The Philippine Army, the oldest branch of the Armed Forces of the Philippines, plays a vital role in national defense and operates various training centers and educational institutions across the country. Despite its crucial mission, the Army’s current training system is still heavily dependent on manual and paper-based processes. These issues include the lack of an online platform for hosting pre-recorded lessons, the use of pen-and-paper in written exams, and grades that are printed on paper then posted on bulletin boards. This traditional setup results in inefficiencies, delays, and challenges in managing student records, tracking academic progress, and maintaining accuracy in grading.

To address these issues, a project was initiated to develop an AI-powered e-learning system that will digitize key aspects of the Philippine Army's training programs. The main objectives of this system are to streamline instructional delivery, provide more flexible learning through pre-recorded content, and improve the grading process with automated checks for multiple-choice exams. This aims to reduce human error, ensure timely feedback, and offer a more accessible learning experience for students.

The project was developed in close collaboration with the client to ensure that the system meets their operational needs. It also serves as a Project-Based Learning (PBL) experience for the development team, helping them apply their technical skills toward a real-world solution while fulfilling academic requirements.

Overall, this e-learning platform is expected to modernize the Army's educational practices, improve efficiency, and support the organization's broader goals in a fast-evolving digital landscape.

The main issue addressed by the project is the Philippine Army’s continued reliance on manual, paper-based processes in its training programs. This traditional setup leads to delays in grading, difficulty in tracking student progress, and a higher risk of human error. It also limits students’ access to learning materials. These inefficiencies hinder the overall effectiveness of the training system and highlight the need for a more modern, technology-driven solution.

The implementation of the AI-powered e-learning system is expected to bring several positive outcomes for the Philippine Army’s training programs. First, it will improve operational efficiency by automating time-consuming tasks such as grading multiple-choice exams. Second, it will enhance the learning experience by giving students access to pre-recorded lessons, allowing them to study at their own pace within the academic schedule. Third, the system will provide faster and more accurate feedback on student performance, reducing errors and increasing transparency. Overall, the project aims to modernize the Army's training processes, leading to more effective instruction, better student outcomes, and smoother program management.

The integration of the AI-powered e-learning system into the Philippine Army’s training programs is strongly advised to help modernize and enhance their operations. By automating exam checking, managing grades, and providing access to pre-recorded lessons, the system offers significant improvements in efficiency, accuracy, and accessibility. To ensure effective implementation, instructors and administrators should receive proper training in using and managing the platform. The system's design also supports future upgrades and scalability, which the organization is encouraged to utilize by regularly evaluating the platform and applying improvements based on user feedback and technological advancements.

The development of the AI-powered e-learning system is justified by the need to address the inefficiencies of the Philippine Army’s current manual training processes. These outdated methods result in delays, errors, and limited access to learning resources, which hinder both instructors and students. By digitizing key tasks such as lesson delivery and exam grading, the system offers a practical and sustainable solution that aligns with the organization’s goal of improving training efficiency and adapting to modern educational standards.

The Philippine Army’s training centers still rely on manual methods on their processes.

The training centers lack the capability to offer pre-recorded sessions online, so students are required to attend live sessions for subjects they have already completed in previous training. Also, if ever they wanted to do some self-study, they must go to the library to do some research since some resources are not available online. Additionally, students wait long periods to receive their grades, which are printed and posted on bulletin boards, often causing delays and inconvenience.

Instructors also face challenges with the current system. They often need to repeat lessons for students who struggle to understand the material. In addition, checking exams by hand consumes a lot of time and effort, making the assessment process less efficient.

Overall, there are some significant inefficiencies that affect both students and instructors in the Philippine Army’s training centers. Though their current process is working fine, it relies heavily on manual methods, limiting their potential to be more efficient in their processes.

The introduction of the AI-Powered E-Learning System will bring big changes to how training is done at the Philippine Army. Instead of using paper and manual work, the system will make things faster and easier through a centralized online platform. Instructors will no longer need to check all exams by hand, and students can partially get their grades instantly.

Some tasks that were previously done manually like checking multiple choice exams or giving out course materials will be automated. The staff and instructors will be trained to use the new system so they can keep up with the technology. With everything in one place, administrators will also be able to track progress, improve course design, and make better decisions based on data.

To make the switch from the old system to the new one, the team will start by checking what tools and data are currently being used. Then, all the important information will be safely moved to the new system, making sure nothing gets lost or messed up. The move will be planned carefully to avoid interrupting the ongoing training sessions.

The system will run on a cloud-based platform so it can be accessed from different training centers, even in remote areas. Security steps will be taken to protect sensitive data like student records and exam results. If any problems come up during the transition, the team will have backup plans to solve them right away and keep everything running smoothly.

The project will follow an agile methodology to develop and implement the AI-Powered E-Learning System, including platform design, customization, data migration, and user training. This method allows for flexibility and iterative improvements to meet changing requirements. The team will work in short sprint cycles which lasts for three weeks with regular meetings to review progress and gather feedback from stakeholders. Continuous testing and quality assurance will ensure the system meets performance and usability standards.

The objective of this project is to develop a digital solution that enhances the efficiency of training processes in the Philippine Army’s training centers by reducing reliance on manual methods.

Specifically, the project aims to implement an online platform that allows access to pre-recorded training sessions, enabling students to revisit previously completed subjects without attending live classes. It also seeks to digitize and centralize learning resources, making them easily accessible online and eliminating the need for physical library visits.

Furthermore, the project aims to automate the grading system to facilitate faster and more convenient dissemination of student grades. To support self-directed learning, the platform will provide tools for independent study and lesson review. Lastly, it will incorporate digital exam checking to reduce instructors’ workload and improve the efficiency of the assessment process.

The success of the AI-powered E-learning System will be evaluated based on the following performance indicators:

• User Engagement: Students and instructors must actively engage with the system. The system’s analytics and feedback tools will be used to measure user interaction, track activities in system, and monitor usage of course materials and assessments.
• Learning Efficiency: The system’s effectiveness will be measured by its impact on the learning process. Metrics such as student progress, completion rates, and the time saved through automated grading and feedback will be tracked to ensure that the system enhances the learning experience and reduces administrative overhead.
• Instructor and Administrator Productivity: The system will be deemed successful if it significantly reduces the time instructors and administrators spend on administrative tasks. Success will be measured by tracking the reduction in grading time, student progress tracking, and the ease of managing course content and student data.
• System Performance and Reliability: The reliability of the system will be a key factor in its success. The system should maintain at least 90% uptime, ensuring that students and instructors can access learning materials, submit assignments, and receive feedback without technical interruptions.
• Security and Data Management: Ensuring the security and privacy of student and instructor data is critical for the success of the system. Strong data governance policies and regular monitoring of data integrity will be implemented to safeguard sensitive information and ensure that the system remains trustworthy and effective.

User Adoption
Assumption: The success of the project depends on students, instructors, and admins using the system.
Rationale: It is assumed that all users will be open to trying and regularly using the new e-learning system during their training.

Stakeholder Collaboration
Assumption: The development team assumes there will be smooth communication with the Philippine Army representatives.
Rationale:Good communication helps make sure the system matches the real needs of the users.

Internet Access and Hardware Availability
Assumption: The system assumes that there will be internet access and available devices in the training camps.
Rationale: Since the system is online, access to the internet and devices like laptops or phones is important for it to work well.

1. Cost: The project must stay within the limited budget.
2. Schedule: The team works around their school schedule, so development time is limited.
3. Scope: The system will only include content delivery, online exams, and grade viewing. Anything outside of that won't be included.
4. Resource Availability: Limited access to the Philippine Army staff and facilities may delay some phases.
5. Regulatory Compliance: The system must follow rules for data privacy and cybersecurity.
6. Technological Limitations: Some features may not be able to implement as some technologies because of incompatibility issues.
7. Stakeholder Expectations: The needs of the client might change over time, and the team will need to adjust.

The AI-Powered E-Learning System supports the Philippine Army's goal of becoming more modern and efficient. This project helps by:

• Making training more flexible – Students can study lessons anytime.
• Improving learning speed and quality – Students learn at their own pace with pre-recorded lessons.
• Making checking faster and fairer – Online exams are checked automatically.
• Reducing paperwork – Digital records mean less printing and more organized information.
• Promoting digital skills – It helps army staff and students become more comfortable with technology.

Net First Year Cost: ₱ 26,500

Even with a small cost of ₱26,500 for SaaS subscriptions, the system helps save time, paper, and effort. Over time, this will reduce manual work, lessen printing expenses, and improve training productivity, which makes it worth the cost.

The Philippine Army, as the client of this project, manages multiple training centers and educational institutions across the country. Despite its essential role in national defense and development, its current training programs still rely heavily on manual processes, including live sessions, paper-based exams, and handwritten grade tracking. These outdated methods create challenges such as slow feedback, grading errors, and limited student access to learning materials.

To address these issues, the development team created an AI-powered e-learning system designed to modernize the Philippine Army’s training operations. The system automates multiple-choice exam grading, provides pre-recorded lessons for flexible learning, and improves transparency in student performance tracking. Close collaboration with the client ensured that the platform aligns with their operational needs while also serving as a Project-Based Learning (PBL) opportunity for the developers to apply and enhance their skills.

Overall, the project aims to increase efficiency, reduce errors, and improve the learning experience for both instructors and students, helping the Philippine Army keep pace with digital advancements in education.

The Philippine Army’s continued reliance on manual training processes presents operational challenges that affect the overall effectiveness and efficiency of its training programs. Tasks such as exam checking and grade posting are time-consuming, prone to human error, and difficult to manage at scale. These inefficiencies not only delay feedback and hinder student progress but also place an additional burden on instructors and administrators.

There is a clear need for a modern, technology-driven solution that streamlines these processes and supports a more flexible and accurate training environment. The proposed AI-powered e-learning system addresses this need by automating routine tasks, enhancing access to learning materials, and improving the accuracy and timeliness of academic feedback. Investing in this system supports the Army’s long-term goal of modernizing its operations and ensuring that its personnel are trained using efficient, scalable, and up-to-date methods.

The objective of this project is to develop a digital solution that enhances the efficiency of training processes in the Philippine Army’s training centers by reducing reliance on manual methods.

Specifically, the project aims to implement an online platform that allows access to pre-recorded training sessions, enabling students to revisit previously completed subjects without attending live classes. It also seeks to digitize and centralize learning resources, making them easily accessible online and eliminating the need for physical library visits.

Furthermore, the project aims to automate the grading system to facilitate faster and more convenient dissemination of student grades. To support self-directed learning, the platform will provide tools for independent study and lesson review. Lastly, it will incorporate digital exam checking to reduce instructors’ workload and improve the efficiency of the assessment process.

The project will follow an agile methodology to develop and implement the AI-Powered E-Learning System, including platform design, customization, data migration, and user training. This method allows for flexibility and iterative improvements to meet changing requirements. The team will work in short sprint cycles which lasts for three weeks with regular meetings to review progress and gather feedback from stakeholders. Continuous testing and quality assurance will ensure the system meets performance and usability standards.

Objectives:

• Provide students with online access to pre-recorded lessons
• Automate the checking of multiple-choice exams to improve accuracy and efficiency.
• Improve the speed and transparency of feedback by automating grading and progress tracking.

• Students can access learning materials anytime and anywhere through an online platform that maintains at least 95% uptime.
• The system successfully automates 100% of the checking process for multiple-choice exams.
• The system reduces the average time for grading exams by at least 50%.

1. Cost: The project must stay within the limited budget.
2. Schedule: The team works around their school schedule, so development time is limited.
3. Scope: The system will only include content delivery, online exams, and grade viewing. Anything outside of that won't be included.
4. Resource Availability: Limited access to the Philippine Army staff and facilities may delay some phases.
5. Regulatory Compliance: The system must follow rules for data privacy and cybersecurity.
6. Technological Limitations: Some features may not be able to implement as some technologies because of incompatibility issues.
7. Stakeholder Expectations: The needs of the client might change over time, and the team will need to adjust.

User Adoption
Assumption: The success of the project depends on students, instructors, and admins using the system.
Rationale: It is assumed that all users will be open to trying and regularly using the new e-learning system during their training.

Stakeholder Collaboration
Assumption: The development team assumes there will be smooth communication with the Philippine Army representatives.
Rationale:Good communication helps make sure the system matches the real needs of the users.

Internet Access and Hardware Availability
Assumption: The system assumes that there will be internet access and available devices in the training camps.
Rationale: Since the system is online, access to the internet and devices like laptops or phones is important for it to work well.

The scope of the project involves the development and implementation of an AI-powered e-learning system designed to address the inefficiencies that the Philippine Army is encountering in their training programs. Key features will include:

1. Pre-recorded lessons are available for students to access at their convenience.
2. Automated checking feature for multiple-choice exams.
3. Digitize thew viewing of grades for easy access.

The following risks for the AI-powered e-learning system project have been identified. The project manager will implement the necessary risk mitigation strategies to minimize the likelihood of these risks:

1. Potential Disruption to Operations During Solution Deployment: The transition from the current manual processes to the new AI-powered system may disrupt ongoing training activities, potentially causing temporary delays in educational processes. The risk can be mitigated through careful planning, phased implementation, and comprehensive testing before full deployment.
2. Budget Overruns: The project may encounter unforeseen technical challenges or resource requirements that could lead to budget overruns. To mitigate this risk, the project manager will closely monitor costs and ensure proper resource allocation throughout the development process.
3. System Reliability: Technical issues, such as bugs in the AI-powered grading or chatbot features, may disrupt the user experience. The project team will conduct rigorous testing and establish post-deployment support to address any reliability concerns.

The following deliverables must be met upon the successful completion of the AI-powered e-learning system project. Any changes to these deliverables must be approved by the project sponsor:

• Cost Management Plan
• Schedule Management Plan
• Business Case
• Project Charter
• Stakeholder Management Strategy
• Stakeholder Analysis
• Scope Management Plan
• Work Breakdown Structure (WBS)
• Work Package Template
• Human Resource Plan
• Change Management Plan
• Risk Management Plan
• Procurement Management Plan
• Transition-out Plan
• Consolidated Project Management Documents
• Fully Deployed E-Learning System
• Relevant Technical Documentation

The project plan will be submitted and approved based on the milestone schedule below. Once the plan is approved, the team will start working on the project within 5 business days. If any changes to the schedule might affect the milestones, the Project Sponsor must approve them first. A more detailed timeline will be part of the project plan.

The table below shows the planned cost components and estimated costs to complete the project. There’s no cost for most things except testing due to the different SaaS subscriptions such as the OpenAI API and domain purchased in Namecheap.

The project will be considered complete when all goals listed in the project charter and Statement of Work (SOW) are achieved. This includes meeting deadlines, completing deliverables, and staying within the budget. A final check will be done to make sure everything is finished, and any problems are fixed. All documents will be saved and organized properly. The project ends when the official signs off, and a final meeting is held with everyone involved.

Jetter L. Garcia is the Project Manager for the AI-Powered E-Learning System. He is in charge of leading the project, assigning tasks, and running meetings. His team includes three IT students from Asia Pacific College who will do the development, design, documentation, and communication with the client.

Jetter Garcia will work closely with the project representative from the Philippine Army to get the support and resources needed. He has the authority to approve expenses as long as they’re within the planned budget. If the team needs more money, Jetter Garcia must request it from the Project Sponsor. He will also send updates every three weeks to keep the sponsor informed about the progress.

Team Atlas’ stakeholder management strategy will be applied to identify and effectively engage all key stakeholders involved in the development of the AI-powered E-learning System for the Philippine Army. This digital learning solution aims to modernize and streamline the Army's training operations through AI-driven content delivery, online examinations, and automated grade management. The team will maintain close communication with the designated representative from the Philippine Army to ensure the solution aligns with their operational needs and training objectives.

The project team identified the primary stakeholder for the AI-powered E-learning System through consultations with the Philippine Army. Stakeholder identification was conducted as part of a stakeholder analysis process to determine the level of influence, interest, and involvement relevant to the project’s success.

The stakeholders identified are:

Major Everette B. Bungue – Philippine Army Representative

Sir Gonzalo Gumogda – Project Adviser

Jetter Garcia – Project Manager

Wayne Denise Dizon – UI/UX Designer

Jason Patrick Lino – UI/UX Designer

Paul Lawrence Saballo - Developer

The identified key stakeholder is Major Everette B. Bungue of the Philippine Army. He was officially designated by the organization to act as the primary client representative and point of coordination throughout the project. This was confirmed during the initial meeting, where Major Bungue outlined the project's objectives and expectations, serving as the central authority for providing requirements and approvals.

Click here to view the stakeholder analysis

The Scope Management Plan explains how the team will handle the work that needs to be done for the AI-Powered E-Learning System for the Philippine Army. It includes how the scope will be defined, checked, and controlled. It also shows who is in charge of what and how changes to the project scope will be managed. All communication about what should or shouldn’t be part of the project should follow this plan.

The goal of this project is to build an online platform that helps the Philippine Army improve their training process. This includes designing the system, coding it, testing it, and making sure it works well. The team will do everything internally without hiring outside companies.

The Project Manager will manage the project’s scope. The scope will be based on documents like the Work Breakdown Structure (WBS), the project plan, and user stories. Jira will be the tool that will be used to track progress. If any changes to the scope are needed, they must be suggested by the product owner and approved by the Project Manager and the Project Sponsor. This keeps the work organized and makes sure everyone agrees on what should be done.

Here are the people involved in managing the project scope and what they do:

The team starts by collecting feedback and needs from stakeholders. These are turned into tasks and user stories using Jira. Tasks are chosen in planning sessions and worked on in sprints. The team uses GitHub to build and test the system. Regular meetings and feedback loops ensure the system meets the Army’s needs.

The system will allow students of the Philippine Army training centers to access lessons, take exams, and view their grades all in one online platform. Instructors can upload materials and track student performance. The platform will be secured, easy to use, and perform smoothly. Admins can manage users and reports from a dashboard.

The project includes designing, building, and testing a cloud-based e-learning platform for the Philippine Army. It will support flexible learning, automated grading, and performance tracking.

Project Deliverables:

• A working cloud-based learning management system.
• Instructor dashboard, student portal, exam system, and analytics.
• Documentation and training for users.

• No ongoing maintenance after project handoff.
• No offline features or physical materials.

• Only free tools or school-provided software may be used.
• Project must finish by the end of AY2024-2025 T1.

• Users will have internet access.
• Stakeholders will provide the necessary feedback.
• Project sponsor will support the team throughout the project.

To make the project easier to manage, the tasks will be split into smaller parts. The work will be grouped into three main phases:

1. Design Phase – Creating mockups and system layout.
2. Programming Phase – Writing the code and setting up databases.
3. Testing Phase – Checking for bugs and fixing issues.

The Project Manager will review all deliverables regularly to make sure they match the original plan. Once a task or feature is done, the Project Manager will check it and then meet with the Project Sponsor for final approval. The sponsor will sign a document to confirm the work is accepted.

To keep the project on track, the Project Manager and team will follow the WBS and scope documents closely. Any changes to the scope must go through a proper process and be approved. The team will use scope tracking tools to measure progress and make sure all work fits the agreed scope.

The Schedule Management Plan for the AI-powered e-learning system of the Philippine Army, utilizing agile methodology, outlines the process for defining activities, sequencing tasks, estimating durations, and developing the project schedule. It includes procedures for monitoring progress, managing schedule changes, and addressing scope adjustments to ensure alignment with project objectives. These processes support timely delivery, adaptability, and effective communication among stakeholders.

The Schedule Management Approach for the AI-powered e-learning system project of the Philippine Army provides a structured framework for developing and managing the project schedule. It defines responsibilities, key milestones, and the scheduling tools and formats to be used throughout the development process.

Agile project management tools such as Jira, OpenProject, and TeamBox will be used to manage the schedule. These tools support iterative planning, real-time task tracking, and collaboration.

Jira will be used for sprint planning, task assignments, and tracking team progress with features like Kanban boards and burndown charts.

OpenProject will manage the Gantt chart to visualize timelines, task dependencies, and milestone targets.

These tools will ensure an organized and transparent schedule aligned with project goals.

The project timeline is subject to updates as requirements are refined. The project manager will communicate any changes during regular status meetings. Below is the summary milestone schedule: Monitor the timeline to ensure alignment with project goals and academic expectations.

This control plan ensures the project follows a disciplined schedule, supporting timely and successful implementation.

Setting boundary criteria defined by the project sponsor is essential in establishing the schedule parameters for the AI-powered e-learning system project. These boundaries ensure that the project remains aligned with its goals and timeline. Any event that may lead to a change beyond these constraints requires a formal schedule change request.

The change request must include a detailed assessment of the proposed modification’s impact on the timeline, resources, and deliverables. It should also explain the reason for the change, potential risks, and mitigation strategies. This controlled process ensures that major schedule adjustments are reviewed, approved by the project sponsor, and managed with transparency and accountability throughout the project lifecycle.

Authorized scope changes in the AI-powered e-learning system project may require adjustments to the project timeline. These changes could involve adding new features or specifications not included in the original plan. In such cases, the project manager and team will assess the current schedule and determine the impact of the scope change on time and resources.

This assessment will evaluate how the new requirements align with ongoing tasks and whether any adjustments to deadlines or resource allocation are needed. By addressing scope changes systematically, the project ensures minimal disruption, maintains schedule feasibility, and upholds project integrity.

The cost management plan for the AI-Powered E-learning System was established following initial consultations with the Philippine Army representative in March 2024. All changes to the budget must be reviewed and approved by both the development team and the designated Army representative. Cost performance will be tracked by the project team, reviewed by the project manager, and submitted monthly to the client for transparency and accountability.

The cost management approach for this project is aligned with the unique requirements and infrastructure of the Philippine Army training centers. The system includes features such as viewing pre-recorded lectures, automated exam checking, and centralized grade management. These components were considered during cost estimation and planning. The approach ensures that all development, infrastructure, and operational costs are accounted for and managed efficiently. The Philippine Army is expected to provide hardware and local network infrastructure such as computers and internet access.

Project costs will be classified into direct costs (e.g. cloud services), indirect costs (e.g. communication), and contingency reserves for unexpected changes. Expenses will be monitored regularly to ensure the project stays within the approved budget.

Monthly project reports will include a dedicated “Cost Management” section summarizing the total budget used to date, comparisons between current estimates and the baseline budget, and any deviations along with their justifications. This section will also document any approved changes affecting the budget and provide a forecast of the remaining costs. The report will be reviewed by the project lead and submitted via email to the Philippine Army’s designated contact by the first week of each month.

If the project’s cost thresholds are exceeded, a corrective action plan will be initiated. The project lead will present the Philippine Army representative with options for addressing the cost variance within seven business days of the issue being identified. Once a corrective option is selected, the project lead will prepare and submit a formal Cost Variance Corrective Action Plan within three business days. This plan will outline the steps required to bring the project back within budget and how the effectiveness of these actions will be evaluated. Upon approval, the plan will be incorporated into the overall project plan, and necessary updates will be implemented.

Manpower Estimated Cost

Maintenance, Hosting, DNS Cost, AI & Cloud Pricing Cost

 • Vercel Blob
 • Hosting
 • SSL
 • Security

 ₱13,300

 1 Year

 ₱13,300

Indirect Cost

Estimated Project Cost

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The Work Breakdown Structure presented here represents all the work required to complete this project.

1 AI-powered E-learning System

1.1 Initiation

1.1.1 Business Case

1.1.2 Project Charter

1.1.3 Stakeholder’s Management Strategy Plan

1.1.4 Stakeholder Analysis

1.2 Planning

1.2.1 Determine Project Team

1.2.2 Develop Project Plan

1.3 Execution

1.3.1 UI Design

1.3.2 UX Design

1.3.3 Tech stack setup

1.3.4 Front-end development

1.3.5 Back-end development

1.3.6 Quality assurance

1.3.7 Implementation/Transition

1.4 Control

1.4.1 Scope Management

1.4.2 Schedule Management

1.4.3 Cost Management

1.4.4 Resource Management

1.4.5 Quality Management

1.4.6 Risk Management

1.4.7 Communication Management

1.4.8 Change Management

1.5 Closeout

1.5.1 Project Turnover

1.5.2 Document Lessons Learned

1.5.3 Update Files/Records

1.5.4 Archive Files/Documents

Click here to view the work packages

The project’s human resources management plan is critical to the success of the AI-Powered E-learning System project. It serves as a guide for organizing, managing, and coordinating the individuals involved, ensuring that team members with the appropriate skills and qualifications are assigned to the right roles at the right time. This strategy defines the structure of the project team, their responsibilities, communication protocols, and performance expectations. By following this plan, the project team ensures that all members clearly understand their duties, contribute effectively to the development process, and maintain open and consistent communication. It also allows the project manager and stakeholders to monitor progress, address challenges proactively, and align all efforts with the overall objective of streamlining content delivery, online examination, and grade management for the Philippine Army’s training centers.

The project involves the team, who serve as the system and project developers, and the Philippine Army Training Center, who act as the stakeholders. The team consists of four BSIT students from Asia Pacific College. Included in the team are the following individuals:

• Jetter Garcia – Scrum Master and Full stack Developer
• Wayne Denise Dizon – Product Owner and Designer
• Jason Patrick Lino – Designer and Documentation
• Paul Lawrence Saballo – Front-end Developer and Documentation

The Philippine Army serves as the project’s stakeholder, with Major Everette Bungue representing the organization:

Major Everette B. Bungue – Philippine Army Representative

Major Bungue is the key stakeholder with the greatest authority and is tasked with reviewing and accepting project deliverables. He makes sure that the system complies with the operational standards and training needs of the Philippine Army. As the point of contact, he relays feedback and needs to the development team and facilitates the alignment of the system with the training objectives of the Army.

The Staffing Management plan of the AI-Powered E-learning System states how to acquire, control, and release the project resources. The team, comprised of IT students from Asia Pacific College, will be involved from design through deployment. Extra members will be included only if critical problems are encountered. The skill development will target Agile Scrum, Next.js, and SQL through internal knowledge sharing. The Philippine Army stakeholders, with Major Everette Bungue as the lead, will receive training on system features. Team performance will be tracked using sprint reviews, peer reviews, and feedback. Recognition of achievements will be done using regular check-ins and milestone-based recognition. The project will meet data privacy and security requirements.

The non-human resource management plan of the project is crucial to the effective development and deployment of the system. It offers advice on the discovery, purchase, assignment, and management of all physical and digital resources required for the project. The plan guarantees the right tools, software, hardware, and platforms for use at the proper time to facilitate project activities. Following this schedule, the project team can keep its operations smooth, provide data security, and have optimal utilization of resources, all while staying in line with the overall objective of improving training delivery, online examinations, and grade management for the Philippine Army training centers.

All non-human resources utilized in this project are acquired through the following means:

• Development tools and platforms are free, open-source, or academic-licensed.
• Personal devices and internet access are provided by team members themselves.
• The project utilizes the OpenAI API service to drive the chatbot, and all other tools are chosen on availability, cost, and appropriateness without further external funding.

• All sensitive project data, including trainee records and assessment results, are handled in compliance with the Philippine Data Privacy Act.
• Credentials and confidential files are shared only through secure channels such as encrypted cloud storage or in-person handovers.
• Communication platforms are selected and used with consideration of security features to protect data integrity and privacy.

The Quality Management Plan for the AI-Powered E-learning System provides a complete guide to maintaining high quality output throughout the project. While the Philippine Army shifts towards a digitized training environment, ensuring high system performance, reliability, and usability is critical. This plan presents the procedures and techniques for quality planning, assurance, and control to ensure that development and deployment of the system meet the expectations of the stakeholders. Through regular monitoring, feedback, and adjustment, the plan will guarantee the provision of a secure, scalable, and user-friendly learning platform. The Quality Management Approach, Quality Requirements and Standards, Quality Assurance, Quality Control, and Quality Control Measures are central to this plan to ensure that the system stays current with military training requirements.

Throughout the project development, a formal quality management process will be followed with Agile Scrum methodologies. The following components outline how quality will be improved:

1. Quality Planning: During the beginning of the project, quality standards were established, such as data accuracy standards, system uptime standards, and user satisfaction standards. These standards are aligned with stakeholder requirements and Army training procedures.
2. Stakeholder Engagement: Main Stakeholder Everette Bungue offers regular feedback on system functionality and features to ensure the platform meets the operational and academic requirements of the Philippine Army's training centers.
3. Iterative Development: The system is iteratively developed in sprints with incremental releases. Frequent sprint reviews and feedback loops enable the team to implement immediate quality enhancements based on stakeholder feedback.
4. Quality Assurance: QA is incorporated within every sprint via code inspections, test automation, and security checks to maintain system functionality, dependability, and Army specifications.
5. Quality Control: Continuous quality checks, user story verifications, bug management, and usability testing are performed to detect errors early and preserve development effectiveness.
6. Monitor Improvement: Performance data and end-user feedback are utilized to detect vulnerabilities and make ongoing improvements to the system.
7. Communication and Documentation: Everything about quality processes is documented and shared with stakeholders and the team to guarantee alignment and responsibility throughout the development process.

1. Stakeholder Collaboration: Major Bungue defines core quality expectations, ensuring alignment with military protocols and standards.
2. Functional Requirements: The system must support course creation, exam generation, pre-recorded video uploads, automated grading, and real-time progress tracking for students and instructors.
3. Performance Requirements: The system must load within 3 seconds on standard military training center hardware and maintain 99% uptime during operational hours.
4. Security Requirements: Strong encryption (SSL/TLS), role-based access controls, and secure authentication protocols must be implemented to protect student records and assessment data.
5. Compatibility Requirements: The platform must function seamlessly on desktops, tablets, and mobile devices, and across all major web browsers used within Army camps.
6. User Acceptance Requirements: Final UAT (User Acceptance Testing) must validate that instructors, students, and administrators can efficiently perform tasks without confusion or error.
7. Compliance Requirements: The platform must meet the data privacy requirements under the Philippine Data Privacy Act of 2012.

The team uses proactive quality assurance practices to maintain performance and usability standards:

1. Quality Standards: Clear operational definitions are created for course management, exam handling, grading, and analytics to ensure that the development process aligns with stakeholder needs.
2. Document QA Procedures: All testing workflows, bug tracking methods, and deployment validation processes are well-documented. Responsibilities are divided among the team to cover functionality, design, and documentation review.
3. Quality Control Metrics: Metrics include system responsiveness, number of defects per sprint, grading accuracy rate, and UI/UX satisfaction scores from feedback forms.
4. Perform Quality Audits: Mid-sprint and end-of-sprint reviews include QA audits to catch potential issues early. Checklists are used to validate feature completion and system compliance.
5. Continuous Improvement: The Scrum framework enables the team to improve sprint by sprint through retrospectives. Lessons learned are applied immediately to subsequent work cycles.

Quality control in the project makes sure that all release is conforming to strict performance, usability, and reliability standards, utilizing the following practices:

1. Continuous Testing and Inspection: Unit tests, integration tests, and manual testing are performed in each sprint to identify and correct problems early, particularly in exam creation, grading, and video playback modules.
2. Definition of Done (DoD): Every feature has to satisfy DoD requirements like functional testing, documentation revision, stakeholder demo, and deployment review before it gets labeled complete.
3. Regular Reviews and Adaptation: Sprint reviews and retrospectives enable the team to confirm completed work with stakeholders, determines areas to improve, and adjust practices for better results.
4. Product Backlog Refinement: During backlog grooming sessions, user stories are made sure to capture the most important priorities and have good acceptance criteria mapped to quality benchmarks.
5. Dedicated QA Roles: Although all team members own quality, the Scrum Master makes sure the impediments hindering quality are resolved, and the Product Owner makes sure the quality work gets prioritized in backlog planning.

Metric: Identifies the specific aspect being evaluated

Measurement: Represents the actual data or value collected for the metric.

Standard/Requirement: Defines the expected standard or requirement for the metric.

Status: Shows whether the measurement meets (Met) or does not meet (Not Met) the defined standard.

Action Taken: Outlines steps taken if the measurement does not meet the standard.

Regular Status Meetings: This quality control log/form is intended for use during scheduled project status meetings to monitor the quality of the system. Team members will present their measurements and address any issues or deviations.

Project Lifecycle Monitoring: The log/form should be updated regularly to ensure ongoing quality tracking. Any deviations must be resolved promptly, either in meetings or as needed. Using this quality control log/form helps ensure the system consistently meets quality standards and aligns with stakeholder expectations throughout the project lifecycle.

The nature of the project, being a technology-driven e-learning platform for the Philippine Army, presents a range of potential risks that could affect its success and sustainability. These risks arise from technical limitations, cybersecurity threats, data management issues, and user adoption challenges. Given the system’s role in streamlining education and training operations, a well-defined risk management plan is necessary to identify, assess, and mitigate these risks. This plan provides the team with a structured framework for anticipating threats, minimizing impacts, and maintaining stakeholder trust throughout the project lifecycle.

1. Cybersecurity Threats: Given that the system handles confidential training materials, user data, and examination results, it is a potential target for cyberattacks such as unauthorized access, data breaches, and denial-of-service (DoS) attacks. These could compromise the integrity and confidentiality of military training data, damage the reputation of the system, and disrupt critical training activities.
2. Low User Adoption and Resistance to New System: Instructors and personnel may be resistant to transitioning from traditional face-to-face training to digital platforms, especially if they are not tech-savvy. This could limit the system’s effectiveness and undermine its intended impact.
3. Data Loss and Recovery Failures: Critical training records, exam results, and student progress data stored in the system must be protected against corruption, accidental deletion, and system malfunctions. Data loss in this context can cause significant disruptions in the training process, hinder performance evaluation, and lead to the loss of sensitive academic records. This could result in compromised training outcomes, administrative setbacks, and added costs for data recovery and system restoration, as well as a loss of trust in the system’s reliability among stakeholders and users.

The project will have a proactive and structured risk management methodology throughout its development and deployment cycle. Risks will be determined early and graded based on their likelihood and potential effect. Every risk will be prioritized and tagged with a mitigation plan. In case any risk is identified during development, it will be brought to the immediate notice so that it can receive timely attention and resolution. Major Everette Bungue will be notified of important risks and will be a key decision maker in risk mitigation-related decisions. His input will be crucial in narrowing down the risk strategy and ensuring it is in line with operational demands. The risk plan will be adjusted as necessary based on emerging development and stakeholder feedback.

This section outlines the process used by the project team to comprehensively identify potential risks associated with the implementation and operation of the system. The project team employed a multifaceted approach to ensure a thorough understanding of risk factors:

• Expert Interview: The project team consulted with IT professionals and instructors from similar educational platforms to gather insights on common risk challenges, especially in e-learning environments with military applications.
• Historical Review of Similar Projects: Past projects involving e-learning and digital examination platforms were analyzed to identify recurring risks and effective mitigation strategies.
• Internal Risk Assessment Discussions: An internal assessment session was conducted with the development team and Major Everette Bungue to pinpoint potential risks across the development and deployment stages of the project.

Each risk is assessed to help the team prioritize response efforts effectively. Risks with both high impact and high probability, such as scope creep, are given top priority. Every risk is scored and classified as Very Low, Low, Medium, High, or Critical in both probability and impact to guide targeted mitigation and continuous monitoring strategies.

Establishing an active and ongoing risk monitoring procedure is critical to the successful management of risks in the E-learning System. High-priority risks will be incorporated into the project timeline and assigned specific risk owners to ensure accountability. If any significant risk emerges during the project, it must be raised immediately for evaluation and action.

Key components of the risk monitoring procedure include:

• Continuous Monitoring: Risks will be evaluated regularly throughout the project lifecycle to identify emerging issues or changes in existing risks.
• Risk Owner Assignments: Each high-priority risk will have an assigned team member responsible for monitoring its status, implementing mitigation actions, and reporting updates.
• Integration with Project Milestones: Major risks will be tied to critical phases and deliverables in the project schedule to ensure proactive management and timely intervention.
• Bi-Weekly Status Updates: Risk managers will provide updates on their assigned risks during bi-weekly progress check-ins with the project lead. These reports will contain the current level of risk, changes noted, recent mitigation steps taken, and any future plans for risk management.
• Comprehensive Documentation: The entire risk management process including identification, assessment, monitoring, and mitigation will be documented in a centralized risk register to ensure transparency, traceability, and accountability.

The project team ranks the discovered risks according to their potential impact and probability, particularly targeting those that could most negatively affect the development, deployment, and adoption of the platform. Mitigation plans will involve a mix of avoidance, reduction, and acceptance strategies. Such strategies are aimed at ensuring maximum reliability, integrity of data, and security throughout the lifecycle of the system.

Mitigation Strategies Considered:

• Scope Control and Development Planning: Clearly define the scope with written requirements, milestones, and acceptance criteria. Use a formal development process to reduce the risk of scope creep and maintain consistency in deliverables.
• Stakeholder Engagement: Regularly seek feedback from Major Bungue and other training staff to resolve issues early and align the development of the platform with end-user needs and expectations.
• Technical Resource Readiness: Provide access to the software, hardware, and technical expertise needed for successful implementation. Where required, training will be done to close knowledge or skill gaps.
• System Performance and Growth Readiness: Implement the system so that it can expand to meet future requirements without loss of performance in diverse internet conditions and rising usage patterns.
• Data Protection and Compliance: Implement security best practices in data management and user access. Maintain compliance with relevant military and e-learning data privacy laws. Inform users clearly about data use and consent.

Probability – Rare, unlikely, possible, likely, certain Impact – Minor, moderate, major, severe, catastrophic Priority – Very low, low, medium, high, critical.

The Communications Management Plan of the PALMS project describes how information will be exchanged between the developers and the main stakeholder, Major Everette Bungue. It provides timely, accurate, and secure communication during the project by specifying what is to be exchanged, how, when, and by whom.

The Communications Management Plan specifies the following:

• Information
  • Process of Dissemination
    • Medium/Platform to be used
    • Frequency
  • Point Person
• Stakeholder Communication Requirements
• Communication Resource Allocation
• Confidential Information Handling
• Communication Process Change Management
• Communication Flow
• Communication Constraints
• Communication Templates/Formats/Documents
• Escalation Process

The project team manages communication primarily through Microsoft Teams, utilizing its features for daily stand-up meetings, group chats, and project-specific channels. Jira is used to track progress and manage development tasks, while OpenProject provides a collaborative and transparent platform for project planning, execution, and monitoring. For document storage and sharing, the team relies on OneDrive to maintain version control and centralized file access. Informal coordination and quick clarifications are typically handled through Messenger for convenience.

To communicate with the client, Mr. Jetter uses WhatsApp for updates and direct messages. Online meetings with Major Everette Bungue are facilitated through Google Meet or Zoom, depending on availability. For face-to-face discussions, Major Bungue visits the school to meet with the project team. Confidential information is shared exclusively during these in-person meetings to ensure security and integrity.

• Scheduling Restrictions: The team balances academic responsibilities, making consistent availability challenging. Likewise, the stakeholder’s military duties may delay feedback or meeting schedules.
• Legislative and Regulatory Compliance: All communications regarding personal data (e.g., trainee names or grades) follow the Philippine Data Privacy Act. Sensitive materials are never transmitted over unsecured channels.

Effective communication is essential during the development phase of the project. To ensure successful implementation, all stakeholders must be kept informed and actively involved. The following communication needs are established to promote transparency, manage expectations, and address issues promptly. By adhering to these guidelines, we aim to align stakeholder expectations, maintain open and transparent dialogue, and quickly resolve any concerns. This collaborative approach will support the smooth execution and overall success of the project.

1. Regular Updates: Periodic progress reports are communicated by the Scrum Master to Major Bungue. These include development status, upcoming features, and key accomplishments.
2. Roles and Responsibilities: Clear role-based communication is maintained — the Scrum Master manages stakeholder coordination; other team members handle technical documentation and updates.
3. Feedback Opportunities: Feedback is actively sought during progress reviews. Input from the stakeholder is recorded in the product backlog and discussed in internal team meetings for adjustment.
4. Transparency: The team provides clear and concise reporting to keep the stakeholder informed about project progress, setbacks, and decisions.
5. Stakeholder Communication: All communications with the stakeholder are routed through the Scrum Master and primarily occur via Messenger or SMS.
6. Timely Issue Resolution: Any issues identified by the team are promptly raised and communicated to the stakeholder as necessary to avoid project delays.

Project Sponsor / Stakeholder: Major Everette Bungue is the sole project sponsor and stakeholder. He reviews progress reports, provides feedback, and approves critical features and system changes.

Scrum Master (Project Lead): Jetter Garcia manages all external communication, prepares reports, and serves as the primary liaison between the development team and Major Bungue.

Product Owner: Wayne Denise Dizon ensures that project outputs align with functional and stakeholder expectations. Communicates needs internally and supports backlog prioritization.

Project Team: Jason Patrick Lino handles documentation and design work, while Paul Lawrence Saballo focuses on front-end development and documentation. Both participate in internal communication and support deliverable preparation.

Change Control Board (CCB): The project’s Change Control Board is responsible for reviewing and approving all requested changes to the project. The board consists of Major Everette Bungue as the Stakeholder Representative and Project Sponsor serving as the Chair, Jetter Garcia as the Project Manager and Scrum Master, and Wayne Denise Dizon as the Product Owner. Together, they ensure that any changes are evaluated carefully and align with project goals before approval.

Customer: The end users of the AI-powered e-learning system are the training centers of the Philippine Army, who provide feedback and usability insights to ensure the system meets their training needs.

The communication technologies and techniques used in the project are:

• Face-to-face meetings
• Online meetings are done through Microsoft Teams for everyday stand-ups and team discussion
• Collaborative work, updates, and sharing documents done through Microsoft Teams and OneDrive.
• Conversations with stakeholders and the project team leader are mostly done through WhatsApp for efficient coordination and updates.

Listed below are the meeting guidelines observed by both the project team and the stakeholder:

1. Set Clear Objectives: Every meeting needs to have an objective so that the discussion stays focused and goal based.
2. Agenda: A formal agenda is drawn up and distributed beforehand to lead the discussion.
3. Schedule: Meetings begin and end punctually to honor everyone's availability.
4. Document: Main points, decisions, and tasks allocated are recorded through minutes.
5. Follow Up: Action items are monitored for timely completion and responsibility.
6. Feedback: Participant feedback is solicited to enhance future meetings.

Standardization enhances clarity and consistency of communication between team and its stakeholder. The project adopts established practices to facilitate collaboration and ensure alignment throughout all stages.

1. Communication Protocols:

I. Frequency: Stand-ups (through MS Teams), sprint planning and review (per sprint), and stakeholder check-ins whenever necessary.

II. Channels: Internal meetings take place on Microsoft Teams; stakeholder meetings occur on Google Meet or Zoom. Casual communication utilizes Messenger and WhatsApp.

III. Responsiveness: Team members reply within 24 hours on weekdays. Absence or delay is alerted in advance.

I. Format: Documents use standard formatting for submitting academic projects.

II. Naming Convention: Files are labeled with the appropriate content for it. If it has order, the label should have numbers before the file name.

III. Storage: All files are saved in common folders in OneDrive, with version control noted from commit history and date naming.

I. Content: Reports contain sprint results, task status, and issues.

II. Distribution: Distributed through shared OneDrive links, via messenger or MS Teams chat.

III. Platform: All documents and writing are created using Microsoft Word and Google Docs for collaboration purposes.

I. Inclusion: Stakeholder (Major Bungue) is engaged through all pertinent updates and decision points.

II. Feedback: Collected throughout progress discussions and incorporated in sprint planning.

When a communication issue arises within the project, the team member who identifies the issue must document the problem in detail. This includes a clear description of the issue, its impact on the project, actions already taken to resolve it, and any relevant communication records. The issue should first be addressed within the immediate project team through team discussions, direct communication, or by utilizing available resources and expertise.

• If the problem is still not solved, it will be raised to the Scrum Master, Jetter Garcia, to examine the documentation and determine the most appropriate action. This might involve resolving the problem immediately, arranging an intend-focused team meeting, or bringing in more members of the team to aid in the resolution.
• If Jetter Garcia cannot fix the problem internally and the issue relates to critical project elements or demands stakeholder comments, it shall be escalated to the project's stakeholder, Major Everette Bungue. A briefing on the issue, steps taken, and the suggested course of action will be presented to him for consideration.
• Escalation is critical to avoid delays. Every step of the escalation process must be well-documented, including communications, decisions taken, and follow-up steps. Transparency ensures that all concerned are informed about continuing problems and action being taken on them.

• For example, if a team member encounters repeated instances of delay in getting approval for a completed deliverable, he/she will record the problem and attempt to resolve it with the team directly. Failing which, the problem is escalated to the Scrum Master. If even then unresolved, Jetter Garcia will call up Major Bungue to confirm expectations or timelines. Once the problem is solved, the team records the whole process and conducts a brief feedback session to avoid repetition.

The project’s Change Management Plan outlines how changes within the project scope, schedule, or deliverables will be managed and communicated among the team and the stakeholder, Major Everette Bungue of the Philippine Army. This plan ensures that all proposed changes are evaluated, approved, and implemented systematically, while managing stakeholder expectations and maintaining project alignment.

The project’s Change Control Board (CCB) is responsible for reviewing and approving any requested changes to the project. The board is composed of key decision-makers from both the development team and the stakeholder side. Below is the list of CCB members:

The team must abide by the decisions of the Change Control Board. If a concern or proposed change arises within the team, it should first be discussed internally. The issue is then escalated to Scrum Master Jetter Garcia, who represents the team in stakeholder interactions. Jetter Garcia will communicate any formal change requests to Major Everette Bungue, who will review and discuss the change with the CCB. Any approved adjustments will then be relayed back to the team for proper implementation.

1. Identify Change - The team (typically led by the Product Owner) or the stakeholder identifies a need for change in the project.
2. Submit Change Request to CCB - The concern is discussed internally and documented. Scrum Master Jetter Garcia reviews the issue and prepares it for escalation.
3. Escalation to CCB - The change request is formally submitted by Jetter Garcia to the CCB for consideration.
4. CCB Review - The Change Control Board convenes to review the request. The CCB evaluates the request based on project goals, stakeholder requirements, and current project constraints.
5. Decision Communication - Once a decision (approval, rejection, or revision) is reached, Jetter Garcia communicates it to the team and adjusts project plans accordingly.
6. Review and Closure - The Scrum Master confirms that the change has been implemented and resolved. The change request is then officially closed.

The project was initiated to deliver an AI-powered e-learning system, known as PALMS (Philippine Army Learning and Management System), for the Philippine Army’s training centers. The system aims to enhance the training delivery, testing, and performance monitoring in military learning settings.

The team has led the design, development, testing, and initial rollout of the system. Coordination with the key stakeholder, Major Everette Bungue, has been maintained throughout the process to ensure that the system is functional and operational to mee the Army’s needs.

To facilitate an easy handover, the team will prepare the system for transfer to the stakeholder through the completion data of the agreed schedule. This is an assurance that Major Bungue and the respective personnel are capable of handling and maintaining the system in the future.

1. Project Sponsor: Oversees and approves the transition process and confirms alignment with Army training objectives.
2. Project Manager: Manages the overall transition timeline, ensures deliverables are completed on schedule, and coordinates between internal team members and the stakeholder.
3. Scrum Master: Leads the transition execution, facilitates team coordination, and maintains communication with the stakeholder to ensure timelines and quality expectations are met.
4. Product Owner: Guides the product handover, prioritizes final deliverables, and ensures training and documentation match the stakeholder’s needs.
5. Development and Documentation Team: Finalizes system materials, supports technical documentation, and assists with training preparation.

Although this project is academic in nature and no staff transfer is required, this section ensures clarity on responsibilities during the handover period. The team will remain involved until knowledge transfer and support tasks are complete. All relevant instructions, access credentials, and documentation will be turned over directly to Major Bungue.

To ensure a smooth system transfer, the following tasks will be executed during the transition period:

1. User Training: Hands-on training sessions will be provided to Major Bungue and designated personnel to ensure familiarity with system features.
2. Stakeholder QA: Final quality checks will be performed by the stakeholder to validate system performance and readiness for full handover.
3. Project Documentation: Final versions of technical guides, system documentation, and user manuals will be submitted.
4. Project Close Out: Once training, QA, and documentation are complete, the project will be formally closed and considered successfully transitioned.

The Philippine Army did not have an existing digital learning management system prior to the development of the project. Most training processes were handled beforehand with manual paper-based systems. The system was entirely developed from scratch under the project, specifically designed to address the Army’s training environment requirements. Upon project delivery, all intellectual property such as source code, system designs, and documentation will be officially transferred to the stakeholder, with complete ownership and operation autonomy.

• Documentation: Complete user manuals, technical references, and admin guides.
• Training Sessions: Scheduled walkthroughs and Q&A meetings led by the Scrum Master and Product Owner.

A detailed Gantt chart outlining key transition activities (training, QA, documentation finalization, handover) will be created and submitted. Any changes to this schedule will be reviewed and approved by the project sponsor.

Upon completion of all transition tasks, a formal handover process will be executed to formally hand over the system and its parts to the stakeholder. This encompasses the process of creating an exhaustive checklist of deliverables, including system access credentials, completed documentation, training records, and any remaining action items. A review session will then be conducted between the project team and the stakeholder, Major Everette Bungue, to walk through every item and confirm its completion. After all deliveries have been checked and approved, a formal sign-off will be received to indicate the stakeholder's acceptance of the system and related materials. All this will be recorded in a final transition report, which will be the official project closure record and successful handover.