June, 2017

Prepare registry for project closure


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