G02 See Solutions GJJSP Scholar Information System - apcjlquesada/APC_2023_2024_3rd_Term_PROJMAN GitHub Wiki
|
- Mc Joseph Agbanlog
- Christian Medallada
- Jerlyn Pascua
- John Daniel Yap
NAME |
|
Jose Eugenio L. Quesada |
NAME |
|
Jose Eugenio L. Quesada |
NAME |
ROLE |
|
Mc Joseph Agbanlog |
Project Manager |
|
Christian Medallada |
Development Head |
|
Jerlyn Pascua |
Documentation Head |
|
John Daniel Yap |
Documentation & Development Associate |
Registered Name |
Gado and Jess Jalandoni Scholarship Project – Assisi Development Foundation, Inc. |
Company Logo |
 |
Address |
Unit 503, 5/F, Prestige Tower, F. Ortigas Jr. Road, Ortigas Center, Pasig, 1605 Metro Manila. |
Telephone Number |
(632) 632-1001 to 03 |
Line of Business |
Social Services and Human Development |
Type of Customers |
Marginalized and Underserved populations, Filipino Youth, and Out-of-School-Youth |
Date of Registration |
July 3, 1975 |
Business Owner/President: |
Maria Victoria Borres |
Number of Employees: |
3-10 employees |
The Gado and Jess Jalandoni Scholarship Project (GJJSP) is a family project initiated by Assisi Development Foundation, Inc., they aim to uplift poor Filipinos through investments in human capital. GJJSP focuses on social inclusion, and its main goal is to ensure a real positive outcome; that’s why the program cooperates with educational institutions and organizations called Project Partners to support college students from campuses and out-of-school youth.
GJJSP is currently hindered by manual and outdated processes for managing Scholar Information. The See So. (See Solutions) Team proposes a solution to improve and simplify these processes, addressing communication delays, data duplication, and inefficiencies
GJJSP-SIS is an Information Management System designed to effectively manage and simplify the process of collecting, updating, and validating information of scholars within the GJJSP. It is also used to eliminate the requirement for project partners in the verification of academics' data and other information submitted by the scholars. This system allows scholars to conveniently input and edit the required information and upload necessary documents. At the same time, the Scholar Manager or the GJJSP Secretariat can efficiently manage and validate the submitted data.
The Gado and Jess Jalandoni Scholarship Project (GJJSP), a family project initiated by the Assisi Development Foundation, is currently hindered by manual and outdated processes for managing Scholar Information. The See So. (See Solutions) Team proposes a solution to improve and simplify these processes, addressing communication delays, data duplication, and inefficiencies.
To overcome these challenges, See So. Team will implement a Scholar Information system. Key features include streamlined data collection and management, Email, and Report Generation, designed to improve operational efficiency and data accuracy.
Potential risks include resistance to change from users accustomed to manual processes and possible technical issues during the transition phase. Mitigation strategies involve thorough user training and phased implementation to ensure a smooth transition.
For the successful deployment of GJJSP: SIS by March 2024, approval for the proposed requirements and prototype is essential. This will support the procurement of necessary technology, training of staff and scholars, and system management.
The Gado and Jess Jalandoni Scholarship Project (GJJSP) Team is struggling with data inaccessibility and inefficient management of Scholar Information and submission processes.
To develop and implement a Scholar Information System for the Gado and Jess Jalandoni Scholarship Project (GJJSP) that improves the management of their scholars’ information, ensures data accessibility, and simplifies the submission process for more efficient operations.
- To reduce the time in collecting the requirements
- To improve data accuracy compared to the current process
- To provide a basic report generation feature that includes data visualization of the scholarship project
- To ensure up-to-date information by allowing scholars to update their profiles and contact information
The See So Team recommends implementing a scholar information system to help the Gado and Jess Jalandoni Scholarship Project mitigate the mentioned issues. The system includes the following features:
Core Features- Document Upload
- Email Reminders
- Scholar Profile Management
- Report Generation
- Scholar Information Export
- Scholarship Application System
- Dashboard
- OCR
- SMS Reminders
- Project Partner Portal
- Chatbot
- Alumni Network
- Financial Disbursement
- Real-time Chat Support
- Direct Messaging
- Advanced Data Analytics and Prediction Models
With these features suggested, the system will be able to achieve the anticipated outcomes that the group has established and may even continue to improve further if needed.
Implementing the GJJSP-SIS is a step while redesigning and standardizing the system for managing their scholars’ information. In the digital environment and the Internet, online platforms are the most functional ones when it comes to data management and user access. Thus, with the adoption of the solution, GJJSP will digitize the process of managing their scholars’ information, fostering efficiency, while increasing the transparency of their operations. Furthermore, the team will implement modern tech stacks like React JS, for the front end, and Laravel, for the back end, allowing them to create scalable and dependable architecture.
This method, in addition to meeting the business standards, the GJJSP can meet the expectations of the users interacting via the website, either for the applicants or the administrators. Additionally, the utilization of Docker, by which a standard development environment may be defined, and deployment-ready assets created respectively, illustrates a dedication to sticking to the best procedures in software development and deployment.
Table 1 shows the team of professionals who will work on creating the plan and their roles in the plan:
Designation |
Name |
Project Sponsor: |
Maria Victoria Borres |
Project Manager: |
Joseph Agbanlog |
Team Members: |
Christian Medallada, Jerlyn Camille Pascua, Daniel Yap |
There is a pressing need to develop a Scholar Information System for the GJJSP Team. The following problems are sought to be addressed by the proposed project:
1. The GJJSP Team is facing challenges in the current submission process. Scholars often take 2-3 weeks to submit requirements because requests are through Facebook Messenger, making urgent requests difficult to manage, and the physical handover of requirements adds inconvenience for both scholars and the GJJSP Team.
2. The GJJSP Team currently uses Excel entirely for manual processes, resulting in data duplication, and time-consuming data management such as updating, querying, editing, adding, and deleting Scholar data every School Year having an average of an hour in just creating one scholar record, and having 5-10 inconsistent scholar records.
3. The GJJSP Team lacks data visualization in their reports which may affect the decision-making of the benefactors during Mid-year, and Year-end Accomplishments reports.
4. The GJJSP Team has trouble staying connected with scholars because the team is the only one who can update contact details which means any changes scholars make to their contact information cannot be quickly added to the system, leading to outdated or missing info and making it hard to communicate efficiently.
The Gado and Jess Jalandoni Scholarship Project (GJJSP) is facing a pressing and contemporary system problem in the way they manage and track their scholars. The GJJSP Team relies on manual tracking methods, primarily using Excel Spreadsheets to maintain records. The current system does not incorporate scholar-tracking data management and report generation.
The team will utilize tools and frameworks for front-end and back-end development, having a standardized development environment, an optimized database system, and the system's deployment.
In the context of the front-end development, the React JS library [11] will be used as this will help to build user interfaces because of the component-based approach and high-speed work. As the main design system for our website, the team will make use of Materialize UI (MUI) [12] because of its features of accessibility, responsive design, and the built UI components which are rebranded and customized to GJJSP.
In the back end, the Laravel framework [13] will be used for authentication, and authorization while ensuring adherence to code organization, maintainability, and scalability. The system processes are being monitored using the REST API [14] for adding, deleting, and updating data.
The development environment is brought up to speed with Docker [15] containerization, which makes creating and scaling infinitely easier, more flexible, and portable. Docker images will be used to handle the application environment which includes containerized applications including Nginx [16], PhpMyAdmin [17], and MySQL [18].
The storage of Scholar data is a bit more different; it involves keeping it for 3-7 years after graduation, which may be anonymized or archived depending on the ages of records and policies. Files can be stored only at the capacity of the memory.
The application and database for the GJJSP-SIS are hosted on Linode [19] and AWS (Amazon Web Services) [20]. The frontend React application is deployed on AWS, while the backend, which includes the server and database, is hosted on Linode. The frontend communicates with the backend through a secure connection. The client will be provided with a detailed budget for deployment.
This section will discuss high-level information about the Gado and Jess Jalandoni Scholarship Information System including its description, goals and objectives, performance criteria, assumptions, constraints, and milestones. This section will also provide all project-specific information that will help in the project's contribution.
GJJSP-SIS is an Information Management System designed to effectively manage and simplify the process of collecting, updating, and validating information of scholars within the GJJSP. It is also used to eliminate the requirement for project partners in the verification of academics' data and other information submitted by the scholars. This system allows scholars to conveniently input and edit the required information and upload necessary documents. At the same time, the Scholar Manager or the GJJSP Secretariat can efficiently manage and validate the submitted data.
To develop and implement a Scholar Information System for the Gado and Jess Jalandoni Scholarship Project (GJJSP) that improves Scholar Information Management, that ensures data accessibility, and simplifies the submission process for more efficient operations.
- To reduce the time in collecting the requirements by enabling the GJJSP Team to send Email Reminders ensuring submissions are received within 2-5 days and by letting scholars submit their requirements in a separate portal without the need for physical handovers.
- To improve data accuracy compared to the current process by implementing a Scholar Profile Management with automatic Scholar status updating feature to facilitate Scholar data queries and eliminate manual Excel searches and editing that will reduce the time taken to create a scholar record, and data inconsistencies or inaccuracies by 90%.
- To provide a basic report generation feature that includes data visualization of the scholarship project’s key performance indicators (KPI), and Scholar statistics, that benefits the decision-making process.
- To ensure up-to-date information by allowing scholars to update their profiles and contact information, compared to the current process where only the GJJSP Team can update their information.
- Test Case: Development stage of the GJJSP Scholar Information System will be concluded with user test cases which will be filled out by the developers along with stakeholders. Every aspect in the system will be tested using "PASS" or "FAIL" notations to cover different scenarios throughout all execution paths.
- End User Objectives: The system's performance will also be measured using some performance metrics that are highly ranked by the end-user population such as reducing submission time for the scholar candidates, enhancing data accuracy and efficiency, implementing report generation with data visualization, and giving scholars the power to independently update their own information on the catalog.
- Management Objectives: System goals like good data management, verification of supplied information, and accessibility of the data in question will be among the major factors considered during performance assessment. Analyzing the systems’ potential to perform such functions as automation of processes, works of data duplication, and timely and accurate information provision is one of the key components.
The group will gauge the project’s performance by reviewing and evaluating the following documents and objectives filled out upon testing by both the developers and the stakeholders.
The GJJSP Scholarship Information System (GJJSP-SIS) is based on some fundamental assumptions that are key to its successful execution. These assumptions cover many ways like user adoption, technical infrastructure, data accuracy, stakeholder engagement, regulatory compliance, scalability, and budgetary considerations. The project specifically aims to avoid risks by recognizing and focusing on these assumptions. The SIS will be professionally designed, implemented, and maintained throughout its lifecycle.
- User Adoption: This anticipation is that the students, including the GJJSP team and the scholars, will welcome the new SIS with an open arm. Sufficient training and guidance will be organized to achieve a seamless adoption of the new system and less resistance to change.
- Technical Infrastructure: The proposed project shall ensure the accessibility of the required technical infrastructure that incorporates the hardware and software resources for the execution and management of the SIS. Such things include surety of internet access, interconnected devices, and others that can be used for system utility.
- Data Accuracy: It can be taken for granted that students and GJJSP Teams will put in place appropriate sources for the data entry procedure. The validated and cleaned data will be stored centrally, to maintain the data quality in the information system.
- Stakeholder Engagement: The project presupposes the active cooperating and participation of all the players, which includes Assisi Development Foundation and other project partners. Continual communication and feedback sessions will be held to align our progress with project goals and requirements.
- Regulatory Compliance: The GJJSP SIS is required to follow processed data and legal data protection laws that will govern regarding scholar information handling and storing. The implementation of legitimate steps would be taken to maintain data privacy and security.
- Scalability: Therefore, the project aims at the scalability of SIS to respond to the projected growth and spread of the GJJSP throughout the city. Due to flexibility in design and architecture it can be quite easy to add more options and performance in the future if needed.
- Budgetary Constraints: Realizing a challenging task: budgeting was considered in the project's planning, but unexpected expenses or budget limitations may arise during the implementation phase. Contingency policies shall be applied for the purpose of identifying these events and their impact on the smooth running of the project accordingly.
The Gado and Jess Jalandoni Scholarship Project Scholar Information System (SIS) will follow-up of the budget restrictions, according to the budgetary rules, the funding is limited, therefore there is no room for wasteful spending and all decisions must be made in line with the purpose and priorities. Any unexpected charges or budget overruns can put pressure on the project scope, time, and success opportunities. Thus, proper budget control mechanisms and aggressively mitigating risk will be pertinent for GJJSP SIS to sustain the project momentum and well within budgetary coverage during the development and implementation phase.
Listed below are the milestones that See Solutions GJJSP-SIS has and should be able to accomplish:
| Project Milestone | Target Completion Date (mm/dd/yyyy) |
|---|---|
| Project Start | 04/18/2023 |
| Initiation Phase | 06/22/2023 |
| Planning Phase | 11/10/2023 |
| Execution Phase | 03/29/2024 |
| Monitoring and Control Phase | 05/24/2024 |
| Closeout Phase | 06/12/2024 |
| Close Out Meeting | 06/13/2024 |
The Gado and Jess Jalandoni Scholarship Project (GJJSP) Scholar Information System (SIS) is strategically aligned with the overarching goals and objectives of the Assisi Development Foundation and the GJJSP program. By implementing the SIS, the project aims to streamline and modernize the management of scholar information, aligning with the foundation's mission to enhance educational opportunities for underprivileged students. Furthermore, the SIS facilitates improved communication and collaboration between scholars, the GJJSP team, and project stakeholders, fostering a more cohesive and supportive academic community. Additionally, the SIS enables data-driven decision-making by providing comprehensive insights and analytics, aligning with the foundation's commitment to transparency and accountability. Overall, the strategic alignment of the GJJSP SIS with the goals and values of the Assisi Development Foundation ensures that the project contributes effectively to the advancement of educational initiatives and social development efforts within the community.
This section of the paper presents a cost-benefit analysis for the See Solutions GJJSP: SIS. The purpose of this analysis is to evaluate the financial feasibility of the project, considering both the costs and the expected benefits of the proposed system. The results of the analysis will help to determine whether the project is a worthwhile investment for the client.
Benefits:
- Increased Revenue: By launching the GJJSP:SIS Web Application, the business can potentially increase its revenue by reaching a wider customer base and enabling online sales.
- Market Expansion: The online platform allows the business to target customers beyond its current geographical limitations, potentially expanding its market reach.
- Cost Saving: The implementation of the e-commerce platform can lead to cost savings by reducing expenses typically associated with utilities and staffing costs.
- Improved Customer Experience: The web application will provide customers with a convenient and user-friendly way to browse and purchase products, enhancing their overall shopping experience.
Summary Budget - List component project costs (Monthly Cost) |
Project Component
Component costs (PHP)
1. Microsoft 365 Apps for Business
2,000.00
Utility Allowance
2,000.00
Internet Allowance
6,000.00
Electricity Allowance
4,000.00
Transportation Allowance
1,071.43
Manpower
240,000.00
Total</p></td>
255,072.43</p></td> </tr> </table>
Summary Budget – List component project costs (Annual Cost) |
Project Component
Component costs (PHP)
1. Microsoft 365 Apps for Business
24,000.00
Utility Allowance
24,000.00
Internet Allowance
72,000.00
Electricity Allowance
48,000.00
Transportation Allowance
12,857.14
Manpower
2,880,000.00
Total</p></td>
3,060,857,14.00</p></td> </tr> </table>
The needs assessment report for the Gado and Jess Jalandoni Scholarship Team (GJJSP) undertakes alternative analaysis that specifies the weaknesses present in the existing manual methods and propose remedies to correct the deficiencies.
The objectives of the new regulations include the improvement of the efficiency of managing the scholarship processes.
Firstly, the option to create scholar accounts directly within the system saves time as well as minimizes the number of mistakes made during manual repetition thus making the data entry more accurate. Secondly, there is the importance of a direct email function to strengthen the relationship between Scholar Managers and Scholars so as to meet deadlines for document submissions on time.
This ability makes a huge difference between the really high rates of accuracy and efficiency and the totally ineffective ways of using the messengers services only. Moreover, integrating a portal that enables Scholars to submit their required documents through the system provide extra level of organization and efficiency when it comes to document submission by directly associating with Scholar profiles.
Generally, the above-proposed modifications will move data management further, decrease the processes, and make a positive influence on user experience, which collaboration the defined drawbacks and supporting the objectives of the project.
Pros:- Low-cost option as it utilizes the existing manual procedures without requiring additional investment in new systems or technologies.
- Familiarity with current processes may lead to minimal disruption in workflow initially.
- Lacks scalability and may hinder the ability to handle increasing volumes of scholarship applications efficiently.
- Reliance on manual procedures increases the likelihood of errors and inconsistencies in data entry and management.
- Limited automation and communication capabilities may result in delays in document submissions and processing times.
- Potential for decreased user satisfaction due to outdated processes and lack of modern features.
This option was not chosen because while it may be initially cost-effective, it fails to address the inefficiencies and limitations of the current manual procedures. Additionally, it does not align with the project's objectives of enhancing efficiency and user experience.
The Gado and Jess Jalandoni Scholarship Project (GJJSP) is a family project initiated by Assisi Development Foundation, Inc., they aim to uplift poor Filipinos through investments in human capital. GJJSP focuses on social inclusion, and its main goal is to ensure a real positive outcome; that’s why the program cooperates with educational institutions and organizations called Project Partners to support college students from campuses and out-of-school youth.
GJJSP is currently hindered by manual and outdated processes for managing its scholars’ information. The See So (See Solutions) Team proposes a solution to improve and simplify these processes, addressing communication delays, data duplication, and inefficiencies.
To overcome these challenges, See So Team will implement a scholarly information system. Key features include streamlined data collection and management, Email and Short Message Service (SMS) reminders, and Report Generation, designed to improve operational efficiency and data accuracy.
Potential risks include resistance to change from users accustomed to manual processes and possible technical issues during the transition phase. Mitigation strategies involve thorough user training and phased implementation to ensure a smooth transition.
The Gado and Jess Jalandoni Scholarship Project Scholar Information System (GJJSP-SIS) is intended to create a functioning system that will enable the easy flow of requirements submission. The main objective of the project is to deliver the solution of being an online platform that is automated and centralized which will enable the management of scholarships to be done more effectively.
The business objectives for this project are to directly support the Gado and Jess Jalandoni Scholarship Foundation's strategic plan to improve scholar management to address data inaccessibility, communication delays, and inefficient data management.
- GJJSP-SIS aims to ensure scholarship-related data such as application records or submission records are readily available to authorized stakeholders with real-time access to critical information.
- GJJSP-SIS implements a streamlined management process that aims to minimize communication delays between administrators, educators, and scholars. Enabled to provide timely updates, notifications, and feedback throughout their scholarship lifecycle.
- Through automation and digitization of the management process, streamlined management processes including data entry, validation, storage, and retrieval improve the accuracy, reliability, and efficiency of the system.
- GJJSP-SIS aims to present a strategic long-term investment in a scholarship management system by establishing an efficient and minimized time length of information processing, GJJSP-SIS aims to ensure sustainable management of resources and adaptability to evolving educational landscapes.
- GJJSP-SIS aims to align the organizational strategic plan and commitment to leveraging technology to adhere to the leveraging technologies' operational effectiveness, enhance user satisfaction, and achieve overarching goals. All these objectives are based on the group’s Cost Benefit Analysis, which can be found in the Business Case Document. All figures are rough estimates and have been broken down into consideration of the project's development.
This section discusses a high-level description of the GJJSP-Scholar Information System, its details as it moves forward, its objectives to be achieved, and its success criterion.
The GJJSP-SIS is an Information System designed to effectively manage and simplify the process of collecting, updating, and validating information of scholars within the GJJSP. It is also used to eliminate the requirement for project partners in the verification of academic data and other information submitted by the scholars.
This system allows scholars to conveniently input and edit the required information and upload necessary documents. At the same time, the Scholar Manager or the GJJSP Secretariat can efficiently manage and validate the submitted data.
The objectives which mutually support the milestones and deliverables for this project have been identified. To achieve success with the GJJSP-Scholar Information System, the following objectives must be met within the designated time and budget allocations: </p>
- To reduce the time in collecting the requirements by enabling the GJJSP Team to send Email Reminders ensuring submissions are received within 2-5 days and by letting scholars submit their requirements in a separate portal without the need for physical handovers.
- To improve data accuracy compared to the current process by implementing a Scholar Profile Management with automatic Scholar status updating feature to facilitate Scholar data queries and eliminate manual Excel searches and editing that will reduce the time taken to create a scholar record, and data inconsistencies or inaccuracies by 90%.
- To provide a basic report generation feature that includes data visualization of the scholarship project’s key performance indicators (KPI), and Scholar statistics, that benefit the decision-making process.
- To ensure up-to-date information by allowing scholars to update their profiles and contact information, compared to the current process where only the GJJSP Team can update their information.
GJJSP-SIS will require a clear guideline that will dictate the project’s scope and objectives, listed are the following:
- Each user must have portals, a Scholar, Scholar Manager, and Scholarship Administrator portal.
- The system must be accessible online to access the resources and data.
- The system must contain the features mentioned in the use cases which are:
- Manage Scholarship Information
- The Scholarship Administrator manages (create, view, update, or delete) Scholarship Information such as scholarship categories, and project partners.
- Manage Users
- The Scholarship Administrator manages (create, view, update, or move to archive) users.
- Manage Scholars
- The Scholar Manager manages scholars by viewing the scholar list and scholar profile. This includes updating scholar information and adding and deleting scholar accounts and exporting scholar information.
- Submit Requirements
- The Scholar submits the necessary documents, and/or updated personal information, or additional information.
- Manage Submissions
- The Scholar Manager reviews the submitted requirements of a scholar and approves or disapproves the submission. This includes viewing the Scholar Submissions list, Scholar Submission Information, and reviewing (approve or disapprove) Scholar Submission.
- Generate Report
- The Scholar Manager and Scholarship Administrator manage scholar summary reports by generating, viewing, and deleting scholar summary reports. This includes selecting the desired report parameters, generating the report, previewing the generated report, and downloading the report.
- Manage Profile
- Scholarship Administrator, Scholar Manager, or Scholar manages their Profile by viewing and updating their Profile information. This includes changing their password, updating their personal information, and managing their notification settings.
- Manage Scholarship Information
The following constraints pertain to GJJSP-Scholar Information System development:
- All hardware and software must be compatible with the project sponsor's hardware and software.
- The development team will only be working on the following features for the web application:
- Administrator/Manager Portal
- Scholarship Information management (Admin only)
- User management (Admin only)
- Scholar management
- Submission management
- Report generation
- Scholar Portal
- Requirements Submission
- All users/portals
- Profile management
- Dashboard
- Administrator/Manager Portal
- Two developers and two documentation specialists will be provided as resources for this project.
The following will serve as an impact on the project’s development and implementation to ensure the success of the stakeholder’s expectations and project outcome:
- Stakeholder Support
- GJJSP-SIS requires the support of the project sponsor and the relevant departments of the foundation to provide a successful project execution.
- Communication Strategy
- Clear and comprehensive communications will facilitate the user’s adoption and support for GJJSP-SIS.
- Resource Availability
- It is assumed that the client can provide any additional resources necessary to support the development, implementation, and maintenance of GJJSP-SIS.
- Data Accessibility
- It is assumed that the necessary data for GJJSP-SIS will be readily available and accessible to the project team.
- Regulatory Compliance
- It is assumed that GJJSP-SIS will adhere to data protection laws such as GDPR or FERPA in compliance with protecting student data and to ensure ethical standards are met.
- Technology Infrastructure
- It is assumed that the foundation's technology infrastructure supports the GJJSP-SIS dependencies to support the development and deployment of GJJSP-SIS.
- User Engagement
- It is assumed that GJJSP members or GJJSP-SIS users will actively engage with the project team to provide feedback throughout the implementation and development phase.
The project's scope includes core features such as document uploading, automated reminders, tracking scholar status, managing scholar profiles, report generation, and scholar information export. Additionally, there are desirable but non-essential features like application management, dashboards, and Optical Character Recognition (OCR) for documents.
The project will not include alumni interaction or offer direct mentorship opportunities, leaving alumni engagement and post-graduate support outside its capabilities. Financial transactions, such as scholarship disbursements, are also beyond its functionality, meaning the system will not handle the distribution of funds to scholars.
Real-time and direct messaging support is excluded, indicating that immediate or private communications between scholars and the GJJSP team will need to occur outside the system. Additionally, the system won't provide advanced data analysis or predictive modeling, so any in-depth performance tracking or forecasting will require separate tools or processes. </p>
The following risks for the GJJSP-SIS project have been identified. The project manager will determine and employ the necessary risk mitigation/avoidance strategies as appropriate to minimize the likelihood of these risks:
- Data Security: If the new system implementation is not done carefully, there may be data security hazards.
- Resistance to Change: Staff may resist adopting innovative technologies, causing implementation challenges.
- Costs: The GJJS must secure the necessary financial resources before investing in new systems and technologies.
- Competitive disadvantage: If Scholar tracking and engagement strategies are not updated, GJJS may be at a disadvantage to companies that have already used more effective processes and technologies.
The following deliverables [1] must be produced upon the successful completion of the GJJSP-Scholar Information System project. Any changes to these deliverables must be approved by the project sponsor.
- Fully Developed Scholar Information System.
- Complete documentation for GJJSP-SIS.
- Feedback review of project sponsor (post-deployment).
- Signed project acceptance/completion document from the project sponsor.
The following deliverables [1] must be produced upon the successful completion of the GJJSP-Scholar Information System project. Any changes to these deliverables must be approved by the project sponsor.
Table 3.1 Summary Milestone Schedule| Project Milestone | Start Date | End Date |
|---|---|---|
| Project Start | 04/18/2023 | 04/18/2023 |
| Initiation Phase | 04/18/2023 | 06/22/2023 |
| Planning Phase | 06/23/2023 | 11/10/2023 |
| Execution Phase | 11/11/2023 | 03/29/2024 |
| Monitoring and Control Phase | 03/30/2024 | 05/24/2024 |
| Closeout Phase | 05/25/2024 | 06/12/2024 |
| Close Out Meeting | 06/13/2024 | 06/13/2024 |
GJJSP-SIS success completion will be determined through the achievement of all the planned features and functionalities, fully developed, tested, and deployed for scholarship management usage. GJJSP-SIS will also be determined upon the agreed criteria of the project stakeholders upon review and implementation of the system to their management process.</p>
Mc Joseph Agbanlog is named Project Manager for the duration of the GJJSP-SIS project. Mr. Agbanlog’s responsibility is to manage all project tasks, scheduling, and communication regarding the GJJSP-SIS. His team consists of one programming specialist and two documentation specialists. Mr. Agbanlog will coordinate all resource requirements with the Gado and Jess Jalandoni Project team. Mr. Agbanlog will provide weekly updates to the Project Sponsor and the GJJSP team.
Stakeholder Management is essential in project management and can have a significant impact on the project’s success. This Stakeholder Management Strategy Plan was created with the Gado and Jess Jalandoni Scholarship Project (GJJSP), a transformative effort to provide deserving students with higher education opportunities. The GJJSP demonstrates the Assisi Development Foundation and its dedicated team’s unwavering dedication to investing human capital in education.
The GJJSP Team is guided by the ideals of service, quality, innovation, honesty, teamwork, and social responsibility and has helped improve the lives of countless people in many areas, cities, and educational institutions. With a strong emphasis on social inclusion and collaboration with partner groups, the GJJSP has effectively assisted scholars from all backgrounds. In recognition of the GJJSP’s significant impact and continuous growth, there is a need for an effective, unified, and user-friendly system to streamline scholar data administration and improve stakeholder communication. This requirement prompted the development of GJJSP-SIS, an innovative information system intended to transform the way data is gathered, updated, evaluated, and preserved for GJJSP scholars.
This Stakeholder Management Strategy Plan outlines a thorough approach to engaging and managing stakeholders during GJJSP-SIS deployment. This strategy intends to promote GJJSP-SIS's successful adoption and utilization by aligning stakeholders’ interests, enabling open communication, and proactively resolving potential difficulties, thereby helping the GJJSP Team to execute its goal more efficiently and effectively
This Stakeholder Management Strategy Plan outlines a thorough approach to engaging and managing stakeholders during GJJSP-SIS deployment. This strategy intends to promote GJJSP-SIS's successful adoption and utilization by aligning stakeholders’ interests, enabling open communication, and proactively resolving potential difficulties, thereby helping the GJJSP Team to execute its goal more efficiently and effectively.
The outline view for the work breakdown structure (WBS) of the GJJSP-SIS provides a straightforward and clear layout that is easy to understand. This layout is particularly useful during the project's development phase as it enables the project team to make changes quickly and efficiently. The outline view displays the hierarchical structure of the WBS, which allows the project team to easily see the various levels of the project and how they relate to one another. With this view, the team can easily identify the major deliverables of the project and the sub-deliverables that contribute to the completion of each major deliverable. This helps ensure that the project team stays on track and can complete the project within the established timeline.
Gado and Jess Jalandoni Scholarship Project: Scholarship Information System
-
Documentation
- Gather Project Requirements
- Create an Empathy Map
- Create an As-Is Scenario
- Project Adviser Request Form Completion
- Problem Rundown
- Creation of Proposal Paper
- First Meeting with Adviser
- Connection to Client
-
Design
- UI Design System (Components)
- Preliminary Study
-
Development
- Iteration 1 Sprint 1
- Wireframing
- Daily Scrum
- Sprint Review
- Iteration 1 Sprint 2
- Update Product Backlog
- Daily Scrum
- Wireframing
- Sprint Review
- Iteration 1 Sprint 3
- Daily Scrum
- Sprint Review
- Iteration 1 Sprint 4
- Daily Scrum
- Update Product Backlog
- Frontend Development
- Iteration 1 Sprint 1
-
Finalization
- Paper
- Wireframe
- Prototype
- Team Meeting
- Finals Presentation
-
Documentation
- Create Use Case Diagram
- Create Entity Relationship Diagram
- Create Class Diagram
- Create Event Table
- Create Data Flow Diagram
- Create Activity Diagram
- Create Sequence Diagram
- Create Deployment Diagram
- Midterms Presentation
- Team Meeting
- Update Product Backlog
-
Design
- Create Initial Wireframe
-
Development
- Iteration 1 Sprint 5 Planning
- Iteration 1 Sprint 5
- Daily Scrum
- Sprint Review
- Retrospective and Impediments
- Sprint 6 Planning
- Iteration 1 Sprint 6
- Daily Scrum
- Sprint Review
- Retrospective and Impediments
- Iteration 1 Sprint 7 Planning
- Iteration 1 Sprint 7
- Daily Scrum
- Sprint Review
- Retrospective and Impediments
- Iteration 1 Sprint 8 Planning
- Iteration 1 Sprint 8
- Daily Scrum
- Sprint Review
- Retrospective and Impediments
- Iteration 1 Sprint 9 Planning
-
Finalization
- Documentation
- Wireframe
- Diagrams
- Team Meeting
- Finals Presentation
-
Documentation
- Transfer to new template
-
Design
- Scholarship Admin Portal
- Scholar Manager Portal
- Scholar Portal
- Midterm Presentation (70% of System Working)
-
Development
- Iteration 1 Sprint 9
- Daily Scrum
- Sprint Review
- Retrospective and Impediments
- Iteration 1 Sprint 10 Planning
- Iteration 1 Sprint 10
- Daily Scrum
- Sprint Review
- Retrospective and Impediments
- Iteration 1 Sprint 11 Planning
- Iteration 1 Sprint 11
- Daily Scrum
- Sprint Review
- Retrospective and Impediments
- Iteration 1 Sprint 12 Planning
- Iteration 1 Sprint 12
- Daily Scrum
- Sprint Review
- Retrospective and Impediments
- Iteration 1 Sprint 13 Planning
- Iteration 1 Sprint 13
- Daily Scrum
- Sprint Review
- Retrospective and Impediments
- Iteration 1 Sprint 14 Planning
- Iteration 1 Sprint 14
- Daily Scrum
- Sprint Review
- Retrospective and Impediments
- Iteration 2 Sprint 1 Planning
- Iteration 2 Sprint 1
- Daily Scrum
- Sprint Review
- Retrospective and Impediments
- Iteration 2 Sprint 2 Planning
- Iteration 2 Sprint 2
- Daily Scrum
- Sprint Review
- Retrospective and Impediments
- Iteration 2 Sprint 3 Planning
- Iteration 2 Sprint 3
- Daily Scrum
- Sprint Review
- Retrospective and Impediments
- Iteration 2 Sprint 4 Planning
- Iteration 2 Sprint 4
- Daily Scrum
- Sprint Review
- Retrospective and Impediments
- Iteration 2 Sprint 5 Planning
- Iteration 2 Sprint 5
- Daily Scrum
- Sprint Review
- Retrospective and Impediments
- Iteration 2 Sprint 6 Planning
- Iteration 2 Sprint 6
- Daily Scrum
- Sprint Review
- Retrospective and Impediments
- Finals Presentation (100% of System Working)
- Iteration 1 Sprint 9
-
Documentation
- Module 1
- Develop Company Profile
- Develop Business Case
- Develop Project Charter
- Develop Stakeholder Management Strategy
- Module 2
- Develop Scope Management Plan
- Develop Cost Management Plan
- Develop Schedule Management Plan
- Develop Work Breakdown Structure
- Develop Work Packages based on Work Breakdown Structure
- Develop Consolidated Gantt Chart
- Develop Budget and Project Costs
- Create Budget and Costs View
- Develop Work Packages Documentation
- Module 3
- Develop Human Resource Plan
- Develop Change Management Plan
- Develop Communication Plan
- Develop Quality Plan
- Develop Risk Plan
- Develop Procurement Plan
- Develop Implementation/Transition Plan
- Module 1
-
Development
- Iteration 3 Sprint 1
- Daily Scrum
- Sprint Review
- Sprint Retrospective
- Backlog Refinement
- Sprint 2 Planning
- Iteration 3 Sprint 2
- Daily Scrum
- Sprint Review
- Sprint Retrospective
- Backlog Refinement
- Sprint 3 Planning
- Iteration 3 Sprint 3
- Daily Scrum
- Sprint Review
- Sprint Retrospective
- Backlog Refinement
- Iteration 3 Sprint 1
-
Deployment
- Deploy Frontend
- Deploy Backend
- Presentation
- Finalize and Deliver Project Documentation
- Obtain Formal Acceptance
- Archive Project Files and Resources
- Handover Project Deliverables to Project Sponsor
- Perform Post-Implementation Review
- Close Out Meeting
The tabular view [1] of the Work Breakdown Structure (WBS) for GJJSP-SIS a clear and organized overview of the project by displaying all tasks and subtasks in a table format. </p>
Table 4.1 WBS Tabular ViewThe Tree Structure view [1] provides an intuitive and easy-to-understand visual representation of the project's hierarchical structure, showing how each element contributes to the project.
The Work Breakdown Structure (WBS) Dictionary [1] is a companion document to the WBS that provides a comprehensive list of all the tasks, sub-tasks, and work packages included in the project. The WBS Dictionary contains essential information like each work package's description and estimated duration.
It serves as a reference guide for the project team, ensuring that everyone is on the same page regarding the project's scope and objectives. A well-developed WBS Dictionary is essential for project management and helps to ensure that the project stays on track and is completed within the schedule.
Table 4.3 WBS Dictionary
The Glossary of Terms for the Work Breakdown Structure (WBS) of Gado and Jess Jalandoni Scholarship Project Scholar Information System (GJJSP-SIS) provides clear definitions and explanations of technical terms and acronyms used within the WBS, helping stakeholders better understand the project's language and concepts.
Table 4.4 Glossary of Terms| Term | Definition |
|---|---|
| Work Breakdown Structure (WBS) | A hierarchical representation of the project's tasks and deliverables, broken down into sub-tasks and work packages. |
| Sub-Phases | Smaller divisions within each major phase of the project. |
| Project Owner | The person responsible for overseeing the project's progress and ensuring that the project goals are met. |
| Hierarchy | A system of organizing tasks and deliverables into levels that are specific and detailed. |
| Tabular View | A table format that presents all tasks and subtasks in an organized overview. |
| Tree Structure View | A visual representation of the project's hierarchical structure. |
| WBS Dictionary | A companion document to the WBS that provides a comprehensive list of all the tasks, sub-tasks, and work packages included in the project. |
SEE SOLUTIONS PAGE 2 DOCUMENTATION LINK : https://github.com/apcjlquesada/APC_2023_2024_3rd_Term_PROJMAN/wiki/GJJSP%E2%80%90SIS-PAGE-2