Creating a School Computer Lab

Creating a School Computer Lab 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 Schools 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. Â   Â   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 schools 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 schools 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 governments 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 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 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 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 -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 16th of April, 2017 2 Computer Installation and Testing 25th of June, 2017 3 Project Closer Report 30th of June, 2017 Procurement Plan Below is a summary of the project procurement plan and fully guided the companys 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