Table of Contents 5. PROJECT MANGEMENT PLANS 5.1 Stakeholder Management Plan 5.1.1 Introduction 5.1.2 Identify Stakeholders 5.1.3 Key Stakeholders 5.1.4 Stakeholder Analysis 5.2 SCOPE MANAGEMENT PLAN 5.2.1 Introduction 5.2.2 Scope Management Approach 5.2.3 Roles and Responsibilities 5.2.4 Scope Definition 5.2.5 Project Scope Statement 5.2.6 Work Breakdown Structure 5.2.7 Scope Verification 5.2.8 Scope Control 5.3 COST MANAGEMENT PLAN 5.3.1 Introduction 5.3.2 Cost Management Approach 5.3.3 Measuring Project Costs 5.3.4 Reporting Format 5.3.5 Cost Variance Response 5.3.6 Cost Change Control Process 5.3.7 Project Budget 5.4 SCHEDULE MANAGEMENT PLAN 5.4.1 Introduction 5.4.2 Schedule Management Approach 5.4.3 Schedule Control 5.4.4 Schedule Changes and Thresholds 5.4.5 Scope Change 5.5 HUMAN RESOURCE MANAGEMENT PLAN 5.5.1 Introduction 5.5.2 Roles and Responsibilities 5.5.3 Project Organizational Chart 5.5.4 Staffing Management 5.6 CHANGE MANAGEMENT PLAN 5.6.1 Introduction 5.6.2 Change Control Board 5.6.3 Roles and Responsibilities 5.6.4 Change Control Process 5.7.1 Introduction 5.7.2 Communications Management Approach 5.7.3 Communications Management Constraints 5.7.4 Roles 5.7.5 Project Team Directory 5.7.6 Communication Methods and Technologies 5.7.7 Communications Matrix 5.7.8 Communication Flowchart 5.7.9 Guidelines for Meeting 5.7.10 Communication Standards 5.7.11 Communication Escalation Process 5.7.12 Glossary of Communication Terminology 5.8 QUALITY MANAGEMENT PLANS 5.8.1 Introduction 5.8.2 Quality Management Approach 5.8.3 Quality Requirements/Standards 5.8.4 Quality Assurance 5.8.5 Quality Control 5.8.6 Quality Control Measurements 5.9 RISK MANAGEMENT PLAN 5.9.1 Introduction 5.9.2 Top Three Risks 5.9.3 Risk Management Approach 5.9.4 Risk Identification 5.9.5 Risk Qualification and Prioritization 5.9.6 Risk Monitoring 5.9.7 Risk Mitigation and Avoidance 5.9.8 Risk Register 5.10 PROCUREMENT MANAGEMENT PLAN 5.10.1 Introduction 5.10.2 Procurement Risks 5.10.3 Procurement Risk Management 5.10.4 Cost Determination 5.10.5 Procurement Constraints 5.10.6 Contract Approval Process 5.10.7 Decision Criteria 5.10.8 Performance Metrics for Procurement Activities

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’s deployment. This strategy intends to promote GJJSP 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.

Identify Stakeholders for GJJSP-SIS: The Project Team will organize a brainstorming session to identify project stakeholders, such as the core project teams and project sponsors. The session will be divided into two sections. The first section will concentrate on internal stakeholders in the organization deploying GJJSP-SIS. These stakeholders may include project managers, developers, system administrators, and anybody else who is directly involved with GJJSP use. The second half of the program will focus on external stakeholders. GJJSP-SIS may be used by educational institutions, scholarship candidates, alumni, partner organizations, software providers, or any other external entities to the organization using GJJSP-SIS.

Following the identification of stakeholders, the project team will identify key stakeholders who have significant influence over the project or will be greatly impacted by it. These critical stakeholders, identified through analysis, will require more communication and management. The Project Manager will devise a strategy to solicit their feedback on their desired degree of involvement, preferred frequency and style of communication, and potential issues or competing interests they may have.

The development of the GJJSP web application relies on key stakeholders who are integral to its progress. The primary user/admin for the system is MS. Victoria Borres. The involvement and input of the project sponsor are critical in customizing the application to match her specific needs. External Stakeholders, such as scholars, play an important role as end users of GJJSP. Their opinions and insights are critical to improving and optimizing the program, ensuring it meets their requirements and provides a great user experience. This collaborative effort with stakeholders aims to ensure the overall success of the GJJSP online application, aligning with the goals and providing a seamless experience for the users.

The GJJSP-SIS stakeholders were discovered by comprehending, analyzing, and categorizing internal and external users. The primary goal of this study is to evaluate each stakeholder’s amount of influence and power over the project, design management approaches for each stakeholder, and decide suitable levels of communication and engagement.

The Gado and Jess Jalandoni Scholarship Project (GJJSP) Team is struggling with data inaccessibility and inefficient management of Scholar Information and submission processes. To address these issues the team is planning to develop and implement a Scholar Information System for GJJSP that improves Scholar Information Management, ensures data accessibility, and simplifies the submission process for more efficient operations. The success of this project will depend on effective scope management, which involves defining, controlling, and monitoring the project's scope. This section will discuss the approach of the team to scope management for the GJJSP-Scholar Information System (GJJSP-SIS). This section will define the project's scope by identifying the objectives, deliverables, and constraints. Then it will show the outline of the team’s strategy for controlling the scope by establishing a change control process and setting up a scope baseline. Lastly, it will discuss the team’s approach to monitoring the project's scope, which involves tracking progress against the scope baseline and adjusting, as necessary. To conclude, effective scope management is critical to the success of GJJSP-SIS. By clearly defining the project's scope, controlling changes, and monitoring progress, the team can ensure that the project meets its objectives and delivers value to the business.

This part will discuss the approach to scope management [1] for the development of GJJSP-SIS. Below is a summary of how the team will approach each aspect:

• Authority and responsibility for scope management will be held by the Project Manager, Mc Joseph Agbanlog, who will work closely with the project sponsor, Mrs. Maria Victoria Borres.
• The project's scope will be defined through the creation of the Scope Statement and the Statement of Work (SOW). These two components will clearly define the project’s deliverables, purpose, and requirements, which will be reviewed and approved by the project sponsor.
• The scope of the project will be measured and verified with work performance measurements and regular review of the project's progress against the scope baseline. Any deviations from the scope baseline will be identified and addressed through the scope change process.
• The scope change process for developing GJJSP-SIS will involve the submission of a scope change request by the Project Manager, with final approval granted by the project adviser. Any changes to the project's scope must be carefully evaluated to ensure they align with the project's goals and do not negatively impact on the project schedule.
• The final project deliverables will be accepted and approved by the project sponsor with the Project Manager being responsible for ensuring that all project requirements have been met. The successful completion of the project will be confirmed once all deliverables have been accepted and no comments or revisions are no longer necessary.

Table 5.3 Roles and Responsibilities – Scope Management Plan

Project Team	Roles	Responsibilities
Mrs. Maria Victoria Borres	Project Sponsor	Provides project funding, ensures alignment with strategic business goals, and champions the project at the executive level.
Mc Joseph Agbanlog	Project Manager, Scrum Master, and Product Designer	Coordinates project tasks, facilitates Agile processes, designs user interfaces, and assists with coding.
Christian Medallada	Product Owner, Quality Assurance Tester, and Full Stack Developer	Defines project requirements, prioritizes the backlog, and leads the development efforts.
Jerlyn Camille Pascua	Document Specialist	Creates, manages, and maintains all project documentation ensuring accuracy and accessibility.
John Daniel Yap	Document Specialist	Assists in the development and review of project documents, and ensures they meet compliance standards.

The GJJSP-SIS is designed to cater exclusively to the Gado and Jess Jalandoni Scholarship Project (GJJSP) Team, focusing on managing GJJSP Scholar Information from the preferred school year onwards. The system ensures security and restricted access, guaranteeing that only authorized GJJSP Team members can interact with administrative actions.

Table 5.4 Project Scope Statement

Category	Details
Project Scope Description	The Scholar Information System (SIS) for the Gado and Jess Jalandoni Scholarship Project (GJJSP) focuses on improving data accessibility and streamlining the submission process for managing scholarly information. This includes core features such as document uploading, email reminders, scholar profile management, report generation, and scholar information export, starting from the preferred school year onwards.
Project Acceptance Criteria	System ensures secure management of scholar information with access restricted to authorized GJJSP team members only. Reduction in time taken for scholars to submit requirements to 2-5 days. 90% reduction in data inaccuracies and inconsistencies. Basic report generation feature with data visualization to support decision making.
Project Deliverables	A fully functional Scholar Information System tailored for the GJJSP Team. Comprehensive documentation including user manuals and system administration guides. Training sessions for the GJJSP Team on system usage and management. Basic report generation feature with data visualization capabilities. Implementation of core and optional features as outlined in the project scope. A support and maintenance plan for the system for at least one-year post-deployment.
Project Exclusions	Alumni networking or mentorship programs. Financial disbursement functionalities. Real-time chat support for scholars. Direct messaging systems between scholars and the GJJSP Team. Advanced data analytics and predictive models for scholar performance tracking.
Project Constraints	Limited access to current systems and data due to security measures. Restricted budget and resources which may impact the scope of optional features. Dependence on timely and accurate data entry by users to maintain system effectiveness.
Project Assumptions	All GJJSP Team members will have access to the necessary training and resources to use the new system efficiently. Scholars and GJJSP Team will adhere to new system protocols for data entry and management. Continuous availability of technical support for system maintenance and troubleshooting.

The Work Breakdown Structure (WBS) [3] is a hierarchical representation of the project scope that divides the project into smaller, more manageable components. Each level in the WBS represents a progressively more detailed view of the project, starting with the highest level and moving down to the lowest level.

To ensure that the deliverables [1] from GJJSP-SIS meet the original scope, the project team will use various methods for scope verification. These methods [2] may include the following:

• User Acceptance Testing (UAT):

  User Acceptance Testing involves having end-users (members of the GJJSP Team) test the system to ensure it meets their requirements and functions as intended. This method was chosen because it directly involves the client, making it highly effective in verifying that the system performs according to the specified scope and meets the client's needs.

• Requirements Traceability Matrix (RTM):

  An RTM is a document that links requirements throughout the validation process and ensures that all requirements defined for the project are tested in the test protocols. The use of an RTM helps in ensuring that all functionalities defined in the scope are developed and tested, providing a clear path from requirements to delivery, which is crucial for scope verification.

• Change Control Process:

  This method involves reviewing all requested changes or additions to the project scope and evaluating their impact on the project's objectives and deliverables. The Change Control Process is important because it ensures that any deviations from the original scope are formally approved and documented, maintaining alignment with the project's goals, and preventing scope creep.

The scope control process for the GJJSP-SIS will involve the following steps for making changes to the scope baseline:

1. Any stakeholder or team member who identifies a need for a modification in the project scope should initiate a scope change request.
2. The Project Manager and the Project Adviser will evaluate the scope change request to determine its impact on the project’s schedule, budget, and resources.
3. If the change is classified as minimal impact, the Project Manager has the authority to approve or deny the request. For high impact changes, the Project Manager can also decide, but any approval or denial of minimal impact changes can be reassessed by the adviser and overturned by the Project Sponsor if necessary.
4. Should the request be approved, the Project Manager will formulate an action plan to implement the change, update the scope baseline, and inform all relevant parties about the modification.
5. If the request is denied, the project team will proceed according to the original project scope.

Proper cost management is essential for the successful completion of any project, and the GJJSP-SIS is no different. This Cost Management Plan details the methods and processes that will be used to manage project expenses efficiently and effectively throughout the project lifecycle. The goal of this plan is to set forth the rules and standards for measuring, controlling, and reporting costs. It identifies the individuals responsible for cost management, outlines the approval levels for budget changes, and describes the procedures for tracking and reporting cost performance. Following the guidelines in this plan will help ensure the GJJSP-SIS stays within budget, is completed on schedule, and meets stakeholder expectations.

The GJJSP-SIS will utilize a Work Breakdown Structure (WBS) to manage costs effectively. Cost Accounts will be set up for each major deliverable within the work packages. Actual costs will be monitored against budgeted costs regularly, and any discrepancies will be investigated and addressed as needed.

A cost performance index (CPI) and a schedule performance index (SPI) will be used [1] to monitor cost and schedule performance. Monthly reports will be produced and shared with the Project Sponsor and key stakeholders. Any changes to the project scope or budget must be reviewed and approved by the Project Manager and Project Sponsor.

If a cost change exceeds 10% of the total budget, the Project Sponsor's approval is required before implementation. By managing costs within each work package and continuously reviewing cost performance, the GJJSP-SIS aims to stay within the approved budget and meet stakeholder expectations.

This section outlines how Earned Value measurements [1] will be recorded and reported, including any project management tools used to capture these metrics. It also describes how future costs will be forecasted and how cost performance will be reviewed across work packages or scheduled activities.

Forecasting future costs is a key aspect of cost management. For the GJJSP-SIS, the team will use historical data and expert judgment to predict future expenses, considering any changes in project scope, schedule, or resources. Cost performance will be reviewed using data from Earned Value Management (EVM) to identify areas over or under budget. The team will investigate the specific work packages causing deviations and take corrective actions as needed to keep the project on track.

Cost performance over time will be reviewed using EVM metrics such as Schedule Variance (SV), Cost Variance (CV), Schedule Performance Index (SPI), and Cost Performance Index (CPI). These measurements will help identify deviations from the budget and schedule, allowing for timely corrective actions. SV is calculated as EV - PV, indicating if the project is on schedule (SV=0), ahead (SV>0), or behind (SV<0). CV is calculated as EV - AC, showing if the project is on budget (CV=0), under budget (CV>0), or over budget (CV<0). SPI (EV/PV) and CPI (EV/AC) measure schedule and cost efficiency, respectively, with values close to 1 indicating good performance.

The cost management plan for the GJJSP-SIS includes a monthly report prepared by the Project Manager for stakeholders. This report should be clear and accessible to all stakeholders, including the project team. It will include:

• Summary: Overview of cost performance, significant budget changes, and comparisons of actual to budgeted costs.
• Cost Elements: Breakdown of costs into categories such as manpower, hardware, software, and other expenses.
• Cost Baseline: Original approved budget, cost estimates, and any revisions.
• Cost Variance: Analysis of differences between actual costs and the budget, identifying causes and impacts of variances.
• Cost Forecast: Projected cost estimate for remaining work, considering scope, schedule, and resource changes, and potential risks.
• Analysis: Detailed examination of cost trends, patterns, deviations, and recommendations for corrective actions.
• Visual Aids: Tables, charts, graphs, and diagrams to present cost data clearly, showing variances, trends, and forecasts.
• Risks and Opportunities: Summary of cost-related risks and opportunities, including updates to the risk and opportunity register.
• Approval and Sign-off: Section for stakeholders to review, approve, and sign off on the report.</p>

The process for managing cost changes [1] in the GJJSP-SIS involves:

• Request for Cost Change: Submitting proposed budget changes in writing using the Cost Change Request Form.
• Initial Assessment: Reviewing the request to determine the potential impact on budget, schedule, scope, and quality.
• Analysis of the Cost Change: Consulting with the project team to assess the feasibility, risks, and benefits of the proposed change.
• Cost Change Approval: Submitting the request and analysis to the Project Sponsor for approval, who will decide based on the impact analysis.
• Implementation of the Cost Change: Executing the approved change, updating the project management plan, budget, resources, and risk management plan.
• · Cost Change Monitoring: Tracking the implementation to ensure it follows the approved plan and schedule, and addressing any deviations.
• Reporting on the Cost Change: Including the cost change details in regular status reports, covering the request, analysis, implementation, and monitoring.
</ul

5.3.7>Project Budget

The project's budget is outlined below, with expenses categorized into different sections.

5.4 SCHEDULE MANAGEMENT PLAN

5.4.1 Introduction

Schedule Management is a critical component of project management, which ensures that the project is delivered within the agreed timeline and budget. A well-crafted schedule provides a roadmap for the project team, enabling them to prioritize resources and tasks effectively.

This section outlines the approach to managing the project schedule, including schedule control, changes, and thresholds, and scope changes. This serves as a reference document that provides a framework for the project team to adhere to the agreed-upon schedule management process.

5.4.2 Schedule Management Approach

The schedule management approach outlines the general framework for creating and managing the project schedule for the Gado and Jess Jalandoni Scholarship Project. The approach includes the scheduling tool/format, and schedule development roles and responsibilities.

Scheduling Tool/Format

This project's approach to schedule management will incorporate the use of OpenProject as the schedule management tool. OpenProject has a number of functions and tools related to WBS for task division, Gantt chart to plan the schedule, ability to link between tasks and their dependencies, assign resources and track their work, define milestones, generate and track baselines for changes, setup updates and communication for those involved, and reporting and analyzing functions. Using OpenProject, the project team can organize the schedule of various tasks and make sure that certain actions are completed on time, find out what kind of activities are crucial for the timely completion of the project, as well as monitor the overall team performance.

Schedule Development Roles and Responsibilities

The success of the Gado and Jess Jalandoni Scholarship Project: Scholarship Information System (GJJSP-SIS) schedule depends on the project team's collaboration and communication. The roles and responsibilities for schedule development include the project manager, project team, project sponsor, and project stakeholders.

• Project Manager It is the duty of the Project Manager to be held accountable for the scheduling development role. They must cooperate with other members of the team to understand project objectives, deliverables, activities, and their relationships. It is done to ensure that the schedule is appropriate for the yielding of the set objectives, the encountered constraints, and the set stakeholder expectations. The Project Manager also identifies resources and sets the initial schedule or timeline. • Project Team The project team members actively contribute to the schedule development process. They provide input on task durations, dependencies, and resource availability. They collaborate with the Project Manager to ensure that the schedule accurately reflects the project scope and requirements. Team members are accountable for delivering their assigned tasks within the defined timelines. • Project Sponsor The role of the Project Sponsor is to participate in the development of the schedule section. It assists and consults with the Project Manager and the project team in the strategic planning of the project. The Project Schedule is approved by the Project Sponsor and is reasonable concerning the overall project goals and constraints. They then have a chance to look at the final schedule and contribute their feedback and suggestions.</p>

The schedule control section defines how the GJJSP-SIS application project's schedule will be managed throughout its duration. This will include the frequency of updates, schedule reviews, communicating the schedule and progress, and roles and responsibilities related to schedule control.

Frequency of Updates and Schedule Reviews</p>

The project schedule will be updated regularly to reflect progress made, changes in project scope or requirements, and other factors that may impact the project schedule. The project team will meet every Friday to review and update the project schedule, ensuring that it aligns with the project objectives and timelines. However, any changes to the project schedule will be communicated promptly to all stakeholders, including the project sponsor and project stakeholders.>

Schedule Control Roles and Responsibilities</p>

The success of schedule control depends on clearly defined roles and responsibilities.

Project Manager The Project Manager plays a crucial role in schedule control. They oversee the monitoring and tracking of project progress against the baseline schedule. The Project Manager identifies schedule variances, analyzes their impact, and initiates appropriate corrective actions to address any deviations. They communicate schedule updates and changes to stakeholders and ensure that the project remains on track. Project Team The project team members are responsible for reporting their task progress and providing timely updates on their activities. They notify the Project Manager of any delays, obstacles, or potential schedule risks. The GJJSP members actively collaborate to address schedule issues and implement necessary adjustments to maintain the project's timeline. Project Sponsor The Project Sponsor and other key stakeholders are involved in schedule control by providing support and guidance. They review and approve any proposed changes to the schedule, considering the impact on project objectives and deliverables. They are informed of schedule performance, variances, and any necessary adjustments to ensure alignment with overall project goals.</p>

The Human Resource plan is an essential component of the project management process for GJJSP- Scholarship Information System. It outlines how the project team will be organized including roles and responsibilities, communication protocols, and performance management measures/ By using this plan, the key stakeholders and the team can ensure that they have the right people with the necessary skills to achieve project objectives, and that everyone is working together effectively towards a common goal.

An effective human resources management plan is essential for the execution of the GJJSP-SIS project. It outlines the roles and responsibilities of each team member and business owner, ensuring clear accountability for specific project areas. The plan also establishes permission to be granted to each team member, empowering them to make decisions and allocate project resources.

Additionally, it specifies the responsibilities and work activities that each team member must undertake to accomplish their assigned tasks effectively. Competencies and required skills are identified, ensuring that team members possess the necessary capabilities to fulfill their project responsibilities. By providing this structure, the human resources management plan ensures efficient collaboration, effective resource allocation, and contributes to the successful completion of the GJJSP-SIS project.

Role	Authority	Responsibility	Competency
Business Owner	Responsible for overall project direction, decision-making, and resource allocation. Ensuring the business goals and objectives are aligned with the project, providing the final approval of project deliverables.	Strong business understanding, leadership skills, and a clear understanding of the industry and market trends.
Project Manager	Responsible for project planning, execution, and resource management. Defining project scope, creating and managing the project schedule, coordinating team members, tracking progress, and ensuring timely delivery of project milestones.	Project management skills, leadership, strong organizational skills, communication skills, and the ability to manage risks and resolve conflicts.
Quality Assurance Tester	Responsible for conducting comprehensive testing to ensure software meets quality standards and specifications. Executing test plans, identifying, and documenting software defects, collaborating with development teams to resolve issues, and providing feedback on software usability and functionality.	Proficiency in manual and automated testing methodologies, knowledge of software development lifecycle, attention to detail, analytical skills, and the ability to effectively communicate test results and recommendations.
Scrum Master	Facilitates the Scrum process, ensuring adherence to agile principles and removing any obstruction that may hinder team productivity. Guiding the team in adopting Agile practices, organizing, and facilitating Scrum meetings, monitoring team progress, and promoting effective collaboration.	Knowledgeable in agile and Scrum methodologies, excellent facilitation, and conflict resolution skills.
Document Specialist	Authorized to create, format, edit, and proofread documents according to company guidelines and standards. Responsible for maintaining accurate and up-to-date documentation, ensuring consistency in formatting and style, and organizing files in a systematic manner.	Proficiency in word processing software, excellent attention to detail, strong written and verbal communication skills, ability to prioritize tasks and meet deadlines, and knowledge of document management best practices.
Product Designer	Has decision-making authority regarding the visual and user experience aspects of the web application. Creating user interface designs, wireframes, prototypes, and ensuring a seamless and interactive user experience.	Proficiency in design tools and software, creativity, and the ability to translate user requirements into visually appealing and functional designs.
Front End Developer	Responsible for designing and implementing user interfaces and interactive elements for web applications. Creating responsive and visually appealing web pages, optimizing website performance, ensuring cross-browser compatibility, and collaborating with back-end developers for seamless integration.	Knowledge of front-end frameworks and libraries, understanding of user experience (UX) principles, and ability to work collaboratively in a team environment.
Back End Developer	Responsible for developing and maintaining the server-side logic of a web application. Designing and implementing the architecture and infrastructure of the back end, ensuring optimal performance and scalability.	Knowledge of database management systems, understanding of server-side frameworks, familiarity with MySQL, and problem-solving skills.

The Project Organizational Chart of Gado and Jess Jalandoni Scholarship Project – Scholar Information System (GJJSP-SIS) depicts the team structure and desirable interaction. At the highest level is the Project Sponsor, in charge of the project from the top and its outcome. Here you can see the Project Manager, his/her main responsibilities are to control the project resources, project scope and timing, as well as to guarantee that all the key project milestones have been achieved.

Because of the closely-knit team structure, everyone tends to wear several hats to make the process as smooth as possible. It defines the expected work and commitments of everyone in the specific project and helps to be in line with the laid down goals and objectives of the project as well as fosters teamwork.

The Staffing Management section of the human resource plan for the Gado and Jess Jalandoni Scholarship Project - Scholar Information System (GJJSP-SIS) outlines the following key aspects:

Acquisition of Human Resources

• Internal Recruitment: In recruiting for positions that will demand understanding of GJJSP functions, for instance, the Project Manager and Business Owner positions, internal candidates with proven work competence and findings typical to the project objectives will be considered first.
• External Hiring: Regarding some of the specialized technical positions like Front End Developer, Back End Developer, and Product Designer, an option of recruiting from outside the organization will be exercised to ensure that the right technical talent and experience required for the project is procured.
• Outsourcing: If there exists specialty work that may be required for a short time or the specialty employees may not be within the firm, outsourcing measures will be taken. These may involve possible outsourcing arrangements with those consultants that may be required, for instance, in conducting quality assurance testing and documentation.

Skills Training

• Skills Gap Analysis: A first assessment will first be made about the missing skills to fill in regarding the project's specific activities.
• Training Programs: It seems there are critical gaps that require knowledge acquisition to prevent or mitigate them in the future. This is covered in the training and development plan of the plan. This may be reached through the offering of training courses such as workshops and online lessons as well as internships for mentorship purposes so that all the team members will be well equipped with the necessary competencies to enable him/her to accomplish the task assigned.
• Continuous Learning: Promotion of training programs or hands-on activities to maintain currency and relevance will be continued, depending on the types of positions that the team members occupy.

Performance Reviews

• Evaluation Framework: To enhance efficiency and organizational productivity, performance reviews will have a structured framework. This will involve defining the performance measurements and goals during the project's initiation stage.
• Frequency: Team members’ performance shall be evaluated quarterly to ensure we are making progress in achieving our goals.
• Responsible Parties: It is common for the Project Manager, with the assistance of the Business Owner, to oversee such reviews. A regional evaluation will be done with the feedback of other team members and key stakeholders.
• Improvement Plans: Hence, another emergent option will involve forging specific improvement plans for the members of the teams, as will be deemed necessary, work plans and timeline being provided to complete the identified tasks.

By addressing these aspects, the Staffing Management section of the human resource plan ensures that the GJJSP-SIS project has the right resources with appropriate skills, provides support for their development, and establishes mechanisms for performance evaluation and recognition. This comprehensive approach contributes to the successful execution of the GJJSP-SIS project by fostering a motivated, skilled, and well-supported project team.

This Change Management Plan is intended to ensure the successful deployment of GJJSP-SIS, an information system developed by See Solutions (See So.) Team for the Gado and Jess Jalandoni Scholarship Project (GJJSP). It defines the technique for managing changes, the role of the change control board, and the overall change management process. All stakeholders in the GJJSP are expected to follow this plan when proposing or implementing modifications. Failure to do so may risk the GJJSP system’s effectiveness and efficiency, as well as the project’s attainment of objectives.

The Change Control Board (CCB) is the official body in charge of assessing and approving all proposed changes to Scholarlink’s implementation for the Gado and Jess Jalandoni Scholarship project (GJJSP). The CCB’s principal function is to examine the impact of change requests on project risk, scope, cost, and schedule, and to make informed decisions about their approval or denial. The following charts depict the composition of the CCB for the Scholarlink implementation project.

Name	Position	CCB Role
Sir Manuel Sebastian Sanchez	Subject Head	CCB Co-Chair
Sir Jose Eugenio L. Quesada	Project Adviser	CCB Co-Chair
Ms. Maria Victoria Borres	Project Client	CCB Co-Chair
Mc Joseph Agbanlog	Project Manager	CCB Chair
Christian Medallada	Project Team Member	CCB Member
Jerlyn Camille Pascua	Project Team Member	CCB Member
John Daniel Yap	Project Team Member	CCB Member

By following this systematic change management procedure, we ensure that changes to the GJJSP implementation are thoroughly examined and approved, thereby contributing to the effective completion of project objectives within the GJJSP.

The following are the roles and responsibilities for all change management efforts related to the GJJSP Scholar Information System of Gado and Jess Jalandoni Scholarship Project:

Project Manager

• Approve all changes to budget/funding/project scope.
• Review all changes to the budget/funding/project scope.
• Make necessary revisions/edits for all approved changes.
• Chair the CCB.

Project Adviser

• Review preliminary risk, cost, schedule, scope analysis of change prior to CCB.
• Seek clarification from project client, project team, and subject head on any open issues or concerns.
• Be prepared to address questions regarding any submitted change requests.
• Provide feedback as necessary on the impact of proposed changes.
• Participate in CCB.

Project Client

• Review preliminary risk, cost, schedule, scope analysis of change prior to CCB.
• Seek clarification from project client, project team, and subject head on any open issues or concerns.
• Be prepared to address questions regarding any submitted change requests.
• Provide feedback as necessary on the impact of proposed changes.
• Participate in CCB.

Subject Head

• Review preliminary risk, cost, schedule, scope analysis of change prior to CCB.
• Seek clarification from project client, project team, and subject head on any open issues or concerns.
• Be prepared to address questions regarding any submitted change requests.
• Provide feedback as necessary on the impact of proposed changes.
• Participate in CCB.

The Change Control Process for the GJJSP will follow the organizational standard change process for all projects. The project manager has overall responsibility for executing the change management process for each change request.

Initiation (Any of the CCB) -

The change management process begins with the submission of a proposed change. This could come from a variety of stakeholders, including Project Managers, Team Members, Project Advisors, Subject Heads, or the Project Client.

Initial Review (Project Adviser, Project Client, Subject Head, Project Team) -

Once the change request is submitted, it will be evaluated to determine its viability and alignment with the project’s objectives. This review entails examining aspects such as project scope, schedule, budget, and resources.

Review and Approval (Project Manager) -

After the evaluation, the change request is reviewed by the appropriate stakeholders or change control board. The review process may involve discussions, analysis of alternatives, and consideration of potential trade-offs. Based on the findings of the evaluation, the change request is either approved, rejected, or deferred for further analysis.

Implementation Planning (Project Team) -

Once a modification has been accepted, it is implemented following a predetermined plan or method. This could include updating project documentation, amending deliverables, reworking plans, or changing processes. Effective communication and coordination are required throughout the implementation phase to ensure that all stakeholders are aware of the changes and their roles.

Testing and Validation (Project Team) -

Following implementation, the changes are often tested and validated to ensure that they satisfy the intended objectives while not negatively impacting other areas of the project or system. This may include functional testing, integration testing, regression testing, and user acceptance testing.

Documentation and Tracking (Project Team) -

Detailed documentation is maintained throughout the change control process to capture each modification’s history, reasoning, and outcomes. Change requests, approvals, implementation plans, test results, and any related documentation revisions are all included in this documentation.

Closure and Communication (Project Manager) -

Once a change is successfully implemented and validated, the change control process is formally closed. This involves communicating the outcomes of the change to relevant stakeholders.

==5.7 COMMUNICA. **Initiation (Any of the CCB)**

The Communications Management Plan document details the communication strategy and protocols for the Gado and Jess Jalandoni Scholarship Project (GJJSP) Information System. This plan serves as a comprehensive guide for ensuring effective and efficient communication among all project stakeholders. It addresses the following key aspects:

• Types of Information: Defines what kind of information will be shared, such as general project reports, status reports, potential risks, and other issues. It also outlines the channel's manner and intensity and the level of formality needed to suit the differing categories of spoken and written.
• Methods of Communication: Describes the types of communication that will be used to ensure that the right modes are adopted based on the type of information to be disseminated and this may include meetings, E-mail, Telephone, among others.
• Frequency of Communication: Specifies the cadence of status reports where formal and informal meetings are planned to maintain conversation frequency within the team and with the stakeholders.
• Stakeholder Communication Needs: Pinpoints the communication requirements of all the stakeholders and provides solutions on how these requirements could be addressed most suitably.
• Communication Resources: Outlines the communication needs for the management by enumerating and describing the budget and human resources necessary for the smooth exchange of information from one party to another.
• Protocols for Sensitive Information: Outlines procedures on how to protect information/data and how to share information/data that is sensitive & confidential, including the requisite approvals to share such information/data.
• Change Management Process: Stipulates how adjustments in the communication plan will be implemented to adequately communicate changes to all stakeholders while also maintaining on the overall communication plan.
• Communication Flow: Explains procedure through which information is shared with the team, potential stakeholders, and anyone involved in the project with little or no delay.
• Constraints: Highlights any logistical limitations that may limit the flow of communication in a project; any legal or regulatory barriers that may hinder the progression of the project and how they shall be dealt with.
• Standard Templates and Formats: Lists any standard forms, formats, or documents used in conveying project information during every phase of the project.
• Escalation Process: Also has a dispute resolution policy if the conflict or a dispute arises from the mode of communication used in the implementation of the project.

This section will go into See So’s approach to project communication. The team intends to take a proactive and practical approach to promoting effective communication among its members.

Being proactive promotes a selfless mentality among the group, allowing them to prevent minor difficulties that may escalate later. Every member should take a proactive approach to gaining a complete understanding of the project's needs and identifying the steps required to meet them.

A practical approach guarantees that the group is focused and efficient when developing projects. They can guarantee that all members understand the important points by focusing on key facts, information, and data. The ideal timing and mode of communication are determined by considering both the project's status and the progress of each member.

The Communications Management Constraints for the GJJSP Scholar Information System entail recognizing the constraints, limitations, and boundaries that may affect or impede project progress. Addressing these limits is critical since it identifies the team's information management limitations and helps to mitigate future bottlenecks.

This section of the paper will present an overview of significant constraints such as internal and external communication processes, technological limitations, and regulatory needs.  

The project's communication management constraints are as follows: 

1. A limited budget for communication tools and resources: The project has a limited budget for communication technologies, so readily available applications such as Microsoft Teams will be employed. 
2. Limited access to stakeholders: Stakeholders located outside of the NCR may have physical constraints when meeting.
3. Limited availability of team members: Team Members may have additional commitments or responsibilities, which limit their availability for communication. 
4. Confidentiality: Certain project information, such as addresses, contact information, and account numbers, is sensitive and requires unique handling and communication methods.  
5. Technical Difficulties: Technical difficulties can occasionally impede communication and are unavoidable.  
6. Time Constraints: The project has rigorous timelines due to deliverables dates established by the team or stakeholders. 

Roles	Responsibilities
Key Stakeholder	The primary decision-maker and financial sponsor responsible for the project's development and execution. This stakeholder holds ultimate authority and is actively engaged in collaborating with GJJSP-SIS on the project's business processes and strategic direction.
Project Manager	Individual responsible for planning, handling, and executing the project. They are the team leader that will be assigning the members and leading the project throughout the lifecycle.
Documentation Team	The designated group reviews the overall document for the project and makes sure that the documents align with the project objectives of the proposal system.
Development Team	Individuals responsible for the technical aspects of the Gado and Jess Jalandoni Scholarship Information System. They handle the front and back-end components of the project and accomplish all and needed tasks to meet the key stakeholder’s needs.

The following table presents contact information for all persons identified in this communications management plan. The email addresses and phone numbers in this table will be used to communicate with these people.

Role	Name	Title	Organization/Department	Email	Phone
Project Manager	Mc Joseph Agbanlog	Project Manager, Junior Developer and UI/UX Designer	Internal	[email protected]	(+63) 976 262 3231
Project Stakeholder	Maria Victoria Borres	Business Owner	External	[email protected]	(+63) 998-886-6052
Documentation Head	Jerlyn Camille Pascua	Documentation Head	Internal	[email protected]	(+63) 917 138 7391
Development Head	Christian B. Medallada	Senior Developer	Internal	[email protected]	(+63) 945 239 5356
Documentation Associate	John Daniel Yap	Documentation Associate	Internal	[email protected]	(+63) 923 118 4947

The Gado and Jess Jalandoni Scholar Information System (GJJSP-SIS) project needs to identify the communication models and technologies [1] available to the team that are most effective for the project. Considering the different pros and cons of each method and technology will ensure that all individuals receive the necessary information they need. This section will show the most effective methods for communicating project updates, progress reports, risks and issues, and other relevant information.

It is also important to consider the cost and feasibility of using different technologies, as well as any security or privacy related issues that may occur [1]. By carefully considering all possibilities available to the team, this will ensure that all information will be received by everyone involved efficiently and safely.

These are the following considerations that See Solutions Team (See So) will factor in the communication methods [1]:

1. Location of the Project Sponsor

Mrs. Maria Victoria Borres and the GJJSP Team are stationed in Ortigas, Makati, and cannot hold a physical meeting due to a consistently hectic schedule and prefer a purely online way of communicating. The team already uses Zoom as the software for video conferencing, so the proponents will consider using this for project meetings.

2. The Type of Information dealt with

Depending on how crucial or confidential the information is, the mode of communication must be considered depending on the type of information that is being handled.

3. Size and Complexity of the Project

Considering the GJJSP is just the family project of one of the executives of their parent company, Assisi Development Foundation, the need for web portals and large-scale project management applications would not be a priority.

4. Level of technical expertise

As mentioned, the team is already using Zoom as their mode of communication so with this, the See So Team will use this software for video conferencing and Facebook Messenger for announcements and quick communication. Keeping a simple and straight-to-the-point communication will be most effective in this scenario. With all these factors in mind, See So will take into consideration how to approach the stakeholder with the combination of all these factors in the most effective and efficient way possible.

The following table identifies the communications requirements for this project.

Channel	From	To	Type	Frequency	Format Used	Delivery Media
Project Planning	Project Manager	Project Sponsor	Meeting	Once before the project starts	Formal	Outlook, Zoom
Sprint Planning	See Solutions Team	GJJSP Team	Meeting	At the beginning of each sprint	Informal	Zoom, Microsoft Teams
Sprint Review	See Solutions Team	GJJSP Team	Meeting	At the end of each sprint	Informal	Zoom, Microsoft Teams
Backlog Refinement	See Solutions Team	GJJSP Team	Artifact	After Sprint Reviews	Formal	Zoom, Microsoft Teams
Retrospective	See Solutions Team	GJJSP Team	Artifact	After Sprint Reviews	Informal	Zoom, Microsoft Teams
Project Update	Project Manager	GJJSP Team	Chat	Occasionally, preferably every week	Formal	Facebook Messenger, Outlook

To ensure an effective flow of information and productive collaboration among all stakeholders involved in the Gado and Jess Jalandoni Scholarship Project (GJJSP) Information System, meetings will be conducted with clear and organized guidelines. These guidelines will help maximize meeting efficiency and ensure all participants are prepared and engaged.

1. Purpose: Clearly define the purpose of each meeting to focus discussions on project progress, issue resolution, and decision-making.
2. Scheduling: Schedule meetings well in advance and select time slots that accommodate all participants. Regular meetings should be planned to ensure consistent communication.
3. Attendance: Require all team members to attend meetings unless they have a valid excuse and have requested leave in advance. Active participation is crucial for maintaining project momentum.
4. Minutes of the Meeting: Assign the task of recording minutes to a designated individual, typically the project manager or a designated scribe. Minutes should capture key discussion points, decisions made, and action items.
5. Decisions: Strive for consensus-based decision-making. If consensus cannot be reached, the project manager will make the final decision to keep the project on track.
6. Follow-up: Document follow-up items in the meeting minutes and ensure they are addressed in subsequent meetings. This helps track progress and accountability.
7. Time Management: Start and end meetings within the agreed-upon time slots to respect participants' schedules and maintain project timelines.
8. Recording: Obtain consent from all participants before recording meetings, in compliance with privacy regulations. Recordings can serve as a reference for those unable to attend.

Effective communication is critical to the success of the GJJSP Information System project. Establishing clear communication standards will ensure consistency, efficiency, and security in all project-related communications.

• Standardized Document Templates: Utilize standardized templates for all project documents, including meeting agendas, minutes, status reports, and deliverables. This ensures consistency and professionalism in documentation.
• Communication Protocols: Establish and follow a standardized protocol for all forms of communication, including handling sensitive or confidential information. This includes guidelines on email, instant messaging, and video conferencing.
• File Naming Convention: Implement a consistent file naming convention to facilitate easy retrieval and organization of documents. This convention should be simple, intuitive, and consistently applied across all project files.
• Online Conferencing: Use reliable online conferencing tools such as Microsoft Teams or Zoom for virtual meetings, especially when participants are in different locations. These tools should be selected based on their ease of use, security features, and compatibility with the team's needs.
• Confidential Information Handling: Clearly define procedures for handling and communicating sensitive or confidential information. Ensure that only authorized personnel have access to such information and that it is shared securely.

The optimal communication escalation process for See So would involve the following steps [1]:

1. Attempt to solve the problem within the team: To assess the issue’s severity, the team should attempt to remedy it internally.  
2. Involve a Communication Manager: If the team is unable to resolve the issue, a communication manager should be brought in to help the team and the program manager communicate more effectively. 
3. Consult Higher Positions: If the problem is not resolved, it should be escalated to a higher level for additional analysis and potential remedies. 

Term	Definition
Communication Plan	Document outlining the communication management strategy for the project team and the stakeholders.
Stakeholder	The group of people that has taken interest in the project’s output and the client that gives feedback or revision on the project output.
Communication Method	Means or channel of how information is being communicated.
Communication Frequency	The frequency of how much communication is distributed.
Communication Flowchart	Visual representation of how information is passed around.
Communication Standards	Standard templates, formats, or documents established in the project development.
Communication Guidelines	Protocols used for conducting any kind of communication.
Communication Tools	Technology and tools used for communication. Applications such as Microsoft Teams, Outlook, and Messenger.
Escalation Process	Process used for resolving problems found within the project development.

The Quality Management Plan for the Gado and Jess Jalandoni Scholarship Program – Scholar Information System (GJJSP-SIS) is an essential part of the project management plan. This plan outlines the strategies, processes, and procedures that will be employed to effectively manage and ensure quality throughout the entire project lifecycle.

The primary objective of the Quality Management Plan is to provide a clear and comprehensive description of how quality will be planned, assured, and controlled. By establishing a systematic approach, the plan aims to prevent and mitigate potential risks associated with poor quality, while promoting the delivery of high-quality project outcomes.

The plan encompasses various aspects of quality management, including quality requirements, assurance, and control. It defines the specific activities, tools, and techniques that will be employed to identify, assess, and address quality requirements and expectations. By adhering to these processes and procedures, the project team will be equipped to proactively manage and enhance the quality of project deliverables.

The Quality Management Approach for the GJJSP-SIS project will employ an Agile and Scrum methodology to ensure that the project consistently delivers high-quality outcomes that meet or exceed stakeholders’ expectations. This approach emphasizes iterative development, frequent team collaboration, and continuous improvement to achieve optimal quality throughout the project’s lifecycle.

In addition to Agile and Scrum practices, our approach includes thorough testing, including the creation and execution of comprehensive test cases. These test cases will be designed to evaluate various aspects of the software, ensuring that all functionalities meet specified requirements and that any potential issues are identified and addressed early in the development process. By incorporating test cases into our Agile and Scrum methodology, we aim to validate the quality of the project before handing it over to the client, thereby enhancing customer satisfaction and confidence in the delivered product.

The following roles and responsibilities are defined within the quality management approach:

Role	Responsibility
Project Manager	The Project Manager is responsible for ensuring that the final product meets the stakeholders' or client’s quality requirements by actively participating in the agile and Scrum processes, providing clear product vision, and prioritizing quality-related tasks.
Quality Assurance Tester	The Quality Assurance Tester, also the Project Manager in this project, is responsible for implementing the agile and Scrum-based quality management approach by conducting thorough testing of the product, identifying and reporting any defects or deviations from quality standards, and collaborating with the development team to address and resolve issues.
Scrum Master	The Scrum Master plays a crucial role in the agile and scrum-based quality management approach by facilitating the implementation of quality practices, promoting effective collaboration among team members, ensuring adherence to agile principles, and fostering continuous improvement to enhance product quality.
Documentation Head	The Documentation Head supports the quality management approach by maintaining accurate and up-to-date documentation of processes, standards, and procedures. They ensure that documentation is easily accessible to team members, promoting consistent understanding and adherence to quality requirements.
Product Designer	The Product Designer contributes to the quality management approach by incorporating user-centered design principles and agile methodologies into the product development process. They collaborate with stakeholders and the development team to ensure that the design meets quality standards and delivers a seamless user experience.
Front-End Developer	The Front-End Developer is responsible for implementing the product design and ensuring its quality during the agile and scrum development process. They focus on creating visually appealing and user-friendly interfaces while adhering to coding standards and conducting regular testing to maintain quality.
Back-End Developer	The Back-End Developer is responsible for implementing the server-side functionality of the product while following the agile and scrum-based quality management approach. They ensure that the back-end systems are robust, secure, and performant, collaborating with other team members to address any quality issues that may arise.

The Quality Management Approach will be integrated into every phase of the project, with the entire team actively involved in ensuring quality standards are met. It will embrace the principles of Agile and Scrum, emphasizing iterative development, user feedback, and continuous improvement. By utilizing the Agile and Scrum methodology as the quality management approach, the GJJSP-SIS project aims to foster a culture of collaboration, flexibility, and continuous improvement, enabling the team to consistently deliver a high-quality web application that fulfills the needs and expectations of its users.

The Quality Requirements/Standards [1] for the GJJSP-SIS project encompass both the product and process aspects, aiming to ensure the delivery of a high-quality web application. The project team will actively identify and document these requirements and standards, demonstrating compliance throughout the project lifecycle. As part of this commitment to quality, the project team will utilize test cases to systematically test each use case, ensuring that all functionalities meet the specified requirements and standards. By incorporating test cases into the testing process, the team will verify the reliability, functionality, and performance of the web application, contributing to the overall quality assurance efforts.

Quality Requirements:

1. Product Quality Standards:

   • The GJJSP-SIS web application will adhere to industry standards and guidelines for user experience, accessibility, security, compatibility, and system performance.
   • Design and development will follow recognized coding standards and frameworks to ensure maintainability and scalability.

2. Process Quality Standards:

   • The project team will follow the Agile and Scrum methodology, to promote effective communication, project management, and quality control.
   • Continuous integration and deployment practices will be implemented, incorporating client revisions to ensure the alignment of the development process with their evolving needs and our solution. This iterative approach guarantees the stability and reliability of the development process while accommodating changes requested by the client.

Project Test Case:

• Test cases guarantee the methodical validation of every use case, confirming its reliability and accuracy.
• Test case utilization reduces risks, encourages thorough testing, and proves compliance with quality standards.

1. Documentation and Traceability:

   • The project’s compliance with the requirements, standards, and associated processes of the scholarship management system will be thoroughly documented. The documentation is expected to cover all system aspects and illustrate alignment with the defined quality criteria.
   • The project will also employ traceability matrices to illustrate how the indicated standards and processes align with the requirements, design, development, testing, and execution.

2. Quality Assurance Activities:

   • Regular inspections, reviews, and quality checks will be conducted throughout the project to monitor compliance with quality requirements and standards, ensuring that code changes align with the client's needs and expectations.
   • Testing, including functional, performance, security, and usability testing, will be performed to validate the product against defined quality criteria, ensuring that the system meets the specified quality standards and addresses the client's requirements effectively.

The Quality Assurance for the GJJSP-SIS outlines the approach for enhancing the process of acquiring and reporting quality requirements, measuring performance quality, and ensuring adherence to quality standards and operational definitions throughout the GJJSP-SIS web application project.

1. Quality Assurance Process:

   A defined process for quality assurance will be established, detailing the user’s activity, users’ responsibility, and timeliness for checking quality of the project.

   Regular monthly audits will be conducted to evaluate adherence to quality standards, operational definitions, and established processes. These audits will be guided by user feedback and experiences, ensuring that the quality of the project is continually assessed and improved based on real-world usage.

   The process will include reviewing documentation, conducting inspections, and verifying compliance with quality requirements.

2. Auditing Quality Requirements:

   The team will conduct audits to ensure that quality requirements are clearly defined, documented, and communicated to the client’s need.

   Audits will verify that quality requirements align with client’s and scholar’s expectations, industry standards, and project objectives.

   The team will check the project's guidelines and documentation to ensure that the quality requirements are clearly stated and can be tracked.

3. Auditing Quality Control Results:

   Audits will be conducted on quality control measurements and results to confirm compliance with standards and identify improvement areas.

   Evaluation of the effectiveness of quality control activities, such as testing, inspections, and reviews, will be a part of these audits.

   Our team will carefully go over assessments and quality control documentation to make sure that solutions for issues are promptly put into place.

4. Assurance Metrics:

   Essential quality metrics will be developed to assess the effectiveness of quality management initiatives.

   Metrics that could be used include customer satisfaction scores and deadline adherence.

   These metrics will provide objective insights to evaluate the project's overall quality performance and identify areas that require action to improve.

5. Reporting and Improvement:

   Metrics and evaluation outcomes related to quality assurance will be recorded and shared with the team and client.

   Reports will point out non-compliant areas, point out potential risks and suggest improvements.

The GJJSP-SIS project is to ensure that operational requirements are followed, quality standards are regularly met, and any risks to quality are promptly identified and handled by putting in place an efficient quality assurance procedure. The team may actively monitor and enhance the web application's quality throughout its development lifecycle by conducting periodic checks and utilizing key performance indicators.

The Quality Control for the GJJSP-SIS project outlines the process for assessing and monitoring the results of quality activities specific to the GJJSP-SIS web application project’s product. It focuses on defining acceptable standards and performance criteria for the product and specifying how measurements will be conducted.

1. Quality Control Process:

   A defined process for quality control will be established to monitor and assess the product's adherence to quality standards and requirements.

   The process will include activities such as software testing, code reviews, and validations to identify and address any issues and problems.

   Regular monitoring and measurement activities will be conducted to identify any deviations from the desired quality standards.

2. Acceptable Standards and Performance Criteria:

   Clear and measurable standards and performance criteria will be defined for the GJJSP-SIS web application.

   These standards will cover aspects such as system functionality, usability, system performance, security, and compliance with industry best practices.

   The acceptable standards will be based on client’s requirements, project objectives, and industry standards.

3. Measurement and Evaluation:

   We will utilize suitable measurement methods and tools to evaluate the quality of the product.

   This may involve performing functional and non-functional tests, assessing usability, conducting performance evaluations, reviewing security measures, code review, and engaging in other relevant quality assurance tasks.

   The findings from these assessments will be documented and stored for analysis and decision-making purposes.

4. Performance Assessment:

   The project team will routinely evaluate the product's performance against established quality standards.

   If any issues are identified, necessary steps will be recommended to address them.

5. Documentation and Reporting:

   The results of quality control tasks, including measurements and performance evaluations, will be documented and communicated to the client.

   Reports will offer insights into the status of the product's quality, pinpoint areas for enhancement or non-compliance, and suggest appropriate corrective measures.

   Documentation will serve as a record of quality control activities and provide a basis for future reference and quality improvement initiatives.

Through effective quality control measures, the GJJSP-SIS project aims to check if the product meets standards, find any differences, and ensure the final web app is of good quality. By keeping an eye on quality and fixing problems as needed, the team can deliver a great product that meets or exceeds what the client wants.

The methodology and documentation process for gathering and comparing quality measures against the specified criteria and requirements are described in the GJJSP-SIS project’s Quality Control measures. Throughout every phase of the project, agile and scrum methodologies will be applied to encourage ongoing review and adjustment. The part also highlights how important it is to record findings and take the proper action in case measures differ from the established standards.

The Quality Control Measurements for the GJJSP-SIS project outlines the approach and documentation method for:

• Measurement date: The date on which the quality control measurement was conducted.
• Measurement type: The specific type of measurement performed (e.g., functionality issues, system testing, code, and user story acceptance).
• Measurement findings: The results of the measurement, indicating whether it passed or failed, the number of issues discovered, and the percentage of code coverage.
• Requirements and standards for comparison: The established quality requirements and standards against which the measurements are compared.
• Measuring team member: the member on the team in charge of carrying out the quality control measurement.
• Team member in charge of assessment: The person tasked with analyzing the measurement data and deciding what steps are required.
• Corrective actions: Any necessary activities or actions to fix standards or requirement noncompliance.
• Date of corrective measure completion: The day the corrective actions were finished.
• Team member in charge of corrective measure implementation: The person on the team in charge of putting the corrective measures into action.

The quality control measurements will be recorded and documented on a shared platform or project management tool to ensure accessibility and transparency. Dashboards like Jira’s software workspace will be utilized to provide real-time tracking and visualization of the quality control metrics, enabling the team to identify patterns, highlight problem areas, and take prompt action. Regular project reviews, such as sprint reviews will be conducted to review the quality control metrics and adjust the approach if needed.

The Risk Management Plan plays a vital role in this project, which strives to develop a web application for the scholars who want to submit documents needed and did the process as a scholar. By implementing effective risk management strategies, the project team ensures the delivery of a premium-quality product while proactively addressing potential issues to project success.

Like any complex project, the GJJSP-SIS scholarship information web application is not without its risks. Potential issues may arise that could impact the project objectives, including its quality, timeline, budget, and overall success. Therefore, the Risk Management Plan plays an essential role in identifying, assessing, and mitigating these risks, ensuring that the project team can effectively navigate potential issues and deliver the solution for a successful web application.

To further develop a risk management Plan for GJJSP-SIS Web Application, the following information should be considered:

• Identifying and Assessing Risks



The project team should identify potential issues related to the development, implementation, and process of GJJSP-SIS project. Risk can come from various sources, including technical issues, security, and human factors. Once issues are identified, they should be assessed based on their impact on the project.

• Risk Mitigation Strategies



Once risks are identified and evaluated, the project team will create a plan to minimize or prevent them. Prioritization of mitigation tactics will depend on how well they decreased risk and their practicality in terms of time and expenses. Approaches might involve backup plans, redundancy, and establishing fallback protocols.

• Contingency Planning



The project team should develop contingency plans for significant risks that could significantly impact the project's success. Contingency plans should outline the steps required to minimize the impact of the risk and maintain the project's progress. These plans should be regularly reviewed and updated as the project progresses, and new issues or risks are identified.

• Communication and Reporting



The project team should establish clear communication and reporting for risk management. This method should ensure that risks are continually evaluated and that the project team is informed of any changes to the risk environment. The client, team, and project manager should all communicate with each other.

• Risk Monitoring and Review



Risk management is a continuous activity that needs to be continually observed and evaluated. The establishment of a frequent review process by the project team is essential to guarantee the effectiveness of risk management techniques, the continual revision of risks, and the identification of new risk factors. The client should be informed of any changes during the transparent review process.

By considering these additional factors in a risk management plan, the GJJSP Scholarship Information System project team can ensure that the project is completed successfully, meeting all objectives while minimizing potential risks.

The project development’s top three risks are:

1. Hidden Cost: Hidden cost may arise from the potential overruns in deployment expenses, such as those incurred from utilizing services like file management platforms, e.g., AWS S3 bucket, for scholars' file submissions. Increased usage or frequent requests may lead to higher costs, impacting the project's budget. Additionally, expenses related to database and frontend servers can escalate if not managed efficiently.
2. Technical Challenges: Technical challenges pose a risk due to potential performance issues, particularly with the execution of Docker and Windows OS. Cloud providers' limitations in enhancing performance may hinder user experience, leading to integration difficulties and scalability problems. It's essential to plan adequately, conduct thorough testing, and have contingency measures in place to address these challenges.
3. Unexpected Bugs: The functionality of use cases is at risk due to potential hidden or unidentified bugs during development. These issues, such as validation errors in forms or deprecated libraries like MUI, may compromise the system's quality and hinder users' ability to identify and resolve problems effectively. Proactive measures, including rigorous testing and staying updated on library changes, are crucial to mitigate these risks and maintain project objectives.

To mitigate these risk, GJJSP-SIS project team has developed strategies including thorough testing and validation of the data migration process, adaptation of client expectations an Agile development methodology to quickly identify and address technical issues, providing training and support to ensure successful system adoption, and maintaining regular communication with the client to promptly address any potential delays or issues.

The following steps will be taken to manage risks in GJJSP – Scholarship Information System project:

• Risk Identification: Through brainstorming sessions, a study of previous project experiences, and an analysis of the project needs and scope, the project team will identify possible risks. These risks, together with information regarding their scope, potential, and possible impact, will be listed in a risk record.
• Risk Assessment: The identified risks will be assessed according to their possibility of happening and potential effects on the project. The risks will be prioritized in order of severity using a risk matrix. Priority will be given to high severity risks regarding mitigation or backup plans.
• Risk Mitigation: Plans for mitigating risks that are both very probable and likely to occur will be created. These plans will include methods and steps to lessen or eliminate risks. Backup plans will be developed in situations where certain risks cannot be eliminated.
• Risk Monitoring: During the project, risks will be regularly monitored. The project team will check that risks are being effectively managed by regularly going over the risk record. The risk assessment procedure will be repeated as new risks are discovered throughout the project and added to the risk record.
• Risk Communication: Risk communication involves communicating details regarding identified risk management techniques with appropriate individuals, such as the project manager, team members, and the client. The project team will keep lines of communication open and constant, making sure that all relevant parties are aware of any risks identified, assessed, and being addressed.

The GJJSP-SIS project will use a comprehensive risk evaluation process that will use a variety of techniques to find and evaluate potential risks. Historical analysis of information from prior projects, and a risk evaluation meeting with the project team and the clients are some of these techniques. The goal is to compile a risk record listing the issues discovered along with a brief description, consequences, and chance of occurrence.

The project team and the client will actively participate in identifying and evaluating risks specific to GJJSP-SIS success during the risk assessment meeting. The conclusions of this meeting will be thoroughly recorded in the document to guarantee that any risks that have been identified are included.

The project team will thoroughly review previous data from related projects to enhance the risk identification process. As a result, they will be able to recognize any risks that might emerge while GJJSP-SIS is being developed and create appropriate mitigation plans. In addition, team members with relevant experience in creating similar systems will be assessed by the team. These discussions will offer insightful information and assist in identifying new risks, which were later handled with suitable mitigating techniques.

The risks identified during the risk evaluation meeting will be recorded using a format aligning with the Agile risk management plan. To guarantee the inclusion of new risks and the efficient management of current ones, the risk record is updated on an ongoing basis. The project team is dedicated in tracking and controlling risks throughout the project's lifespan to lessen any possible negative effects on GJJSP-SIS growth and general success.

Some potential risks identified for this project include:

• Unrealistic Timeframes and Deadlines: Setting overly aggressive or unrealistic times and deadlines can put excessive pressure on the development team, leading to compromised quality, increased errors, and burnout. It is important to establish realistic timelines based on the project's complexity and resource availability.
• Technical Issues: When the development team encounters unresolved bugs due to a lack of knowledge or expertise, it can impede progress and hinder project success.
• Lack of Scholars Instruction: If scholars input data inaccurately or incompletely despite validation measures, it can lead to errors in interconnected parts of the system, affecting the accuracy and integrity of their information.
• Inadequate Quality Assurance and Testing: Insufficient testing and quality assurance practices can result in undetected defects, functional issues, or poor user experience. Comprehensive testing strategies and quality control processes should be implemented to identify and resolve issues before deployment.
• Client Expansion: It may occur when there is a surge in user engagement or an increase in scholars' applications, leading to scalability issues within the system. This can result in poor performance and decreased efficiency, impacting the overall user experience. It is crucial to anticipate and address these scalability challenges proactively to ensure smooth project development and maintain high-quality service delivery.
• External Factors and Dependencies: External factors such as regulatory changes, market conditions, natural disasters, or geopolitical events can impact project development. Identifying and monitoring these external dependencies and having contingency plans in place can help mitigate their potential impact.

The project team has put in place several methods to reduce these risks, such as extensive testing and validation procedures, an Agile development methodology to quickly address technical issues, team member training and support for successful system adoption, and regular communication with the client to identify and address any potential delays or issues.

A probability-impact matrix will be used in the GJJSP-Scholarship Information System project to assess and prioritize the risks included in the risk record to manage risks efficiently. Risks that have a high chance of happening and a big effect on the project will be prioritized by the project team. The proper prioritization of risks will be ensured by routinely reviewing and updating the risk registry or records.

The GJJSP- Scholarship Information System project is no different; once possible risks have been identified, it is essential to assess their effect and probability to prioritize putting risk-reduction measures in place.

Using a probability-impact matrix, the risks were categorized into five levels: Extreme, High, Medium, Low, and Negligible. The probability of risks occurring and their impact on the project are described as follows:

• Extreme: Risks with a very high probability of occurrence and severe impact on the project.
• High: Risks with a high probability of occurrence and significant impact on the project. These risks require immediate attention, and mitigation strategies should be developed.
• Medium: Risks with a moderate probability of occurrence and moderate impact on the project. These risks should be closely monitored, and mitigation strategies need to be prepared if they occur.
• Low: Risks with a low probability of occurrence and minor impact on the project. These risks can be periodically monitored, and mitigation strategies can be developed if needed.
• Negligible: Risks with a very low probability of occurrence and negligible impact on the project. These risks can be disregarded.

The identified risks and their prioritization based on probability and impact are as follows

Risk Assessment Matrix
Probability \ Impact	Rare (1)	Unlikely (2)	Possible (3)	Likely (4)	Almost Certain (5)
Insignificant (1)	N	N	N	N	L
Minor (2)	N	N	L	L	M
Significant (3)	N	L	L	M	H
Disastrous (4)	N	L	M	H	E
Catastrophic (5)	L	M	H	E	E

We will provide an organized approach for recognizing, assessing it, and resolving issues by including the risk assessment matrix into the GJJSP-Scholarship Information System project's risk management plan. An agile framework's adaptive risk management process will be supported by regular assessments and changes to the risk register or records, as well as the implementation of risks into sprint planning. By being aware and ready, the project team will be able to efficiently reduce possible risks and continue with the project's progress.

A systematic approach to monitoring and managing risks throughout the GJJSP-SIS project's lifespan is established by the Agile Risk Management Plan. The goal of the plan is to highlight the significance of ongoing risk documentation and monitoring, which includes identifying potential causes for risks.

High-scoring risks will be included in the project's timeline by the project manager, who will also assign a document specialist to supervise their monitoring to adequately execute the plan. Each risk will require a different amount of attention, which the Document Specialist and the project manager will carefully assess. Regular updates will be given during the weekly project team meetings. Additionally, each risk's showed cause will be kept on file by the document specialist.

The project manager will make sure that all members of the project team are aware of the risks that have been identified and the potential repercussions of those risks. The team members will be required to report new risks or modifications to known risks they see to the document specialist as soon as possible. Then, the document specialist will assess and prioritize these potential risks appropriately.

The document specialist will report on the status of identified risks, any newly discovered risks, and the effectiveness of the mitigation measures that have been put into place during the sprint meetings. Considering the project's changing conditions, the document specialist and the project team will work together to assess and modify the risk management strategy as needed.

In conclusion, the GJJSP-SIS project team will use an agile risk management approach that emphasizes adaptability and continuous improvement. The success of the risk management plan will be assessed on a regular basis and adjusted as needed to guarantee that the project's goals are met while maintaining the intended standards of quality.

To effectively mitigate and avoid potential risks in the GJJSP-Scholarship Information System project, the project team will develop a risk management plan that prioritizes each identified risk. Strategies will be implemented to address probable delays, including creating backup plans, allocating additional resources, or modifying project timelines. In collaboration with the clients, a continuous evaluation of the preventative measures will be carried out to guarantee their effectiveness.

The following key considerations and options will be employed by the project manager for risk mitigation and avoidance:

• Resource Allocation: The project manager will make sure the team has the tools, equipment, knowledge, and skills needed to effectively finish the project within the allocated budget and time frame.
• Risk Assessment: To identify and comprehensively analyze possible risks, the project team will carry out an extensive risk assessment early in the project. We'll respond quickly to address and reduce these risks.
• Contingency Planning: To be ready for any eventuality, backup plans and contingencies will be created. For every risk that has been identified, the project manager will oversee the creation, testing, and verification of these backup plans.
• Communication: To reduce risks and avoid misunderstandings among the project team, project manager, and the client, the project manager will encourage open and transparent channels of communication.
• Agile Approach: By implementing an Agile methodology, the project team will be able to manage risks continuously and respond adaptably to changes. Throughout the project, the project manager will make sure that the Agile principles are followed.
• Change Management: To deal with unforeseen changes, a precise change management procedure will be developed. For it to successfully manage and prevent any risks, the project team will record any modifications, notify the appropriate parties, and secure their agreement.

Risk Register is an essential document that will be regularly updated throughout the GJJSP- Scholarship Information System project, will include a thorough explanation of every risk, along with information on its probability, possible effects, and any prevention strategies used. Regular reviews and updates will be performed on the risk register or records to make sure it is up to date with the status of the project. The main risk registry, which will be kept in a specified area, will be accessible to the clients involved.

This risk management approach aligns well effectively with the Agile methodology's principles since it emphasizes collaborative risk management, regular and early risk notice, and ongoing risk monitoring. The GJJSP-Scholarship Information System project team can lessen risks' effects and raise the project's chances of success by anticipating and addressing them. In addition, the project team will use a cloud-based project management application like Jira and OpenProject to keep the risk register updated as a shared document to promote effective risk management. This application will make it possible to allocate duties, prioritize and manage risks, and keep an eye on the development of risk mitigation strategies.

The following criteria will be used for the risk register:

• Risk ID - each risk will be assigned a unique identifier.
• Risk Category - will classify risks into Technical, Communication, Project, Quality, Scholars, External.
• Risk Description - there will be a clear and concise description of the risk event.
• Risk Destination/Owner - will be responsible for monitoring and managing each risk.
• Probability - likelihood of a risk occurring is assessed using a scale of High to Low, with Low indicating the lowest likelihood and High indicating the highest.
• Impact - the risk's potential impact on the project is rated on a scale of High to Low, with Low indicating the least significant impact and High indicating the most significant impact.

Risk ID	Risk	Description	Category	Destination/Owner	Probability	Impact
RID 001	Unrealistic Timeframe & Deadline	Setting unrealistic features and putting tight deadlines can compromise the quality of the project	Technical	Development Team	Medium	High
RID 002	Inadequate Quality Assurance and Testing	Insufficient testing can cause undetected defects and functional issues	Quality	Development Team	High	High
RID 003	Client Expansion	If the client decides to expand their scholar numbers, this can result in poor performance and user experience	Project	Project Manager	Low	Medium
RID 004	Technical Issues	This risk may arise if there is an unwanted bug that the developer can’t solve the issues	Technical	Development Team	Medium	Medium
RID 005	Lack of Scholar Instruction	This risk may arise if scholars tend to input wrong information even with the validation measures.	Scholars	Project Manager	High	Medium
RID 006	External Factors and Dependencies	Risks arising from external factors like regulatory changes, market conditions, natural disasters, or geopolitical events.	External	Development Team	Low	High

 <p> The Procurement Management Plan defines the procurement needs and outlines the management approach for the GJJSP-SIS project. This plan covers procurement activities, from documentation to contract closure, ensuring effective and efficient procurement throughout the project lifecycle.This section provides

an overview of key components and objectives of the Procurement Management Plan.

The procurement process for the GJJSP-SIS involves certain risks that need to be identified, assessed, and managed effectively. The following are potential procurement risks associated with the project:

Strategies to manage procurement [1] risks include: 1. Thorough Vendor Evaluation: Reviewing financial statements, past performance, and references ensures reliable vendors. 2. Clear Contracts: Well-drafted contracts define scope, deliverables, payment terms, and dispute resolution to minimize risks. 3. Change Management: Documenting and approving scope changes to avoid scope creep and manage changes effectively. 4. Vendor Performance Monitoring: Regular updates, reviews, and evaluations to ensure vendors meet expectations. 5. Supply Chain Diversification: Considering multiple vendors for critical goods or services to reduce dependency on a single vendor. 6. Effective Communication: Establishing clear communication channels with regular meetings and documentation to prevent delays.

The procurement risk management strategies will be integrated into the overall project risk management plan. This ensures that procurement risks are identified, assessed, and mitigated throughout the project's lifecycle. The involvement of designated personnel and the required management approvals will be incorporated to ensure accountability and effective risk management within the organization.

SEE SOLUTIONS PAGE 3 DOCUMENTATION LINK : https://github.com/apcjlquesada/APC_2023_2024_3rd_Term_PROJMAN/wiki/GJJSP%E2%80%90SIS-PAGE-3