Table of Contents 1. Project Title 2. Project Members 2.1 Project Professor 2.2 Project Adviser 2.3 Project Team Company Profile 4. Business Case 4.1 Executive Summary 4.1.1 Issue 4.1.2 Anticipated Outcomes 4.1.3 Recommendation 4.1.4 Justification 4.2 Business Case Analysis Team 4.3 Problem Definition 4.3.1 Problem Statement 4.3.2 Organizational Impact 4.3.3 Technology Migration 4.4 Project Overview 4.4.1 Project Description 4.4.2 Goals and Objectives 4.4.3 Project Performance 4.4.4 Project Assumptions 4.4.5 Project Constraints 4.4.6 Major Project Milestones 4.5 Strategic Alignment 4.6 Cost Benefit Analysis 4.7 Alternatives Analysis 5. Project Charter 5.1 Executive Summary 5.2 Project Purpose/Justification 5.2.1 Business Need / Case 5.2.2 Business Objectives 5.3 Project Description 5.3.1 Project Objectives 5.3.2 Requirements 5.3.3 Constraints 5.3.4 Assumptions 5.3.5 Preliminary Scope Statement 5.4 Risks 5.5 Project Deliverables 5.6 Summary Milestone Schedule 5.7 Summary Budget 5.8 Project Approval Requirements 5.9 Project Manager 6. Stakeholders Management Strategy 6.1 Introduction 6.2 Identify Stakeholders 6.3 Key Stakeholders 6.4 Stakeholder Analysis 7. Scope Management Plan 7.1 Introduction 7.2 Scope Management Approach 7.3 Roles and Responsibilities 7.4 Scope Definition 7.5 Project Scope Statement 7.5.1 Project Scope Description 7.5.2 Project Acceptance Criteria 7.5.3 Project Deliverables 7.5.4 Project Exclusions 7.5.5 Project Constraints 7.5.6 Project Assumptions 7.6 Work Breakdown Structure (WBS) 7.7 Scope Verification 7.8 Scope Control 8. Cost Management Plan 8.1 Introduction 8.2 Cost Management Approach 8.3 Measuring Project Costs for WASIMS 8.4 Reporting Format 8.5 Cost Variance Response Process 8.6 Cost Change Control Process 8.7 Project Budget 9. Schedule Management Plan 9.1 Introduction 9.2 Schedule Management Approach 9.3 Schedule Control 9.4 Schedule Changes and Thresholds 9.5 Scope Change 10. Work Breakdown Structure 10.1 Introduction 10.2 Outline View* 10.3 Hierarchical Structure 10.4 Tabular View 10.5 Glossary of Terms 10.6 WBS Dictionary 11. Resource Management Plan 11.1 Introduction 11.2 Roles and Responsibilities 11.3 Project Organizational Charts 11.4 Staffing Management Acquisition and Timeline Training and Performance Compliance and Safety 12. Quality Management Plan 12.1 Introduction  12.2 Quality Management Approach 12.3 Quality Requirements / Standards  12.4 Quality Assurance 12.5 Quality Control 12.6 Quality Control Measurements 13. Risk Management Plan 13.1 Introduction  13.2 Top Three Risks 13.3 Risk Management Approach  13.4 Risk Identification  13.5 Risk Qualification and Prioritization  13.6 Risk Monitoring  13.7 Risk Mitigation and Avoidance  13.8 Risk Register 14 Communication Management Plan 14.1 Introduction  14.2 Communications Management Approach  14.3 Communications Management Constraints  14.4 Stakeholder Communication Requirements 14.5 Roles  14.6 Project Team Directory 14.7 Communications Matrix 14.8 Communication Methods and Technologies  14.9 Communication Flowchart 14.10 Guidelines for Meetings 14.11 Communication Standards 14.12 Communication Escalation Process 14.13 Glossary of Communication Technology Change Management Plan 15.1 Introduction  Implementation/Transition Management Plan 16.1 Executive Summary  16.2 Transition Approach 16.3 Transition Team Organization 16.4 Workforce Transition  16.5 Work Execution During Transition  16.6 Property Transition End of File

a Web-based Application for a Smart Internship Management System

NAME	EMAIL
Jose Eugenio L. Quesada	[email protected]

NAME	EMAIL
Adviser Name	[email protected]

The project team is comprised of the following members:

Name	Role	Email
Danziel Tulod Cempron	Full-stack Developer, Solutions Architect	[email protected]
John Michael Gonzales	Documentation Specialist	[email protected]
Edwin De Vera Gumba	Full-stack Developer, Scrum Master	[email protected]
Kenett Miranda Fernandez	Front-end Developer	[email protected]
Daniel Dimarucut Ramolete	Product Owner, Project Manager	[email protected]
Місhеаl Vіnсе Соnѕеја Таріru	Full-stack Developer, Development Lead	mcТарі[email protected]

Asia Pacific College (APC) is recognized as a premier institution for individuals seeking world-class education rooted in a strong foundation in information technology. The College is committed to expanding knowledge and equipping students with expertise in fields such as IT, business, engineering, accountancy, entrepreneurship, and multimedia arts, preparing them to contribute meaningfully to the global community of the 21st century. APC graduates are now making an impact across various sectors, turning their knowledge into innovative products, valuable services, and meaningful careers.

Company Logo:

Company Name:

Asia Pacific College (APC)

Address:

3 Humabon Place, Magallanes, Makati City 1232 PH

Contact:

• [tel:+63%202%20%2088529670]
• [tel:+63%202%20%2088529670]
• [tel:+63%202%20%2088529671]
• [tel:+63%20917%208165570]
• [tel:+63%20933%208614227]
• [tel:+63%20917%208273243]
• [email protected]

Line of Business:

Educational Institute and College

Type of Customers:

• Students
• Parents/Guardians
• Partner Companies/Industry Affiliates
• Government and Accrediting Bodies
• Alumni
• Academic Institutions
• Training and Certification Providers

Number of Employees:

100+ Employees

WASIMS (Web-Based Application for a SMART Internship Management System) is a centralized web platform designed to modernize and streamline the management of internship programs at Asia Pacific College. By automating critical functions such as intern tracking, performance evaluation, document submissions, and communication among stakeholders, the system significantly reduces manual workload and inefficiencies. One of its key innovations is the integration of an AI-powered job recommendation engine that suggests suitable internship opportunities to students based on their submitted resumes. WASIMS aims to enhance the overall internship experience by promoting transparency, operational efficiency, and data-driven decision-making. It serves both academic and corporate stakeholders by providing a future-ready solution to manage internship-related processes. 

The current process for task management, intern evaluation distribution among Industry Partners, facilitating communication between Industry Partner in intern evaluating season, tracking intern’s progress and generating reports is inefficient and prone to inconsistencies. The team aims to address this by eliminating manual, time-consuming and inefficient steps without implementing another process on the current process of internship of APC’s Internship Program.

By implementing this project, the team expects to significantly enhance the task management process of Internship Coordinator (IC). This will be achieved by implementing centralized portal, including task assignment management, emailing module for efficient communication among the users, intern evaluation distribution among Industry Partners, schedule module for Evaluation Season, automating application process between Intern and Industry Partner, implementing of Artificial Intelligence (AI) which generates an appropriate job for interns based on the submitted resume onto the system. These improvements will streamline the overall Internship Process from applying to completing the internship, reducing manual effort, which leads to overall satisfaction of internship experience.

To solve the problem mentioned, the team aims to develop a web-based internship management system to eliminate the manual processes and reduce time-consuming processes with the following:

Internship Coordinator (IC)

• Manual Administrative Task(s)

• Generating Reports

• Distribution of Intern Evaluation Forms to the Industry Partner

• Scheduling of Evaluation Form

• Tracking of Interns in Internship Program

Interns

• Task Submission
• Application Process
• Appropriate Job in Internship

Industry Partner (IP)

• Communication between Internship Coordinators

• Delays of submission of Intern Evaluation Form

Program/ Executive Director (PD/ExD)

• Reports Viewing

  >

<pan id="justification">&lt;/span&gt;</pan>

Developing an Internship Management System for Asia Pacific College’s Internship Program offers significant advantages over generic applications. Unlike existing systems, the proposed solution is tailored not only to the general workflow of APC’s Internship Program but also to the specific needs of each type of user.

One of its key features is an AI-powered job recommendation engine that suggests internship opportunities based on each intern’s submitted resume. This ensures that interns are matched with jobs aligned with their academic programs. Additionally, the system includes analytics tools that provide data insights from submitted documents and generated reports, supporting better decision-making to continuously improve the internship program.

The system also features a scheduling module that allows the Internship Coordinator to set evaluation periods for each Industry Partner with just a few clicks. This addresses delays in submitting evaluation forms and significantly reduces administrative workload.

Moreover, the system eliminates the manual, tedious, and error-prone processes currently in place, especially in report generation, leading to greater productivity, fewer errors, and improved data accuracy.

Failure to implement this project would mean continuing with inefficient processes that negatively affect the overall internship experience. Investing in this web-based application will solve these issues and enhance the efficiency and overall effectiveness of APC’s Internship Program.

Designation	Name
Project Sponsor	Unica Althea Iranta
Project Adviser	Ryan John Perez
Project Manager	Daniel Ramolete Product Owner, Full-stack Developer
Project Members	Edwin Gumba Jr. Scrum Master, Full-stack Developer Місhеаl Vіnсе Таріru Development Lead, Full-stack Developer Daniel Ramolete Product Owner, Project Manager, Full-stack Developer John Michael Gonzales Document Specialist, Developer Danziel Cempron Data Solutions Architect, Backend Developer Kenett Fernandez UI/UX Developer

Internship Coordinator (IC)

Consumes a lot of time and working manually transferring Intern and Industry Partner’s details (Full Name, Section, Job Description, etc.) on current school year and updating each file every time an intern submits new information to Microsoft Excel.

Having difficulties communicating with Industry Partner by manually calling them on their respective telephone number or sending an email one by one or bulk.

Intern

Having difficulties with identifying some job postings posted on Microsoft Teams.

Submitting internship documents in multiple assignment threads.

Respective jobs are not appropriate for their course.

Industry Partner (IP)

Having difficulties with writing feedback and evaluating interns on a given template by the IC, which is either word or pdf file. Which needs to be downloaded to edit.

Having difficulties with uploading a digital signature on given file, because it messes the file itself, leading to difficulties presenting it with the IC.

Program/Executive Director (PD/ExD)

Having difficulties tracking narrative reports provided by the IC.

The WASIMS significantly impacts the overall Asia Pacific College’s Internship Program, by making it more efficient and consistent. The following existing roles are also affected:

Regarding the Internship Coordinator (IC), they would be able to manage the overall internship program more effectively, as they will track each intern’s progress on the web-based application. They will also provide narrative reports more effectively and submit them to the Program/Executive Director timely, and they will no longer be having difficulty tracking the intern’s progress, as web-based application has it.

As for the Interns that are currently enrolled in the Internship Program, they would see the right job postings on the web-based application based on their course that they enrolled in. Additionally, they will submit the required deliverables more quickly because the web-based application has all the respective assignment threads, and store it in the cloud storage, and the web-based application will also guide them to get the right job, by implementing Artificial Intelligence (AI) that recommends jobs on each intern based on their submitted resume.

As for the Industry Partners (IP), they will not have difficulty writing feedback and evaluating an Intern because the web-based application will provide it for them.

And as for Program/Executive Director, they will not have difficulty tracking narrative reports provided by the IC, as the web-based application will have a module that generates reports and has necessary data visualization.

The Web-based Application for a SMART Internship Management System (WASIMS) will be developed using a modern and secure technology stack that ensures scalability, performance, and ease of maintenance.

The development will utilize JavaScript, TypeScript, and PHP, with Laravel as the primary framework. Laravel was chosen for its alignment with the organization’s current technology standards and its built-in security features, robust Object-Relational Mapping (ORM), and strong community support.

For backend database management, PostgreSQL will be used due to its reliability, scalability, and compatibility with Laravel. The development environment will be set up using Visual Studio Code (VSC) as the primary code editor. Local testing and server simulation will be facilitated by Laravel Herd and Docker, ensuring that the system can be tested in isolated environments before deployment.

The application will be hosted on Namecheap, which offers reliable performance and aligns with the team's hosting requirements.

To ensure data privacy and compliance with the Philippine Data Privacy Act (RA 10173), all data migrations and storage processes will implement encryption, access control, and secure backup strategies.

The development team acknowledges the possibility of encountering technical constraints during the migration and integration phases. As such, extensive testing—including unit tests, integration tests, and system-wide testing—will be conducted throughout the development lifecycle to ensure that quality standards are met and the final product is secure, stable, and production-ready.

This section provides high-level information about WASIMS, a web-based application, including its description, goals and objective, performance criteria, assumptions, constraints, and milestones. It covers the whole project details and offers a comprehensive understanding of the project, given that the business problems, impacts, and recommendations have already been established.

The existing task procedures for Internship Coordinator at Asia Pacific College (APC) rely heavily on manual processes, including storing assignment records, distributing Evaluation Form, and generating reports. These manual processes are time-consuming and prone to inefficiencies. To address these challenges, the Silly Code Valley (SCV), a team of 3^rd year Computer Science students at APC, are developing a web-based system called WASIMS. This system aims to automate the existing manual processes throughout the Internship and provide an innovative solution to the interns by providing an Artificial Intelligence that recommends interns an appropriate job based on their submitted resume.

This project will cater to the specific needs of each user of the system, providing a user-friendly platform for task management and intern performance tracking. The transition to a digital system will enhance operational efficiency, improve communication between stakeholders, and efficient task management.

• Ensure interns receive a real-time list of job openings from Industry Partners that highlight positions relevant to their specialization.

• Eliminate email delivery issues with Industry Partners during evaluation season.

• Eliminate the manual tracking of intern-submitted documents and reduce the number of manual updates done by the Internship Coordinator to two (2) steps.

• Allow files to be stored in a centralized system for quick file access and retrieval procedures.

• Ensure data availability for the Executive Director upon the submission of the Intern’s reports.

• 4.4.3 Project Performance

  To evaluate and review the performance of the application, the team will have to complete the following document requirements: Scope Performance This section will ensure if all project requirements and features will be delivered as planned. Quality Performance This section will assess if the WASIMS project meets the pre-defined quality standards, this includes bug rate, defect density, and customer/user satisfaction rating. User Acceptance This section will ensure if the users and stakeholders indicated on the business case document are satisfied with the outcome of the WASIMS project. This includes User Acceptance Testing (UAT), and feedback surveys.

  4.4.4 Project Assumptions

  The following are the preliminary assumptions:

  • The project teams possessed the required skills and have identified the business process of the project.

  • Communication between the team and the client is easy as they are within the premises of Asia Pacific College (APC) most of the time.

  • The web-based application will be fully developed and integrated with the existing systems in APC.

  • 4.4.5 Project Constraints

  </ol> </li>
  Indicated below are the following constraints of the team during the development of the project:

  • To develop the project from June 2024 to June 2025.

  • To expect potential delays could occur due to technical difficulties, or development/production issues.

  4.4.6 Major Project Milestones

  Milestone	Details
  Milestone 1: System Proposal and Project Design  (March 2024 – July 2024)	The team has identified a project sponsor, its members, and the problem to resolve for the client. The team has accomplished creating the Business Case and Project Charter document. The team has obtained Project Approval.
  Milestone 2: System Design (Aug 2024 – November 2024)	The team is done planning the systems architecture, overlooking its data flow, activity diagrams, database design, Use Case Diagrams, and more which then solidified our foundation in system design and creating the system. The UI/UX has designed the wireframes and finished the user interface design. The repository for the application has been cleaned for deployment The creation of 10% of the project has been in progress, as well as the initiation of the tech stack and creation of the RBAC
  Milestone 3: Development Phase (November 2024 – March 2025)	The team properly installed the development environment for the project. Front-end developer has completed all about ‘front-end’ of the project. The developer for the back end has also completed his part of the system. The developers have integrated both the front and backend of the system. The developers successfully implement the innovation of the system. Developers and the project manager have finalized the first testing with QA tester at the Unit level.
  Milestone 4: Project Managing and Testing Phase (March 2025 – July 2025)	Monitoring project progress and milestones – Project Manager and Document Specialist has finished. Tracking resource utilization Project Manager and Document Specialist has finished. Monitoring risks and issue resolution- Project Manager and Document Specialist has finished. System testing and quality assurance the team has finished. Limited rollout of the system and successfully initialized user acceptance testing. The team has developed the following documents: the Scope Management Plan, Schedule Management Plan, Cost Management Plan, Risk Management Plan, Quality Management Plan, Procurement Management Plan, Human Resource Plan, Change Management Plan, Communication Management Plan, Implementation Plan, Project Documentation, Software Requirements Specification, and User Manual.
  Milestone 5: Pilot Launch (August 2025 – October 2025)	Finalizing and delivering all project documentation the team has accomplished. Formal acceptance from the project sponsor – the team has obtained. Archiving all necessary project files – the team has accomplished. All handover project deliverables have been received by the project sponsor. Pilot Launch to test it to limited amount of people
  Milestone 6: Full Deployment (October 2025)	Official full-scale rollout to all target users.
  Milestone 7: Post-Launch Review (November 2025)	Collect feedback, analyze performance, and plan necessary iterations.

  4.5 Strategic Alignment

  A strategic alignment is proposed to optimize Internship Program. This plan focuses on three (4) key initiatives: Real-time Monitoring: The web-based application will track intern’s progress on real-time. The real-time monitoring will also include the reports that the internship coordinator can simply generate. Evaluation Webforms: The web-based application will contain webforms. Addressing the pain point of submissions of evaluation forms between Internship Coordinator and Industry Partner. Job Matching: The web-based application will have an innovation called “Job Matching”, which is made on AI that analyzes the submitted resume of the Intern, giving them appropriate job recommendations. This will address the pain point of the Intern of having a wrong job on their respective course, which greatly impacts the overall internship experience. Resume bank access: The web-based application will feature a dedicated resume bank accessible to both industry partners and the Internship Coordinator. This centralized repository eliminates the need for manual organization of resumes by the school. Additionally, the system introduces a way to search for skills in a resume, allowing users to efficiently filter and find resumes that match specific skill sets, streamlining candidate selection and placement.

  4.6 Cost Benefit Analysis

  Securing approval for the project often comes down to its financial sense. To show this, a business case needs to clearly explain the project’s cost and savings. This is to indicate that WASIMS offers a strong return on investment and increases in value over time. The combination of tangible cost savings and intangible improvements, like better user experiences and data insights, makes the WASIMS project a strategic asset for any managing internships.

  Cost-Benefit Analysis
  Particulars	Total Cost (PHP)
  Development Cost	5,000,000.00
  Hardware Cost	500,000.00
  Software Cost	50,000.00
  Testing Cost	50,000.00
  Deployment Cost	142,500.00
  Training Cost	75,000.00
  Ongoing Maintenance Cost (Annual)	345,000.00
  Miscellaneous Cost	200,000.00
  Contingency Cost	250,000.00
  Total Initial Costs	6,612,500.00
  Total Costs (3 Years)	7,647,500 (Initial + 3 * Maintenance)
  (Note: Ongoing Maintenance cost is factored into the 3-year ROI calculation below).

  Benefit Estimation  Benefit estimations are based on projected efficiencies, time savings, and operational improvements resulting from WASIMS implementation. 

  Tangible Benefits (Annual)
  Benefit	Estimated Annual Value (PHP)	Basis for Estimation (Illustrative)
  Administrative Cost	855,000.00	Reduction in manual data entry, report generation, and document handling time for ICs.
  Time Savings for Staff	741,000.00	Streamlined workflows for ICs, IPs, and Directors related to tracking, communication, and evaluation.
  Improve Intern Retention	600,000.00	Value associated with better job matching and improved internship experience leads to fewer dropouts.
  Faster Intern Recruitment Cycle	285,000.00	Efficiency gains in posting openings, matching interns, and managing applications.
  Reduction in Human Error	171,000.00	Reduced costs associated with correcting errors from manual data handling and report generation.
  Total Tangible Benefits	2,622,000.00/year
  Financial Metrics (Based on 3-Year Analysis) The financial viability of the WASIMS project is assessed using standard metrics, based on the updated cost structure and projected tangible benefits. Total Initial Costs: PHP 6,612,500.00 Total Annual Tangible Benefits: PHP 2,622,000.00 Total Costs (3 Years): PHP 7,647,500.00 (Initial Costs + 3 * Annual Maintenance) Total Tangible Benefits (3 Years): PHP 7,866,000.00 (Annual Benefits * 3) Payback Period: Measures the time required for the project's benefits to recoup the initial investment. Calculation: Total Initial Costs / Total Annual Tangible Benefits = PHP 6,612,500.00 / PHP 2,622,000.00 ≈ 2.52 years Interpretation: The initial investment is expected to be paid back through tangible benefits in approximately 2 years and 6 months (0.52 years * 12 months ≈ 6.24 months). Return on Investment (ROI) over 3 Years: Measures the profitability of the project relative to its cost over the analysis period. Calculation: ((Total Tangible Benefits over 3 years - Total Costs over 3 years) / Total Costs over 3 years) * 100% = ((PHP 7,866,000.00 - PHP 7,647,500.00) / PHP 7,647,500.00) * 100% = (PHP 218,500.00 / PHP 7,647,500.00) * 100% ≈ 0.02857 * 100% ≈ 2.86% Interpretation: The project is expected to yield a return of approximately 2.86% over the total investment and ongoing costs within 3 years.

  Intangible Benefits
  Particulars	Impact
  Increased Efficiency	Streamlined workflows for all users (Internship Coordinator, Interns, Industry Partners, Program/Executive Director) reduce manual effort in tasks like tracking, evaluation, and reporting. This saved time can be allocated to more strategic activities, boosting productivity and reducing stress.
  Improved Communication	Centralized platform features facilitate smoother, more timely communication and collaboration between stakeholders (e.g., IC and IP during evaluation season), reducing misunderstandings
  Data-driven Improvements	Analytics features provide actionable insights into program performance, enabling data-informed decisions to enhance future Internship Programs at APC.
  Transparency and Accountability	Digitized forms and centralized deliverable tracking promote clarity and responsibility within the Internship Program. Stakeholders gain easy access to relevant information and progress tracking.
  Scalability to Future Growth	The web-based system architecture allows for easy scaling to handle more users and data as the Internship Program potentially expands, ensuring the long-term value of the investment.
  Enhanced Stakeholder Satisfaction	By directly addressing identified pain points (e.g., manual tasks for ICs, job matching interns, evaluation difficulties for IPs) without adding new process burdens, WASIMS demonstrates commitment to user needs, likely increasing overall satisfaction.
  Enhanced Institutional Reputation as an IT School	Implementing a modern, efficient IT solution like WASIMS reinforces APC's identity as a technology-focused institution, showcasing innovation and operational excellence.

  4.7 Alternatives Analysis

  Alternative 1 – Status quo Pros: No need to allocate a budget since there will be no development or deployment costs, and the organization would not need to adjust its current processes. Cons: The processes will remain manual and will remain prone to errors. The reason the project team did not choose this alternative is because it does not solve any problem. The project team's objective is to address the issues faced by the clients and modernize each process. Alternative 2 – WASIMS Pros: This will efficiently improve the current processes of the Internship Program, as this is customized or specifically designed for the clients' needs and includes additional features that will further enhance the current processes beyond the clients' requirements. Cons: It is expensive due to development, deployment, and maintenance costs. The reason the project team chose this alternative is because it addresses all the issues the clients are experiencing, unlike the other alternatives, it will be a good investment to solve current and future problems. Approval By signing below, the undersigned acknowledge that they have reviewed the Business Case for WASIMS (A Web-Based Application for a SMART Internship Management System) project and authorize its initiation. This approval signifies agreement with the project’s justification, objectives, and anticipated benefits as indicated in the business case document. The project team is authorized to proceed with the planning and execution phases, adhering to the outlined constraints and assumptions.

  Name	Title	Signature	Date
  Unica Althea Iranta	Project Sponsor
  Dr. Ma. Teresita Medado	President of Asia Pacific College
  Rhea-Luz Valbuena	Executive Director, School of Computing and Information Technologies
  Roselle Wednesday Gardon	Program Director, School of Computing and Information Technologies
  Jo-Anne De la Cuesta	Executive Director, Academic Services Director
  Jose Flavio Castillo	Executive Director, Technical Services Director
  Dr. Lorena Rabago	Director, Quality Assurance & Documentation

• 5. Project Charter

• 5.1 Executive Summary

  WASIMS (Web-Based Application for a SMART Internship Management System) is a centralized web platform designed to modernize and streamline the management of internship programs at Asia Pacific College. By automating critical functions such as intern tracking, performance evaluation, document submissions, and communication among stakeholders, the system significantly reduces manual workload and inefficiencies. One of its key innovations is the integration of an AI-powered job recommendation engine that suggests suitable internship opportunities to students based on their submitted resumes. WASIMS aims to enhance the overall internship experience by promoting transparency, operational efficiency, and data-driven decision-making. It serves both academic and corporate stakeholders by providing a future-ready solution to manage internship-related processes.

  5.2 Project Purpose/Justification

  The purpose of WASIMS is to address the operational challenges associated with managing internship programs in the form of a business case and outline the objectives to be achieved through this project. Traditional processes like Intern Evaluation are often manual, fragmented, and inefficient, which impacts intern experiences and the oversight capabilities of institutions and companies. The project addresses the need for modernizing existing manual processes without implementing new processes to better support the function of the institution and meet demands of the stakeholders.

  5.2.1 Business Need / Case

  The current internship management process at Asia Pacific College is heavily manual, leading to inefficiencies, delays, and fragmented communication across stakeholders. This outdated system increases the administrative burden on Internship Coordinators and hinders timely evaluations and document tracking, directly affecting the quality of internship experiences for students and oversight for partner companies. WASIMS is needed to modernize and digitize these operations by introducing a centralized platform that reduces errors, automates repetitive tasks, and enhances collaboration between academic and industry partners. With growing internship demands and the need for responsive systems, a smart, scalable, and AI-enabled solution is essential to support data-driven management and improve transparency, accountability, and student employability outcomes.

  5.2.2 Business Objectives

  The business objectives of the WASIMS project align with the identified non-monetary benefits and costs outlined in the Cost Benefit Analysis (CBA). These objectives include:

• Streamline Internship Processes: Reduce administrative burdens through automation of application, assignment, and intern performance tracking.

• Enhance Communication: Establish centralized portal for effective communication among Interns, Industry Partners, Internship Coordinator, and Program/Executive Directors.

• Data-Driven Solutions: Incorporate analytics to provide stakeholders with real-time insights on each document and reports and improve program outcomes.

• Scalability and Adaptability: Create a solution that easily scales and adapts to varying organization and industry sectors.

• 5.3 Project Description

  The current internship management process at Asia Pacific College (APC) is largely manual, involving repetitive tasks such as storing intern records, distributing evaluation forms, scheduling evaluations, and generating reports. These practices are time-consuming, error-prone, and inefficient. To address these challenges, the team is developing WASIMS: the Web-based Application for a Smart Internship Management System. WASIMS aims to streamline and digitalize the entire internship lifecycle through a centralized, user-friendly platform that improves coordination and task execution among all stakeholders: students, faculty, internship coordinators, and industry partners (IPs). WASIMS offers a range of smart features designed to enhance productivity and user experience, including:
  • A job board for Internship Coordinators to post openings from industry partners.
  • A digital submission portal for students to upload internship documents and final reports.
  • A scheduling tool for Online Internship Evaluations.
  • A feedback mechanism for IPs to evaluate interns, sign documents, and submit remarks digitally eliminating the need for email-based templates.
  • A grading system to assist Internship Coordinators in computing and assigning intern grades.
  • An AI-powered recommendation engine that suggests job placements to students based on their resumes.
  By automating key processes and reducing manual workload, WASIMS is expected to significantly increase efficiency, reduce turnaround times, and improve transparency throughout the internship process. Ultimately, the system will deliver value to all participants in the internship ecosystem—students, coordinators, industry partners, and academic heads—by minimizing operational friction and enabling data-driven decision-making.

  5.3.1 Project Objectives

  The project objectives for the web-based system called WASIMS is to create an Internship Management System for the Internship Department of Asia Pacific College. Currently all internship processes are being done manually, leading to inefficiencies and inconsistencies in the overall internship processes. The business objectives of the project are as follows, and will be achieved within one (1) year:

  • Ensure interns receive a real-time list of job openings from Industry Partners that highlight positions relevant to their specialization.

  • Eliminate email delivery issues with Industry Partners during evaluation season.

  • Eliminate the manual tracking of intern-submitted documents and reduce the number of manual updates done by the Internship Coordinator to two (2) steps.

  • Allow files to be stored in a centralized system for quick file access and retrieval procedures.

  • Ensure data availability for the Executive/Program Director upon the submission of the Intern’s reports.

  • 5.3.2 Requirements

  </ol> </li>
  To ensure the success of this project, the following requirements must be met: Functional Requirements:

  • User authentication and role management

  • Online application processing and document uploads

  • Evaluation Tracking

  • Scheduling functionality

  • Artificial intelligence for job recommendations on submitted resume

  • Reports for real-time analytics and reporting

  • Dedicated Resume Storage Bank with Skill Search

  Non-functional Requirements:

  • High availability and scalability

  • Responsive design suitable for desktop and mobile devices

  • Strong data security and compliance with relevant regulations

  • Regular backups and disaster recovery mechanisms

  Additional requirements may be added as the project progresses, with the approval of the project sponsors.

  5.3.3 Constraints

  The following constraints have been identified for the WASIMSS project:

  • The project must be developed between June 2024 and October 2025, aligning with the specified timeline or milestone to ensure timely completion.

  • Potential delays may occur due to unforeseen technical challenges or integration issues. The team will proactively address these challenges to minimize their impact on the project timeline.

  • Must meet data privacy and security standards (e.g., GDPR, APC’s data privacy notice)

  • Access to high-performance computers, design software, and project management tools is required to support project development. The project team will ensure that these resources are available and utilized effectively throughout the project duration.

  • The system is tailored specifically to the operational and workflow needs of the Internship Department of Asia Pacific College. All project specifications and features are based on real-world constraints and requests from this department, limiting generalizability beyond APC.

  • 5.3.4 Assumptions

  </ol> </li>
  Outlined below are the assumptions. By agreeing to and signing this document, all parties affirm the accuracy and validity of these assumptions:

  • The project team members will be available and committed to the project throughout its duration.

  • Regular input and feedback from academic and industry partners will be available throughout the said timeline.

  • The proposed technology stack is compatible with existing organizational IT standards.

  • Each user of the system is prepared to adapt to the new system once the project is implemented.

  • The project timeline will be sufficient to complete all phases, including requirements gathering, design, development, testing, and deployment.

  • The project will comply with all relevant regulations, policies, and standards of Asia Pacific College.

  • 5.3.5 Preliminary Scope Statement

  </ol> </li>
  WASIMS will cover the development and deployment of a web-based internship management solution that automates the internship life cycle from application through completion. The project will deliver a platform encompassing modules for user registration, application processing, internship assignment(s), intern performance evaluation and tracking, feedback collection, and data analytics. Offline integration and full-scale recruitment functionalities are excluded in this initial phase but may be considered in future enhancements.

  5.4 Risks

  The product owner, project manager, scrum master, development team, and document specialist will collaborate to identify and apply suitable strategies for mitigating and avoiding risks. The objective is to reduce the likelihood of the identified risks and ensure the project's successful completion. The following potential risks have been identified for the WASIMS project:

• Scope Creep: Uncontrolled expansion of features may impact schedule and costs.
  Mitigation: Enforce strict change management protocols.

• Technical Challenges: Potential integration issues with unforeseen technical hurdles.
  Mitigation: Early prototyping and iterative testing cycles.

• Resource Constraints: Delay in resource allocation or stakeholder input may disrupt timelines.
  Mitigation: Schedule regular reviews and maintain a backup resource plan.

• Data Security Risks: Breach of sensitive information such as intern’s personal information or any organization’s data may occur.
  Mitigation: Implement robust security measures and ensure compliance with industry standards.

• User Adoption: Resistance to change or inadequate training may limit project’s effectiveness.
  Mitigation: Provide comprehensive training material like User Manual and phased rollout with pilot testing.

• 5.5 Project Deliverables

</ol> </li></ol> The successful completion of the WASIMS project will result in the creation of the following deliverables.

• Fully functional web-based system

• Complete documentation for the project, which are the following:

</ol>

• Software Requirements Specification (SRS)

• Project Documentation (including use case diagram, database schemas, and data flow diagram.)

• User Manual

  • Company Profile

  • Business Case

  • Work Breakdown Structure

  • Stakeholders Strategy Management Plan

  • Scope Management Plan

  • Cost Management Plan

  • Schedule Management Plan

  • Human Resource Management Plan

  • Change Management Plan

  • Communications Management Plan

  • Quality Management Plan

  • Risk Management Plan

  • Procurement Management Plan

  • Implementation Management Plan

  • Sponsor Acceptance

• Signed a consolidated document by the project sponsor.

• 5.6 Summary Milestone Schedule

</ol> </li></ol> The following are the key milestones and their anticipated completion dates for the WASIMS project:

Summary Milestone Schedule
Project Milestone	Description	Targeted Date
System Proposal and Project Design	Team formation, identification of client problems, creation of Business Case and Project Charter, and approval.	March – July 2024
Business Process Documentation Phase	Identification of pain points per user, business process mapping, and early-stage prototyping.	May 2024
System Design & Architecture	Finalization of UI/UX wireframes, system architecture, data flow, activity diagrams, use case diagrams, ERDs, and RBAC.	August – November 2024
Development Phase	Core system development: frontend, backend, database, tech stack implementation, and partial feature rollout.	November 2024 – March 2025
Project Management and Testing Phase	Monitoring, QA testing, risk tracking, documentation finalization, and user acceptance testing.	March – July 2025
Pilot Launch	Limited rollout for feedback and user acceptance testing	August - October 2025
Full Deployment	Official full-scale rollout to all target users.	October 2025
Post-Launch Review	Collect feedback, analyze performance, and plan necessary iterations.	November 2025

5.7 Summary Budget

The following is the summary budget for the WASIMS project:

Subject	Planned
Software Cost	PHP 50,000
Hardware Costs	PHP 500,000
Contingency Cost	PHP 250,000
Miscellaneous Cost	PHP 200,000
Ongoing Maintenance Cost (Annual)	PHP 345,000
Training Cost	PHP 75,000
Deployment Cost	PHP 142,500
Testing Cost	PHP 50,000
Development Cost	PHP 5,000,000
Total	PHP 6,612,500

5.8 Project Approval Requirements

The project plan will be submitted and approved in accordance with the milestone schedule below. Upon approval of the project plan resources will be assigned to the project and work will commence within 5 business days. The Project Sponsor must approve any schedule changes which may impact milestones.

5.9 Project Manager

The Project Manager is hereby authorized to interface with management as required, negotiate for resources, delegate responsibilities within the framework of the project, and to communicate with all contractors and management, as required, to ensure successful and timely completion of the project. The Project Manager is responsible for developing the project plan, monitoring the schedule, cost, and scope of the project during implementation, and maintaining control over the project by measuring performance and taking corrective action.

6. Stakeholders Management Strategy

6.1 Introduction

The Stakeholder Management Plan defines the structured approach for identifying, analyzing, engaging, and managing stakeholders throughout the lifecycle of the Web Application for a Smart Internship Management System (WASIMS) project at Asia Pacific College (APC). It outlines the roles, interests, and expectations of each stakeholder group to ensure their concerns are addressed and their involvement is sustained. By fostering open communication, accountability, and collaboration among key parties, this plan helps ensure that the development and implementation of the system align with the goals of the Internship Program while also improving stakeholder satisfaction and project outcomes. WASIMS is being developed to improve the efficiency, transparency, and overall experience of managing internships at APC. The system offers a range of features, including real-time progress tracking of intern deliverables, automated performance evaluation forms for Industry Partners, report generation tools for Internship Coordinators and Program Directors, and an AI-powered job-matching module that recommends suitable roles to interns based on their resumes. These integrated capabilities are designed to reduce manual workloads, improve communication between stakeholders, and support data-driven decision-making, ultimately transforming how internships are managed at APC.

6.2 Identify Stakeholders

Primary Stakeholders:
• Internship Coordinator (IC): Their primary interest lies in managing the whole internship program at Asia Pacific College (APC). They are responsible for tracking intern’s progress, distributing intern performance evaluation forms on each Industry Partner (IP), and generating reports that summarize the whole internship program.
• Interns: Their interest lies in applying their academic skills into the work industry. They are responsible for submitting the required deliverables that the Internship Coordinator distributed and giving feedback on the internship experience.
• Industry Partner (IP): Their interest lies in mentoring the interns throughout the internship program. They are responsible for evaluating interns’ performance each term (e.g. Skill Rating, Improvements, etc.). They are also responsible for communicating with Internship Coordinator (IP) specifically when they are about to submit the evaluation forms.
• Program/Executive Director (PD/ExD): Their interest lies in generated reports that the Internship Coordinator (IC) submitted from start to end. They are responsible for making decisions on how to improve the internship program. They are also responsible for viewing interns’ important documents (e.g., Intern Midterm/Final Document).
Secondary Stakeholders:

• Asia Pacific College Administration: Their interest lies in a program that strengthens the SA program, improves student support services, and potentially reduces administrative burden.

• Future Website Developers: Their interest lies in a well-documented and modular system that allows for future enhancements, such as mobile app integration or skill development tracking.

  6.3 Key Stakeholders

The web-based system, WASIMS, for Internship Management involves several key stakeholders at Asia Pacific College. Understanding their roles and needs is crucial for the system's successful development and deployment. The following are the key stakeholders and their details:
1. Internship Coordinator (IC):

• The IP oversees the entire internship program and plays a crucial role in internship management.

• The IP will be responsible for monitoring intern’s progress, managing each evaluation forms submitted by the IP, and encoding intern’s grade.

• The IP is the one who can only generate reports of overall internship program.

• The IP is the point of contact for students and partners in case of any concern.

• Interns:

</ol>

• Interns are the primary users of the system, relying on it to receive each required deliverable distributed by the IP.

• Their experience with the system directly impacts on their productivity and satisfaction.

• User feedback from Intern is essential to refine the system’s usability.

• This is where interns will be able to upload their documents for future basis.

• Industry Partner (IP):

</ol>

• The IP oversees the entire performance of the intern throughout the Internship Program.

• User feedback from an Industry Partner is essential to refining the system’s usability.

• Program/Executive Director (PD/ExD):

</ol>

• The Program/Executive Director plays the critical role of viewing the reports on the entire internship program provided by the IC.

• User feedback from the Program/Executive Director directly impacts the system’s usability.

By actively engaging these key stakeholders throughout the development process, WASIMS can be tailored to meet their specific needs and ensure a smooth and efficient task assignment experience for all parties involved.

Name	Position	Department	Project Role	Contact Info
Ms. Unica Althea Iranta	Business Owner	External	Main User	[email protected]
Interns	Customer	External	Users
Industry Partners	Customer	External	Users
Ms. Rhea Valbuena	Customer	External	User	[email protected]

6.4 Stakeholder Analysis

Name	Department/ Company	Position	Adviser	Objectives, Requirements, Interests	Influence	Project Contribution	Resistance
Ms. Unica Althea Iranta	Career Services Office	Internship Coordinator	Executive Director, Academic Services, Careers and Services Office, Partner	Improve system productivity, increase stakeholder engagement, enhance student participation, and ensure data availability for decision-making.	Highest influence: can make decisions and suggest changes	Provides input to improve the internship management system; approves deliverables; system revolves around suggestions; Stakeholder Leads	Concerned about process changes
Mr. Ryan John Perez	ITRO	ITRO Developer	Executive Director, Academic Services, President of APC	Ensure timely documentation and development feedback, support system scalability and maintain system integrity.	High influence; can make decisions and suggest changes	Provides advice on areas for improvement on documentation and development of the project; can approve changes	Concerned about deployment and development changes
Students	Asia Pacific College	Student	Internship Coordinator, Partners, Executive Director	Improve accessibility and quality of job listings, enhance internship opportunities, and increase relevance to student career goals.	Moderate Influence; Has influence and can suggest changes	Gives some insights to improve development of Internship Management, critiques changes	Concerned about process changes
Ms. Rhea Valbuena	School of Computing and Information Technologies	Executive Director	President of APC	Enhance data visibility, strengthen industry partnerships, and improve overall internship quality for program alignment.	Moderate Influence; Has influence and can suggest major changes	Provides advice on areas for improvement on what to improve in the development of Internship Management system	Concerned about disruptions during the project
Ms. Jo Anne De la Cuesta	Academic Services	Executive Director	Executive Director, Academic Council, President	Data availability, increase partner engagement, increase overall quality of internship	Moderate Influence; can suggest changes	Provides advice on areas for improvement to improve Internship Management on Reports and Partner Feedback	Concerned about implementation of project
Industry Partners	Partner Company	HR, Supervisor	N/A	Increase Productivity, Increase Internship Quality, improve accessibility of resume bank and intern documents, Improved grading system for interns	Moderate influence; has influence and can suggest changes	Provides advice on areas for improvement on current system used in internship programs and partner support	Concerned about process changes
Ms. Wednesday Gardon	School of Computing and Information Technologies	Program Director, Academic Council, IT Faculty	Executive Director of SoCIT	Provide innovative strategies for system improvement and ensure quality feedback for documentation processes.	Moderate Influence; Has influence and can suggest changes	Give us some advice to improve Internship Management via Innovation	Concerned about documentation and development changes
Dr. Manuel Calimlim	School of Computing and Information Technologies	IT Faculty	Executive Director of SoCIT, Program Director	Document Approvals, Suggestions, Feedback	Moderate Influence; can suggest changes	Give us some advice to improve documentation of Internship Management	Concerned about project UI Changes and UX
Mr. Jose Quesada	School of Computing and Information Technologies	IT Faculty	Executive Director of SoCIT, Program Director	Document Approvals, Suggestions, Feedback	Low Influence; can suggest changes	Give us some advice to improve documentation of Internship Management	Concerned about deployment and development changes
Mr. Sebastian Sanchez	School of Computing and Information Technologies	IT Faculty	Executive Director of SoCIT, Program Director	Document Approvals, Suggestions, Feedback	Low Influence; can suggest changes	Give us some advice to improve documentation of Internship Management	Concerned about deployment and development changes

7. Scope Management Plan

7.1 Introduction

This Scope Management Plan outlines the processes and procedures to ensure that the WASIMS (Web-Based Application for a SMART Internship Management System) project includes all the work required, and only the work required, to complete the project successfully. WASIMS is a centralized web platform designed to modernize and streamline the management of internship programs at Asia Pacific College (APC). The current manual processes for internship management are inefficient, prone to inconsistencies, and time-consuming. WASIMS aims to address these challenges by automating critical functions such as intern tracking, performance evaluation, document submissions, and communication among stakeholders. A key innovation is the integration of an AI-powered job recommendation engine. This plan will detail how the project scope will be defined, developed, monitored, controlled, and verified. Effective scope management is critical to ensure the project meets its objectives, stays within budget and schedule, and delivers value to all stakeholders.

7.2 Scope Management Approach

The scope management approach for the WASIMS project will be proactive and align with the project's objectives and stakeholder expectations. The following outlines how the project’s scope will be managed:
• Scope Definition: The project scope will be defined through a comprehensive Project Scope Statement, which will be derived from the project charter, business case, and stakeholder requirements. This will include project objectives, deliverables, acceptance criteria, exclusions, constraints, and assumptions.
• WBS Creation: A detailed Work Breakdown Structure (WBS) will be developed to decompose the project deliverables and work into smaller, more manageable components. The WBS will serve as a foundation for project planning, scheduling, cost estimating, and control.
• Scope Baseline: Once the Project Scope Statement and WBS are approved, they will form the scope baseline. All future project decisions and change requests will be evaluated against this baseline.
• Scope Verification: Formal processes will be established to obtain stakeholders' formal acceptance of completed project deliverables. This will involve reviewing deliverables against the documented requirements and acceptance criteria.
• Scope Control: A defined change control process will be implemented to manage any changes to the project scope. All change requests will be documented, evaluated for their impact on project objectives, schedule, cost, and quality, and then approved or rejected by the designated authority.
The Project Manager, Daniel Ramolete, will have the primary responsibility for managing the project scope, working closely with the Project Sponsor, Ms. Unica Althea Iranta, and other key stakeholders to ensure alignment and manage expectations.

7.3 Roles and Responsibilities

The following table outlines the key roles and responsibilities for scope management in the WASIMS project:

Role	Name(s)	Responsibilities in Scope Management
Project Sponsor	Ms. Unica Althea Iranta	Provides overall project direction, champions the project, approves the final project scope and any significant changes to it, and formally accepts project deliverables.
Project Manager	Daniel Ramolete	Responsible for defining, managing, and controlling the project scope. Facilitates scope definition, develops the Scope Management Plan and WBS, tracks scope performance, manages scope change requests, and ensures stakeholder agreement on scope.
Project Adviser	Mr. Ryan John Perez	Provides guidance and expertise on project scope, reviews scope-related documentation, and assists in resolving scope-related issues.
Solutions Architect	Danziel Cempron	Contributes to system architecture, innovative solutions, and DevOps integration.
Scrum Master	Edwin Gumba Jr.	Facilitates Scrum ceremonies and ensures adherence to the sprint plan and Agile practices.
Dev Lead	Місhеаl Vіnсе Таріru	Oversees the entire development process, ensuring code quality and task delegation.
Front End Developer and UI/UX	Kenett Fernandez	Designs user-friendly interfaces, creates wireframes and mockups, and implements responsive frontend UI.
Doc Specialist and Developer	JM Gonzales	Manages and prepares all technical and user documentation; assists in software development.
Full Stack Developers	Edwin Gumba Jr., Michael Vіnсе Таріru, John Michael Gonzales, Danziel Cempron, Kenett Fernandez	Develop the complete web application, covering both frontend and backend functionalities.
Key Stakeholders (Internship Coordinator, Interns, Industry Partners, Program/Executive Directors)	Ms. Unica Althea Iranta, Interns, Industry Partners, Ms. Rhea Valbuena, Ms. Jo Anne De la Cuesta, Ms. Wednesday Gardon, Dr. Manuel Calimlim, Mr. Jose Quesada, Mr. Sebastian Sanchez	Participate in scope definition, provide requirements and feedback, review and approve deliverables as appropriate, and participate in scope verification and change control processes. Their input is crucial for ensuring the project delivers the expected value.

7.4 Scope Definition

The scope of the WASIMS project is to design, develop, and deploy a web-based application to streamline and automate the internship management processes at Asia Pacific College. The system will cater to the needs of Internship Coordinators, Interns, Industry Partners, and Program/Executive Directors. Key features and functionalities will include:
• User authentication and role-based access control.
• A job board for posting internship openings.
• Online application processing and digital submission portal for intern documents and reports.
• Real-time tracking of intern progress and deliverables.
• Automated performance evaluation forms and a digital feedback mechanism for Industry Partners.
• A scheduling tool for Online Internship Evaluations.
• A grading system to assist Internship Coordinators.
• An AI-powered job recommendation engine based on intern resumes.
• Report generation tools for Internship Coordinators and Program/Executive Directors, including real-time analytics.
• A dedicated resume storage bank with skill search capabilities.
• Centralized communication features.
The project will involve the full software development lifecycle, from requirements gathering and design to development, testing, deployment, and initial post-launch support.

• 7.5 Project Scope Statement

• 7.5.1 Project Scope Description

</ol> </li></ol> The WASIMS project aims to develop and implement a comprehensive web-based system to modernize the internship management process at Asia Pacific College. This system will replace current manual, time-consuming processes, thereby increasing efficiency, transparency, and satisfaction for all stakeholders (Internship Coordinators, Interns, Industry Partners, and Program/Executive Directors). Key functionalities include automated intern tracking, streamlined evaluation processes, AI-driven job matching, centralized document management, and robust reporting capabilities. The project will follow an agile development approach, with iterative development and regular feedback from stakeholders.

7.5.2 Project Acceptance Criteria

The WASIMS project will be considered successful upon meeting the following criteria:

• Functional Requirements: All specified functional requirements as detailed in the Software Requirements Specification (SRS) document are implemented and tested successfully.

• Performance: The system meets predefined performance benchmarks, including response times and concurrent user load, as agreed with stakeholders.

• Usability: The system is user-friendly and intuitive for all user roles, confirmed through User Acceptance Testing (UAT) and feedback surveys.

• Reliability: The system demonstrates high availability and stability in the production environment.

• Stakeholder Satisfaction: Key stakeholders, particularly the Project Sponsor (Internship Coordinator), formally accept the deployed system and confirm that it meets their primary needs and objectives.

• Project Objectives Met:  

• Interns receive a real-time list of relevant job openings.

• Email delivery issues with Industry Partners during evaluation are eliminated.

• Manual tracking of intern documents is eliminated, reducing Internship Coordinator updates to two steps.

• Files are stored in a centralized system for quick access.

• Data is readily available for the Executive/Program Director.

• Documentation: All required project documentation (SRS, User Manual, etc.) is completed and approved.

• 7.5.3 Project Deliverables

</ol> </li>
The primary deliverables for the WASIMS project include:

1. Fully Functional Web-Based System (WASIMS): A deployed and operational internship management system with all features defined in the scope.

2. Project Management Documents:  

• Scope Management Plan (this document)  

• Project Charter

• Business Case  

• Stakeholder Management Strategy Plan

• Work Breakdown Structure

• Schedule Management Plan

• Cost Management Plan

• Quality Management Plan

• Risk Management Plan

• Procurement Management Plan

• Human Resource Plan

• Change Management Plan

• Communications Management Plan

• Implementation Plan  

3. Technical Documentation:

• Software Requirements Specification (SRS)

• System Architecture Design

• Database Schemas

• Data Flow Diagrams

• Use Case Diagrams  

4. User Documentation:

• User Manual

• Training Materials (if applicable)

5. Test Documentation:

• Test Plans

• Test Cases

• UAT Sign-off

6. Sponsor Acceptance: Signed document by the project sponsor confirming formal acceptance of the project deliverables.

7. 7.5.4 Project Exclusions

</li></ol> The following are explicitly excluded from the scope of the WASIMS project:

• Development of a native mobile application (though the web application will have a responsive design for mobile devices).

• Full-scale recruitment functionalities beyond the internship matching and management (e.g., general HR recruitment features).

• Integration with all existing APC systems beyond what is explicitly agreed upon for core functionality. Any further integrations may be considered future enhancements.

• Hardware procurement or infrastructure setup beyond standard deployment requirements on the chosen hosting platform.

• Ongoing operational support and maintenance beyond an initial agreed-upon post-launch period (details to be defined in a separate Service Level Agreement or maintenance plan).

• 7.5.5 Project Constraints

</ol> </li>
The WASIMS project will be executed under the following constraints:

• Timeline: The project must be developed and deployed between June 2024 and

October 2025. (Note: Business Case lists June 2024 to June 2025, Project Charter Milestones align more with October 2025. This plan will assume the October 2025 end date as per the latest Project Charter).

• Budget: The project must adhere to the budget outlined in the Cost Management Plan, with total initial costs estimated at PHP 3,612,500.00.

• Resources: The project team consists of the identified members. Access to necessary software, hardware, and stakeholder availability for input and feedback is required.

• Technology Stack: The system will be developed using JavaScript, TypeScript, PHP, Laravel framework, and PostgreSQL database, hosted on Namecheap.

Visual Studio Code will be used for coding. Web server technologies like Laravel Herd and Docker will be used for local testing.

• Compliance: The system must comply with Asia Pacific College's data privacy policies and relevant data protection regulations (e.g., GDPR, APC’s data privacy notice).

• Specificity: The system is tailored specifically to the operational and workflow needs of the Internship Department of Asia Pacific College.

• 7.5.6 Project Assumptions

</ol> </li>
The following assumptions are made for the WASIMS project:

• The project team members possess the necessary skills and will be available and committed throughout the project duration.

• Stakeholders, including the Project Sponsor and end-users, will provide timely input, feedback, and participation in requirements gathering, reviews, and testing.

• The defined technology stack is appropriate and compatible with APC’s existing IT infrastructure where necessary and will support the project's requirements.

• The project will receive necessary support from APC administration and IT department for deployment and integration.

• Users will be prepared to adapt to the new system once implemented, with adequate training provided.

• The scope baseline will remain relatively stable, with changes managed through the formal change control process.

• The project timeline is sufficient for completing all phases, including requirements gathering, design, development, testing, and deployment.

• 7.6 Work Breakdown Structure (WBS)

</ol> </li>
A detailed Work Breakdown Structure (WBS) will be created to break down the project into manageable work packages. The WBS will follow a hierarchical structure, the main phases will likely include:
1. Project Initiation  

1. Define Project Scope, Objectives, and Preliminary Requirements

2. Develop Business Case  

3. Develop Project Charter  

4. Obtain Project Approval  

2. Project Planning  

1. Develop Project Management Plans (Scope, Schedule, Cost, Quality, Risk, etc.)  

2. Detailed System Architecture Design  

3. Software Requirements Specification (SRS) Finalization  

4. UI/UX Design and Wireframes  

3. Project Execution (Iterative Sprints/Phases)  

1. Development Environment Setup  

2. Front-end Development  

3. Back-end Development (including database and API)  

4. AI Job Matching Module Development  

5. Integration of Modules  

6. Unit Testing and Quality Assurance (ongoing)  

7. Documentation Development (User Manual, Technical Docs)  

4. Monitoring and Controlling (Ongoing throughout Execution)  

1. Project Progress and Milestones Monitoring  

2. Resource Utilization Tracking

3. Risk and Issue Monitoring and Resolution  

4. Quality Control and System Testing  

5. Change Control Management  

6. Stakeholder Communication and Reporting

5. Pilot Launch / User Acceptance Testing (UAT)  

   1. System Testing and Quality Assurance Completion  

2. Limited Rollout to Pilot Users  

3. User Acceptance Testing (UAT) Execution  

4. Feedback Collection and Analysis

6. Full Deployment  

1. Final System Adjustments based on UAT feedback  

2. Full Scale Rollout to all Target Users  

3. Data Migration (if applicable)

7. Project Closure  

1. Finalize and Deliver all Project Documentation  

2. Obtain Formal Acceptance from Project Sponsor  

3. Archive Project Files and Resources  

4. Conduct Post-Launch Review and Lessons Learned  

Handover Project Deliverables to Operations/Maintenance Team (The WBS will be further detailed into specific tasks and activities with assigned responsibilities and estimated durations.)

7.7 Scope Verification

Scope verification is the process of obtaining formal acceptance of the completed project scope and deliverables from the relevant stakeholders, primarily the Project Sponsor. For the WASIMS project, scope verification will involve:
• Deliverable Reviews: Each major deliverable (e.g., SRS, design documents, system modules, final system) will be reviewed by the Project Manager, Project Sponsor, and other designated stakeholders against the agreed-upon requirements and acceptance criteria.
• Inspections and Walkthroughs: The project team will conduct walkthroughs and demonstrations of system functionalities at key milestones to ensure they meet stakeholder expectations.
• Testing: Rigorous testing, including unit testing, integration testing, system testing, and User Acceptance Testing (UAT), will be performed to verify that the system functions as specified and is free of major defects.
• Formal Acceptance Documentation: Successful completion of deliverables and UAT will be documented through formal sign-offs from the Project Sponsor or their delegates. This confirms that the deliverables meet the specified requirements and are accepted.
• Work Performance Measurements: Progress will be tracked against the scope baseline. Any deviations will be identified and addressed through the scope control process.
The Project Manager will be responsible for planning and facilitating scope verification activities and obtaining the necessary formal acceptances.

7.8 Scope Control

Scope control is concerned with influencing the factors that create scope changes and controlling the impact of those changes. The process for managing scope changes for the WASIMS project will be as follows:
1. Change Request Submission: Any stakeholder or project team member can request a change to the project scope by submitting a formal Change Request Form. This form will detail the proposed change, the justification for the change, and its anticipated benefits or impacts.
2. Change Request Review: The Project Manager will log and review all change requests to understand their nature and potential impact on the project's scope, schedule, cost, quality, and risks.
3. Impact Assessment: The Project Manager, in consultation with the project team and relevant stakeholders (including the Project Adviser), will conduct a thorough impact assessment of the proposed change.
4. Approval/Rejection: Minor changes with minimal impact might be approved by the Project Manager. Significant changes that affect the scope baseline, cost, or schedule will be presented to the Project Sponsor (and potentially a Change Control Board if established) for approval or rejection.
5. Update Project Documents: If a change request is approved, the Project Manager will update the Project Scope Statement, WBS, schedule, budget, and other relevant project documents to reflect the approved change. This updated scope will be communicated to all stakeholders.
6. Implementation: Approved changes will be implemented, monitored, and controlled as part of the ongoing project execution.
7. Communication: The status of all change requests (submitted, under review, approved, rejected, implemented) will be communicated to stakeholders regularly. Uncontrolled expansion of features (scope creep) will be mitigated through strict adherence to this change management protocol.
8. Sponsor Acceptance: Formal acceptance of the project's final deliverables by the Project Sponsor, Ms. Unica Althea Iranta, signifies the successful completion of the WASIMS project according to the agreed-upon scope.
The process for sponsor acceptance will include:
1. Final Deliverable Review: Submission of all project deliverables, including the fully deployed WASIMS system and all required documentation, to the Project Sponsor for final review.

2. Verification Against Scope Baseline: Confirmation that all deliverables align with the approved scope baseline, including any approved changes.

3. Confirmation of Acceptance Criteria Met: Verification that all project acceptance criteria have been successfully met.

1. Formal Sign-off: The Project Sponsor will provide a formal written sign-off (Sponsor Acceptance Form) indicating their acceptance of the project deliverables and the closure of the project.
This formal acceptance is a critical milestone that marks the official end of the project execution phase.

8. Cost Management Plan

8.1 Introduction

The Cost Management Plan for the WASIMS (Web-Based Application for a SMART Internship Management System) project at Asia Pacific College (APC) is designed to ensure efficient and effective management of project costs throughout its lifecycle. This plan outlines the strategies, procedures, and responsibilities for measuring, controlling, and reporting project costs to ensure the project is completed within the approved budget.  

8.2 Cost Management Approach

The WASIMS project will adopt a Work Breakdown Structure (WBS) to manage costs effectively. Cost accounts will be established for each major deliverables, such as:
• Development of the web-based application (WASIMS)
• Integration of the AI-powered job recommendation engine
• System testing and quality assurance
• Deployment of the system
• Training for Internship Coordinators, Interns, Industry Partners, and Program/Executive Directors
Cost performance will be monitored by comparing actual costs incurred against the budgeted costs for each cost account. Variances will be analyzed, and corrective actions will be implemented if necessary to mitigate negative impacts on the project budget. A Cost Performance Index (CPI) will be utilized as a key metric to track cost performance throughout the project lifecycle. Monthly cost performance reports will be generated by the Project Manager and presented to the Project Sponsor and relevant stakeholders.  

8.3 Measuring Project Costs for WASIMS

Project costs for the WASIMS project will be measured using Earned Value Management (EVM) techniques. EVM will track the project's progress against the planned schedule and budget, providing crucial insights into cost and schedule variances, thus enabling proactive project control.   The following EVM metrics will be used:
• Schedule Variance (SV): Measures the difference between the earned value (EV) and the planned value (PV).  

• EV = Budgeted Cost of Work Performed o PV = Budgeted Cost of Work Scheduled o Formula: SV=EV−PV  

• Interpretation: A positive SV indicates the project is ahead of schedule, while a negative SV indicates the project is behind schedule.  

• Cost Variance (CV): Measures the difference between the earned value (EV) and the actual cost (AC).  

• AC = Actual Cost of Work Performed o Formula: CV=EV−AC  

• Interpretation: A positive CV indicates the project is under budget, while a negative CV indicates the project is over budget.  

• Schedule Performance Index (SPI): Measures the efficiency of the project in terms of schedule performance. o Formula: SPI=EV/PV  
• Interpretation: An SPI greater than 1 indicates the project is ahead of schedule, while an SPI less than 1 indicates the project is behind schedule.  
• Cost Performance Index (CPI): Measures the efficiency of the project in terms of cost performance.  

• Formula: CPI=EV/AC  

• Interpretation: A CPI greater than 1 indicates the project is under budget, while a CPI less than 1 indicates the project is over budget.  

These metrics will be tracked down and calculated regularly (e.g., bi-weekly or monthly) to provide timely insights into the project's cost and schedule performance. The project team, led by the Project Manager, will use this information to identify any deviations from the plan and take corrective actions as needed. For example, if the SPI is less than 1, the team may need to evaluate options to accelerate the project schedule or reallocate resources. If the CPI is less than 1, the team will investigate cost-saving measures or, if necessary, prepare a formal request for budget adjustments through the Cost Change Control Process.  

8.4 Reporting Format

The reporting format for the cost management plan of the WASIMS project will be a monthly Cost Performance Report presented by the Project Manager (Daniel Ramolete) to the stakeholders, including the Project Sponsor (Unica Althea Iranta) and Project Adviser (Ryan John Perez). The report will be designed to be easily understandable and accessible, providing a clear overview of the project's financial health.   The report will include the following elements:
• Summary: An overview of the project's cost performance for the reporting period and cumulatively highlighting any significant budget changes and comparing actual costs to the budgeted amounts.  
• Cost Elements: A breakdown of project costs into major categories as defined in the project budget (e.g., Development Cost, Hardware Cost, Software Cost, Testing Cost, Deployment Cost, Training Cost, Ongoing Maintenance Cost, Miscellaneous Cost, Contingency Cost).  
• Cost Baseline: The original approved project budget (Total Initial Costs: PHP 3,612,500.00), cost estimates for each element, and any approved revisions to the baseline budget.  
• Cost Variance (CV) and Schedule Variance (SV): An examination of the differences between actual performance and the baseline budget and schedule. This section will identify positive or negative variances and explain the factors contributing to these variances.  
• Cost Performance Index (CPI) and Schedule Performance Index (SPI):
Calculation and interpretation of these indices to provide a measure of efficiency.
• Cost Forecast: A projected Estimate at Completion (EAC) and Estimate to Complete (ETC) for the remaining work based on current performance, considering anticipated changes in project scope, schedule, and resources. This section will also identify potential risks impacting future costs.  
• Analysis: A detailed examination of cost trends, patterns, and deviations. This will include an evaluation of any cost-saving measures implemented or overruns incurred, and present recommendations for corrective actions or adjustments to the cost management approach.  
• Visual Aids: Tables, charts (e.g., S-curves, variance trends), and graphs will be utilized to present cost data in a clear and concise manner, facilitating the visualization of cost variances, trends, and forecasts.  
• Risks and Opportunities: A summary of the identified risks and opportunities related to the cost of the project, including any updates to the risk register that have cost implications.  

• Approval and Sign-off: A section for the Project Manager and Project Sponsor to review, approve, and sign off on the cost performance report.  

• 8.5 Cost Variance Response Process

</ol> </li>
The Cost Variance Response Process for the WASIMS project is as follows:

1. Identify the Cost Variance: The Project Manager will continuously monitor and track all project costs, comparing them against the budgeted amounts outlined in the Cost Baseline. A cost variance will be identified if the actual costs deviate from the budgeted costs by a predetermined threshold (e.g., +/- 10% for a specific WBS element or +/- 5% for the total budget), which will be established during the detailed project planning phase.  

2. Analyze the Cost Variance: Upon identifying a cost variance, the Project Manager and relevant team members will conduct a thorough analysis to determine the root cause(s) of the deviation. This analysis will involve reviewing the WBS, cost estimates, resource allocations, and actual expenditures. Consultation with project team members (Edwin Gumba Jr., Місhеаl Vіnсе Таріru, John Michael Gonzales, Danziel Cempron, Kenett Fernandez) and the Project Adviser may be necessary.  

3. Develop Options: Based on the analysis, the project team will brainstorm and develop a range of options to address deviation. These options may include: Reducing or re-scoping project features (if acceptable to stakeholders). Adjusting resource assignments or exploring more cost-effective resource options. Implementing specific cost-saving measures (e.g., optimizing tool usage, renegotiating with suppliers if applicable). Requesting additional funds through the Cost Change Control Process if the variance is due to approved scope changes or unavoidable external factors.

4. Evaluate Options: The Project Manager will evaluate each option based on its feasibility, effectiveness, and potential impact on the project's overall objectives, timeline, quality, and risks. The evaluation will consider the cost and benefits of each option.  

5. Implement Chosen Option: The Project Manager will present the evaluated options and a recommendation to the Project Sponsor for approval. Once approved, the project team will proceed with implementing the chosen option. This may involve updating the project plan, budget, and resource allocations.  

6. Monitor Progress: The Project Manager will closely monitor the implementation of the chosen option to ensure its effectiveness in addressing the cost variance. Regular progress reports will track the actual costs against the revised budget.  

7. Communicate Status: Throughout the cost variance response process, the Project Manager will maintain open and transparent communication with all relevant stakeholders, including the Project Sponsor and Project Adviser, providing regular updates on the status of the cost variance, the chosen solution, and its progress.  

8. 8.6 Cost Change Control Process

</li></ol> The Cost Change Control Process for the WASIMS project will be as follows:

1. Request for Cost Change: Any team member or stakeholder (including the Project Sponsor, Project Adviser, Internship Coordinators, etc.) who identifies a potential change that may impact on the project budget or costs must submit a formal request using a designated Cost Change Request Form. The form should include a detailed description of the proposed change, the reasons for the change, its benefits, and a quantitative assessment of the expected impact on the project budget and schedule.  

2. Initial Assessment: Upon receiving a Cost Change Request, the Project Manager (Daniel Ramolete) conducts an initial assessment to determine the potential impact of the proposed change on the project's budget, schedule, scope, and quality. This involves reviewing the request, consulting with relevant team members, and analyzing potential risks and benefits.  

3. Analysis of the Cost Change: If the initial assessment indicates a significant impact, the Project Manager will conduct a more detailed analysis. This includes a thorough evaluation of financial implications (estimating additional costs or savings), impact on the project timeline, resource requirements, and potential risks or mitigation strategies. Consultations with technical leads (e.g., Development Lead, Data Solutions Architect) or the Project Adviser may be required.  

4. Cost Change Approval: The Project Manager will present the Cost Change Request, along with the analysis and recommendations, to a Change Control Board (CCB) for review and approval. For the WASIMS project, the CCB will likely consist of the Project Sponsor (Unica Althea Iranta), Project Adviser (Ryan John Perez), and potentially key representatives from Asia Pacific College management or relevant departments if the change significantly impacts broader institutional resources or policies. The CCB will evaluate the proposed change based on its alignment with project objectives, impact on budget and schedule, and overall risks and benefits, then decide to approve, reject, or defer the request.  

5. Implementation of the Cost Change: If the cost change request is approved, the Project Manager will develop an implementation plan detailing steps, timeline, and resources. The Cost Baseline and other relevant project documents will be updated. The implementation plan will be communicated to the project team and stakeholders.  

6. Cost Change Monitoring: The Project Manager will closely monitor the implementation of the cost change to ensure it is completed according to the approved plan and within the revised budget. Actual costs will be tracked against the revised budget.  

7. Reporting on the Cost Change: The Project Manager will provide regular reports on the status of the cost change to the CCB and other relevant stakeholders. These reports will include updates on implementation progress, actual costs incurred, and any variances. 

8. 8.7 Project Budget

</li></ol> The budget for the WASIMS project is based on the Cost-Benefit Analysis provided in the Business Case. The costs are as follows:

Particulars	Total Cost (PHP)	Notes
Development Cost	5,000,000.00
Hardware Cost	500,000.00
Software Cost	50,000.00
Testing Cost	50,000.00
Deployment Cost	142,500.00
Training Cost	75,000.00
Ongoing Maintenance Cost (Annual)	345,000.00
Miscellaneous Cost	200,000.00
Contingency Cost	250,000.00
Total Initial Costs	6,612,500.00	Excluding Ongoing Maintenance
Total Costs (3 Years)	7,647,500.00	(Initial Costs + 3 * Annual Maintenance)

Detailed Cost Breakdowns: Development Cost: PHP 5,000,000.00  

Team Member		Estimated Cost (PHP)		Estimated Per-Hour Salary (PHP) (Monthly / 173.33 hrs) In a Year (2080 hrs)		Notes
Daniel Ramolete (PM/PO)						~₱75k/mo; Project planning, sprint management, backlog grooming, stakeholder comms.
Danziel T. Cempron (Full stack/Solutions Architect)						~₱90k/mo; System architecture design, core development, technical guidance.
Michael Vіnсе C. Tapiru (Full-stack/Dev Lead)						~₱70k/mo; Leading development tasks, code reviews, team coordination, development.
Edwin De Vera Gumba (Full stack/Scrum Master)						~₱65k/mo; Facilitating scrum ceremonies, removing impediments, development.
Kenett Miranda Fernandez (Front-end Developer)						~₱50k/mo; UI/UX implementation, front-end logic development.
John Michael Gonzales (Doc Specialist/Developer)						~₱40k/mo; Technical documentation, API docs, minor development tasks.
Specialized API Subscriptions / Cloud Dev Services				minor cloud service fees for dev/test environments (Lambda, Functions).
Stock Assets / Font Licenses				Purchase of licenses for digital assets.
Short-term Specialist Consultation (if needed)				Brief consultation with a security expert or a specialized database admin.
Estimated Cost (actual)
Estimated Cost (rounded)
Percent buffer of actual estimated cost

Hardware Cost: PHP 500,000.00  

Server
1 x Mid-Range Physical Server OR Cloud Reserved Instance (initial)	250,000.00	Dell PowerEdge T350/R350 or equivalent for on-premises staging/backup; or initial payment for 1-yr/3-yr reserved cloud computing instances.
Development Laptops (estimated 3 new units)
3 x Laptops (Core i5/Ryzen 5, 16GB RAM, 512GB SSD)	150,000.00	For team members, they need capable development machines.
Networking Equipment
1 x Business-grade Router/Firewall	15,000.00	MikroTik, Ubiquiti EdgeRouter.
1 x 16/24-port Gigabit Switch & Patch Cables	15,000.00	For local office network primarily on-premises development.
Unallocated/Peripherals/Backup
2 x External Monitors (24-inch)	20,000.00	For developers, they need dual screens.
2 x UPS Units (Uninterruptible Power Supply)	20,000.00	For critical development machines or small servers.
1 x Network Attached Storage (NAS) - Small (2-bay, 4TB)	30,000.00	For local backups of development work, shared files.

Software Cost: PHP 50,000.00  

IDE Licenses/Plugins
VS Pro (1 license)	12,000.00	Annual subscriptions.
VS Code Premium Plugins (GitHub Copilot for 2-3 users, annual)	8,000.00	For enhanced productivity.
Project Management/Collaboration Software
Jira Standard (up to 10 users, annual)	10,000.00	Cloud-based project tracking.
Slack/Teams (Basic paid features for team comms)	5,000.00	Microsoft 365 Business subscription.
Design Software Licenses
Figma Professional (1 user, few months) OR Adobe XD (1 user, few months)	5,000.00	For UI/UX design and prototyping.
Misc. Software/DB Admin Tools/OS
PostgreSQL Admin Tool (Navicat, DataGrip - 1 license)	7,000.00	For easier database management.
Minor utility software / server CALs (if specific need)	3,000.00	Backup software for a specific server; specific Windows Server CALs if required.

Testing Cost: PHP 50,000.00  

Specialized Testing Tools/Frameworks
BrowserStack/Sauce Labs (Basic plan, limited months for cross-browser testing)	10,000.00	Subscription for automated/manual cross-browser and device testing.
Load testing tool (k6 Cloud - basic credits, LoadNinja - trial/basic)	5,000.00	For initial performance testing.
UAT Support/Incentives
Refreshments & Logistics for UAT sessions	5,000.00	If physical UAT sessions are conducted with stakeholders.
Small gift vouchers for key UAT participants	5,000.00	As a token of appreciation for their time.
External QA Services (limited) / Add. UAT Support
Freelance QA Tester (2-3 days for exploration/security basics)	15,000.00	Time for internal team to create extensive UAT scripts & documentation.
UAT Environment specific hosting/setup (if separate from dev/staging)	10,000.00	Minor costs if UAT requires a distinct, temporary setup.

Deployment Cost: PHP 142,500.00  

Production Environment Setup (Cloud - initial)
Cloud Services Setup (AWS/Azure/GCP)	40,000.00	Initial setup/config of VPC, Kubernetes (EKS/AKS/GKE) or PaaS (Elastic Beanstalk/App Service), RDS/SQL DB, Load Balancer, CDN, IAM roles, security groups.
Data Migration Effort/Tools
Custom Script Development & Execution (15-20 dev hours)	20,000.00	For transforming/moving data from old systems, if any.
Database Migration Service fees (if commercial tool used)	10,000.00	AWS DMS (compute/storage if not free tier), or other third-party tools.

Training Cost: PHP 75,000.00  

Training Materials Development
Content writing/editing for user manuals (all user roles)	20,000.00	Effort by documentation specialist / team members.
Creating video tutorials (screencasts, basic editing)	15,000.00	For key functionalities for different user groups.
Presentation slides & quick reference guides	5,000.00	Summaries for training sessions.
Training Materials Reproduction
Printing & binding of user manuals (20-30 copies)	5,000.00	For key stakeholders or physical training sessions.
Training Delivery Logistics/Platform
Zoom Pro/Teams Premium license (for period of virtual training)	10,000.00	If training is conducted remotely.
Facilitator fees (if external) or internal team time allocation	15,000.00	Budget for external trainer or allocated time of internal staff for delivery.
Refreshments/small venue rental (if any physical session)	5,000.00	Minor costs for in-person training in logistics.

Ongoing Maintenance Cost (Annual): PHP 345,000.00

Server Maintenance (monthly average ~₱10k)	120,000.00	Includes Manpower time and possible physical fixes.
Domain name renewal	2,000.00	Annual fee.
SSL certificate renewal (if commercial, not Let's Encrypt)	3,000.00	For HTTPS.
Developer hours (25-30 hours/month average)	220,000.00	For bug fixes, security patching, dependency updates, minor feature tweaks, user support escalations. (8,800 PHP per month if 25 hrs.)

Miscellaneous Cost: PHP 200,000.00

Buffer for unforeseen expenses
Urgent travel, minor equipment failure replacement, team building activities, essential software not initially budgeted	200,000.00	Not typically broken down until an expense occurs.

Contingency Cost: PHP 250,000.00

Buffer for project risks/changes
Addressing approved scope creep, unexpected integration issues, resource extension due to delays	250,000.00	Drawn upon specific risks materialize or approved changes impact budget.

PROJECT TOTALS
Total Initial Costs (Excluding Ongoing Maintenance)	6,612,500.00	(Sum of Development, Hardware, Software, Testing, Deployment, Training, Misc, Contingency)
Total Costs (3 Years)	7,647,500.00	(Total Initial Costs + 3 * Annual Ongoing Maintenance Cost)

9. Schedule Management Plan

9.1 Introduction

The timely execution of the WASIMS (Web-Based Application for a SMART Internship Management System) project is crucial for its success. This Schedule Management Plan serves as the guiding document for establishing, monitoring, and controlling the project schedule. It outlines the methodologies, tools, roles, and responsibilities to ensure that the project is completed within the approved timeframe. This plan aims to provide a clear framework for managing the project timeline effectively, ensuring efficient resource allocation and clear expectations for all stakeholders throughout the project lifecycle. The WASIMS project, designed to modernize internship management at Asia Pacific College, has a defined timeline from June 2024 to October 2025, and this plan will detail the approach to adhere to this schedule.

9.2 Schedule Management Approach

This section details the methodology, tools, and defined roles and responsibilities for creating, maintaining, and managing the schedule for the WASIMS project. Methodology: The project will adopt an agile development approach, with iterative sprints or phases as outlined in the Work Breakdown Structure (WBS). This allows for flexibility and continuous feedback. The overall schedule will be based on the major milestones identified in the Project Charter and Scope Management Plan. Tools: To ensure a robust schedule management approach, the project team will utilize appropriate project management software (e.g., OpenProject, Jira, or similar tools). These tools will support:

• Work Breakdown Structure (WBS): To break down project tasks into manageable components.

• Gantt Charts: For a visual representation of the schedule, timeline, and task dependencies.

• Task Relationships: Defining logical sequences of execution.

• Resource Allocation and Tracking: To streamline the management of project resources.

• Milestone Tracking: To monitor progress against key project milestones.

• Baseline Creation and Tracking: To identify deviations from the original plan.

• Collaboration and Communication: To facilitate updates among team members.

• Reporting and Analysis: To empower informed decision-making.

Roles and Responsibilities:
• Project Sponsor (Ms. Unica Althea Iranta):
  • Provides high-level guidance on project priorities and milestones.
  • Approves the baseline project schedule and any major schedule changes that impact key milestones or the project end date.
  • Advocates for the project schedule and assists in securing necessary resources.
  • Receives regular progress reports from the Project Manager.
• Project Adviser (Mr. Ryan John Perez):
  • Provides guidance and expertise on schedule development and control.
  • Reviews the project schedule for feasibility and completeness.
  • Assists in resolving schedule-related issues and risks.
• Project Manager (Daniel Ramolete):
  • Leads the schedule development process, including defining project activities, sequencing tasks, estimating durations, and allocating resources.
  • Develops and maintains the project schedule using the chosen project management software.
  • Monitors progress against the schedule baseline and identifies potential risks or delays.
  • Manages schedule changes according to the defined process and obtains necessary approvals.
  • Communicates schedule status, updates, and any issues to the project team and Project Sponsor regularly.
  • Leads schedule review meetings.

• Project Team Members (Edwin Gumba Jr., Місhеаl Vіnсе Таріru, John Michael Gonzales, Danziel Cempron, Kenett Fernandez):

  • Provide input on task definitions, durations, and resource requirements during schedule development.

  • Complete assigned tasks according to the agreed-upon schedule.

  • Promptly communicate any issues, delays, or anticipated problems affecting the schedule to the Project Manager.

  • Participate in schedule review meetings and provide feedback.

• Solutions Architect (Danziel Cempron)

  • Advises on realistic timelines for architectural decisions and system integrations.

  • Ensures that DevOps tasks and technical migrations fit within the scheduled windows.

• Scrum Master (Edwin Gumba Jr.)

  • Facilitates sprint planning and scheduling ceremonies.

  • Tracks sprint progress and ensures tasks are delivered within timeboxes.

• Development Lead (Місhеаl Vіnсе Таріru)

  • Oversees task estimation and alignment with development deadlines.

  • Coordinates frontend/backend resource schedules to avoid delays.

• UI/UX & Front-End Developer (Kenett Fernandez)

  • Provides accurate estimates for interface design and frontend work.

  • Aligns design output with development sprint timelines.

• Documentation Specialist (John Michael Gonzales)

  • Aligns documentation delivery with project phases.

  • Supports scheduling of reviews and approval for deliverables.

• 9.3 Schedule Control

</ol> </li>
Schedule control involves monitoring the status of project activities, managing changes to the schedule baseline, and influencing the factors that may cause schedule changes. Schedule Updates: The project schedule will be updated regularly, at a minimum on a weekly basis, by the Project Manager. Updates will reflect actual progress, task completions, changes in resource availability, and adjustments for any unforeseen delays or approved changes. Schedule Review Meetings: Regular schedule review meetings will be conducted (e.g., every two to three weeks, or as needed based on project phase and complexity). These meetings, led by the Project Manager, will involve the project team and potentially other key stakeholders. The purpose of these meetings is to:
• Review progress against the baseline schedule.
• Identify and discuss any current or potential schedule variances, risks, or delays.
• Develop and agree on corrective or preventive actions to address any concerns.
• Review the impact of any approved changes on the schedule. Reporting and Communication:
The Project Manager will generate and distribute schedule performance reports regularly (e.g., weekly or bi-weekly) to the Project Sponsor and other key stakeholders. These reports will summarize progress, highlight key accomplishments, identify any schedule variances, and outline planned activities. Key discussions and action items from schedule review meetings will also be documented and communicated. All schedule updates and relevant communications will be managed through the chosen project management software and dedicated project communication channels. Performance Measurement: Schedule performance will be measured by comparing the actual progress against the planned progress in the schedule baseline. Techniques such as variance analysis and trend analysis may be used to assess the magnitude of any variations and to forecast future schedule performance.

9.4 Schedule Changes and Thresholds

A structured process will be followed for managing changes to the project schedule to minimize disruption and maintain control. Initiating Schedule Change Considerations: Any project team member or stakeholder can identify a potential need for schedule adjustment by notifying the Project Manager. The Project Manager will then facilitate a discussion with relevant team members to: • Identify the specific tasks or milestones affected by the potential change.
• Assess the potential impact on the overall project schedule, including any resulting variances from the baseline.
• Explore alternative approaches or mitigating actions to address the need while minimizing schedule disruptions.
Schedule Change Thresholds: "Boundary conditions" or acceptable thresholds for schedule adjustments will be established to guide decision-making.
• Minor Adjustments: If a potential schedule adjustment falls within these predefined thresholds (e.g., a delay of a few days on a non-critical task that does not impact major milestones or the project end date) and can be accommodated through resource reallocation or minor modifications within the existing plan, a formal change request may not be necessary. Such adjustments will be documented and communicated by the Project Manager.
• Significant Changes: If the proposed change exceeds the established thresholds (e.g., impacts on critical path activities, major milestones, project phases, or the overall project end date), a formal "Schedule Change Request" must be submitted.
Schedule Change Request Process:
1. Submission: A formal Schedule Change Request is submitted to the Project Manager, detailing the proposed change, justification, and impact analysis.

2. Review: The Project Manager reviews the request, validates the impact assessment (including effects on scope, cost, resources, and quality), and consults with the Project Adviser and relevant team members.

3. Approval: Changes impacting key milestones or the project end date require approval from the Project Sponsor. The Project Manager may approve minor changes that do not exceed defined thresholds.

4. Update Baseline: If approved, the Project Manager updates the project schedule and the schedule baseline.

2. Communication: The approved change and updated schedule are communicated to all relevant stakeholders.

3. 9.5 Scope Change

</li></ol>

Changes to the project scope often have a direct impact on the project schedule. The process for managing scope changes is detailed in the Scope Management Plan for WASIMS.

When a scope change is proposed:

• Impact Assessment: The Project Manager and project team will assess the impact of the proposed scope change on the project schedule, resources, budget, and timeline.
• Schedule Adjustment: If the scope change is approved, the project schedule will be adjusted accordingly. This may involve adding new tasks, modifying existing tasks, or re-sequencing activities.
• Re-baselining: Approved scope changes that significantly alter the schedule may necessitate a re-baselining of the project schedule.
• Approval: The Project Sponsor reviews and approves scope changes and any resultant significant schedule changes, based on predefined criteria and their overall impact.
• Communication: Once a scope change and its impact on the schedule are approved, the Project Manager will update all relevant project documentation, including the project schedule, and communicate these changes to all stakeholders.

By adhering to these processes, the WASIMS project aims to proactively manage its schedule, ensuring timely delivery while accommodating necessary changes in a controlled manner.

The WASIMS (Web-Based Application for a SMART Internship Management System) project aims to develop and implement a centralized web platform to modernize and streamline the management of internship programs at Asia Pacific College (APC). The Work Breakdown Structure (WBS) for the WASIMS project provides a detailed, deliverable oriented decomposition of the work to be executed by the project team to achieve the project objectives and create the required deliverables. This WBS is essential for defining the project's scope, planning schedules, estimating costs, assigning resources, and managing and controlling the project work.

The WBS for WASIMS is structured into five primary phases, consistent with general project management practice: Initiation, Planning, Execution, Monitoring & Controlling, and Closeout. Each phase is further subdivided into major deliverables or work packages, which are systematically numbered for clear identification and tracking. Key stakeholders, including the Project Sponsor (Ms. Unica Althea Iranta) and the project team (Silly Code Valley - SCV), will use this WBS as a foundational document. This WBS offers a comprehensive view of the tasks required, facilitating progress tracking and ensuring timely project delivery, aligned with stakeholder expectations and quality standards.

The outline format of the Work Breakdown Structure (WBS) for WASIMS offers a clear and intuitive layout. It showcases the hierarchical arrangement of the WBS, aiding the team in comprehending the project's various levels and their interconnections, promoting adherence to the project timeline and successful completion.

1. WASIMS: Web-Based Application for a SMART Internship Management System

 '''1.1. Project Initiation'''

1.1.1. Define Preliminary Project Scope, Limitations, and Objectives

1.1.2. Identify Problem and Justify Project

1.1.3. Conduct Initial Stakeholder Analysis & Interviews (Pain Point Identification)

1.1.4. Develop Business Case

1.1.5. Develop Project Charter

1.1.6. Project Kickoff (Team formation, Client Meeting)

1.1.7. Obtain Project Approval

1.2. Project Planning

 1.2.1. Develop Comprehensive Project Management Plans

1.2.1.1. Scope Management Plan

1.2.1.2. Schedule Management Plan

1.2.1.3. Cost Management Plan

1.2.1.4. Quality Management Plan

1.2.1.5. Risk Management Plan

1.2.1.6. Human Resource Plan

1.2.1.7. Communications Management Plan

1.2.1.8. Procurement Management Plan

1.2.1.9. Stakeholder Management Strategy Plan

1.2.1.10. Change Management Plan

1.2.1.11. Implementation Plan

1.2.2. Detailed System Requirements Specification (SRS)

1.2.3. System Architecture and Design

1.2.3.1. Finalize UI/UX Designs (Wireframes, Mockups)

1.2.3.2. Design Data Flow Diagrams & Activity Diagrams

1.2.3.3. Design Database Schemas

1.2.3.4. Design Use Case Diagrams

1.2.4. Finalize Technology Stack and Development Environment Plan

1.3. Project Execution (Development Phase)

1.3.1. Development Environment Setup

1.3.2. Sprint/Iteration 1: Core Module Development (e.g., User Registration, RBAC)

1.3.2.1. Front-end Development for Core Modules

1.3.2.2. Back-end Development for Core Modules

1.3.2.3. Initial Database Implementation

1.3.2.4. Unit Testing

1.3.3. Sprint/Iteration 2: Key Feature Development (e.g., Job Board, Application

Processing, Document Submission)

1.3.3.1. Front-end Development

1.3.3.2. Back-end Development

1.3.3.3. Database Enhancements

1.3.3.4. Unit Testing

1.3.4. Sprint/Iteration 3: Advanced Feature Development (e.g., Evaluation Forms,

Scheduling, AI Job Matching Engine)

1.3.4.1. Front-end Development

1.3.4.2. Back-end Development (including AI module integration)

1.3.4.3. Database Enhancements

1.3.4.4. Unit Testing

1.3.5. Sprint/Iteration 4: Reporting, Analytics, and Remaining Features (e.g.,

Resume Bank, Communication Tools)

1.3.5.1. Front-end Development

1.3.5.2. Back-end Development

1.3.5.3. Database Finalization

1.3.5.4. Unit Testing

1.3.6. System Integration

1.3.7. Technical Documentation Development (ongoing)

1.3.8. User Manual Development (ongoing)

1.4. Monitoring and Controlling (Concurrent with Execution)

 1.4.1. Project Progress and Milestones Monitoring

1.4.2. Schedule and Cost Control

1.4.3. Quality Control and Assurance Activities

1.4.3.1. Integration Testing

1.4.3.2. System Testing

1.4.4. Risk Assessment and Management (Ongoing)

1.4.5. Change Control Management

1.4.6. Stakeholder Communication and Reporting

1.4.7. Feedback Gathering and Analysis

1.5. Pilot Launch / User Acceptance Testing (UAT)

 1.5.1. Prepare UAT Environment

1.5.2. Conduct User Acceptance Testing (UAT) with Pilot Users

1.5.3. Collect and Analyze UAT Feedback

1.5.4. Implement Adjustments based on UAT Feedback

1.5.5. Obtain UAT Sign-off

1.6. Full Deployment

 1.6.1. Prepare Production Environment

1.6.2. Data Migration (if applicable)

1.6.3. Deploy WASIMS to Production

1.6.4. Conduct Post-Deployment System Checks

1.7. Project Closeout

 1.7.1. Finalize and Handover All Project Deliverables

1.7.1.1. Fully Functional Web-Based System

1.7.1.2. Complete Project Management Documentation

1.7.1.3. Complete Technical Documentation

1.7.1.4. Complete User Documentation

1.7.1.5. Test Documentation

1.7.2. Obtain Formal Sponsor Acceptance

1.7.3. Conduct Post-Launch Review and Lessons Learned Session

1.7.4. Release and Archive Project Resources and Documents

1.7.5. Celebrate Project Success

 

Level	WBS Code	Element Name
1	1	WASIMS: Web-Based Application for a SMART Internship Management System
2	1.1	Project Initiation
3	1.1.1	Define Preliminary Project Scope, Limitations, and Objectives
3	1.1.2	Identify Problem and Justify Project
3	1.1.3	Conduct Initial Stakeholder Analysis & Interviews (Pain Point Identification)
3	1.1.4	Develop Business Case
3	1.1.5	Develop Project Charter
3	1.1.6	Project Kickoff (Team formation, Client Meeting)
3	1.1.7	Obtain Project Approval
2	1.2	Project Planning
3	1.2.1	Develop Comprehensive Project Management Plans
4	1.2.1.1	Scope Management Plan
...	...	... (other plans as listed in Outline View)
3	1.2.2	Detailed System Requirements Specification (SRS)
3	1.2.3	System Architecture and Design
4	1.2.3.1	Finalize UI/UX Designs (Wireframes, Mockups)
...	...	... (other design tasks as listed in Outline View)
3	1.2.4	Finalize Technology Stack and Development Environment Plan
2	1.3	Project Execution (Development Phase)
3	1.3.1	Development Environment Setup
3	1.3.2	Sprint/Iteration 1: Core Module Development
...	...	... (sub-tasks for Sprints as listed in Outline View)
2	1.4	Monitoring and Controlling
3	1.4.1	Project Progress and Milestones Monitoring
...	...	... (other monitoring tasks as listed in Outline View)
2	1.5	Pilot Launch / User Acceptance Testing (UAT)
3	1.5.1	Prepare UAT Environment
...	...	... (other UAT tasks as listed in Outline View)
2	1.6	Full Deployment
3	1.6.1	Prepare Production Environment
...	...	... (other deployment tasks as listed in Outline View)
2	1.7	Project Closeout
3	1.7.1	Finalize and Handover All Project Deliverables
...	...	... (other closeout tasks as listed in Outline View)

(Note: The hierarchical table is abbreviated for brevity but would include all elements from the Outline View.)

Term	Definition
Sprint/Iteration	An iteration in an agile development process, typically lasting 2-4 weeks (duration TBD for WASIMS), focusing on developing a specific set of features or objectives from the product backlog.
WBS Code	A unique identifier assigned to each element in the Work Breakdown Structure. WBS codes help in organizing, tracking, and managing the different components and deliverables of the WASIMS project.
Level	The position or rank of a task within the hierarchy of the Work Breakdown Structure. Levels indicate the degree of detail, with higher levels representing broader project phases or deliverables.
Estimated Duration	The projected amount of time required to complete a task or activity within the WBS. It is typically expressed in days, weeks, or months and is crucial for project scheduling and timeline management.
Hierarchy	The structured arrangement of tasks, sub-tasks, and work packages within the WBS, showing the relationship between higher-level categories and their components. It visualizes the project structure.
Deliverable	Any unique and verifiable product, result, or capability to perform a service that is required to be produced to complete a process, phase, or project.
Work Package	The work is defined at the lowest level of the WBS for which cost, and duration can be estimated and managed.

The Work Breakdown Structure (WBS) Dictionary complements the WBS by providing detailed information about each element in the WBS. (Estimated durations are high-level based on project milestones and may need further refinement for lower-level tasks).

Level	WBS Code	Element Name	Definition	Estimated Duration (based on Milestones) / Placeholder
1	1	WASIMS Webbased System	The complete, delivered WebBased Application for a SMART Internship Management System.	June 2024 - Oct 2025
2	1.1	Project Initiation	The phase involves defining and authorizing the project. It includes identifying the project purpose, objectives, stakeholders, and feasibility, culminating in a Project Charter and Business Case.	Approx. Mar 2024 - May 2024
3	1.1.4	Develop Business Case	Creating a comprehensive justification for the project by assessing its potential benefits, costs, risks, and feasibility to demonstrate value to Asia Pacific College.	Part of Initiation Phase
3	1.1.5	Develop Project Charter	Establishing a formal document that authorizes the project, defines its high-level objectives, identifies key stakeholders and their roles, and grants authority to the Project Manager.	Part of Initiation Phase
2	1.2	Project Planning	The phase involves developing a comprehensive roadmap and detailed plans for how the project will be executed, monitored, controlled, and closed. This includes all subsidiary management plans and designs.	Approx. May 2024 - July 2024
3	1.2.1	Develop Comprehensive Project Management Plans	Creating all necessary subsidiary management plans (Scope, Schedule, Cost, etc.) to guide project execution and control.	Part of Planning Phase
3	1.2.3	System Architecture and Design	Developing a detailed blueprint of the system, including UI/UX, data flows, database structure, and technical architecture to meet specified requirements.	Part of Planning Phase
2	1.3	Project Execution (Development Phase)	The phase where the actual work of creating the WASIMS system is performed according to the project plans and designs. This includes all development sprints and module integrations.	Approx. July 2024 - Dec 2024 (for core dev)
3	1.3.2	Sprint/Iteration 1: Core Module Development	The first development cycle focuses on fundamental system components like user registration and role-based access control.	TBD (e.g., 4-6 Weeks)
3	1.3.6	System Integration	Combining and testing individually developed software modules to ensure they function together as a cohesive system.	Part of Development/Testing
2	1.4	Monitoring and Controlling	The ongoing phase of tracking project progress, comparing it to the baseline, managing changes, risks, and quality, and communicating with stakeholders. Occurs throughout project execution.	Concurrent with Execution - Oct 2025
3	1.4.3	Quality Control and Assurance Activities	Implementing processes and conducting tests (integration, system) to ensure the WASIMS project outputs meet the required quality standards and stakeholder expectations.	Part of Monitoring/Execution (System Testing by Mar 2025)
2	1.5	Pilot Launch / User Acceptance Testing (UAT)	The phase where a version of the system is released to a limited group of users to obtain feedback and formal acceptance that the system meets their requirements.	Approx. Apr 2025
3	1.5.2	Conduct User Acceptance Testing (UAT) with Pilot Users	End-users test the system in a real-world or simulated operational environment to validate that it functions as expected and meets their business needs.	Part of UAT Phase
2	1.6	Full Deployment	The phase of making the fully tested and accepted WASIMS system operational for all intended users at Asia Pacific College.	Approx. Oct 2025
3	1.6.3	Deploy WASIMS to Production	Installing and configuring the final version of the WASIMS application on the live production servers, making it accessible to all users.	Part of Full Deployment
2	1.7	Project Closeout	The final phase involves formalizing project completion, obtaining sponsor acceptance, documenting lessons learned, and archiving project materials.	Approx. Oct 2025
3	1.7.2	Obtain Formal Sponsor Acceptance	Securing a signed document from the Project Sponsor (Ms. Unica Althea Iranta) confirming that the project has met its objectives and deliverables are accepted.	Part of Closeout Phase

 

This Human Resource Plan outlines how project team members and stakeholders will be acquired, managed, and released for the WASIMS (Web-based Application for a SMART Internship Management System). It ensures clarity in roles, responsibilities, and resource allocation to achieve key project objectives, including:

• AI-based job recommendations for interns
• Centralized documentation and evaluation tracking
• Streamlined communication among interns, coordinators, and industry partners

The plan will be used by the Project Manager (PM) to coordinate tasks, monitor resources, resolve issues, and ensure successful project execution.

Role	Name(s)	Responsibilities in Scope Management
Project Sponsor	Ms. Unica Althea Iranta	Provides overall project direction, champions the project, approves the final project scope and any significant changes to it, and formally accepts project deliverables.
Project Manager	Daniel Ramolete	Responsible for defining, managing, and controlling the project scope. Facilitates scope definition, develops the Scope Management Plan and WBS, tracks scope performance, manages scope change requests, and ensures stakeholder agreement on scope.
Project Adviser	Mr. Ryan John Perez	Provides guidance and expertise on project scope, reviews scope-related documentation, and assists in resolving scope-related issues.
Solutions Architect	Danziel Cempron	Contributes to system architecture, innovative solutions, and DevOps integration.
Scrum Master	Edwin Gumba Jr.	Facilitates Scrum ceremonies and ensures adherence to the sprint plan and Agile practices.
Dev Lead	Місhеаl Vіnсе Таріru	Oversees the entire development process, ensuring code quality and task delegation.
Front End Developer and UI/UX	Kenett Fernandez	Designs user-friendly interfaces, creates wireframes and mockups, and implements responsive frontend UI.
Doc Specialist and Developer	JM Gonzales	Manages and prepares all technical and user documentation; assists in software development.
Full Stack Developers	Edwin Gumba Jr., Michael Vіnсе Таріru, John Michael Gonzales, Danziel Cempron, Kenett Fernandez	Develop the complete web application, covering both frontend and backend functionalities.
Key Stakeholders (Internship Coordinator, Interns, Industry Partners, Program/Executive Directors)	Ms. Unica Althea Iranta, Interns, Industry Partners, Ms. Rhea Valbuena, Ms. Jo Anne De la Cuesta, Ms. Wednesday Gardon, Dr. Manuel Calimlim, Mr. Jose Quesada, Mr. Sebastian Sanchez	Participate in scope definition, provide requirements and feedback, review and approve deliverables as appropriate, and participate in scope verification and change control processes. Their input is crucial for ensuring the project delivers the expected value.

This section provides a graphic display of the project tasks and team members. The purpose of this is to illustrate the responsibilities of team members as they relate to the project tasks. Tools such as responsible, accountable, consult, inform (RACI) or responsibility assignment matrix (RAM) may be used to aid in communicating roles and responsibilities for the project team. Additionally, organizational or resource breakdown structures may be used to show how responsibilities are assigned by department or by type of resources respectively. It should be noted that the level of detail may vary depending on project complexity.

• Phase 1 (System Proposal and Project Design): Business case, charter approval (4 months). 

• Phase 2 (System Design & Architecture): UI/UX Frameworks, data flow, ERDs, early-stage prototyping, RBAC. (4 Months)

• Phase 3 (Development Phase): Backend, frontend, database, tech stack (5 Months)

• Phase 4 (Project Management and Testing Phase): Risk tracking, progress updates (Ongoing). 

• Phase 5 (Pilot Launch): Final testing, client approval (3 Months). 

• Phase 6 (Full Deployment): Official full-scale rollout

Tools: OpenProject, GitHub, Onedrive, Jira, Figma. Sprint reviews are conducted biweekly as part of the Agile and Scrum methodologies. Team performance is evaluated through:

• Daily stand-ups, which help track individual and team progress.
• Issue resolution tracking via Jira tickets and GitHub issues, gauging each member’s contribution to solving problems and addressing bugs.
• Adherence to PMBOK guidelines, particularly in documentation quality, development efficiency, and stakeholder engagement.

Additionally, biweekly retrospectives are held to reflect on the team’s performance, identify areas for improvement, and adjust workflows to enhance overall productivity and collaboration.

• Data Privacy: Follows Philippine Data Privacy Act (RA 10173)
• Security Measures: Encrypted data handling, controlled database access, GDPR-aligned protocols
• Remote Work Policy: NDA-signed and kept within the storages of the company.
• Mandatory DPO Briefing: For any team member handling sensitive information

12. Quality Management Plan

12.1 Introduction 

</ol> </li></ol> Throughout the development of the project, quality will be one of the top priorities that the team will focus on. This is to ensure that the finished product will be capable of being in production. This plan ensures that all deliverables meet the agreed-upon functional, technical, and user experience standards. It also defines the processes for quality planning, quality assurance, and quality control, helping the team deliver a reliable, secure, and user-friendly system. All stakeholders are expected to understand and adhere to the quality practices defined in this document to ensure successful and consistent project outcomes.  For the project, quality will be integrated into both the product and development processes. The team will follow an Agile-based iterative approach, ensuring quality checks are embedded throughout each sprint cycle.  Quality will focus on delivering a secure, accessible, and user-friendly portal that meets the clinic’s operational and therapeutic needs. Key features such as appointment scheduling, digital records, and gamified therapy tools will be evaluated against predefined functional and performance requirements. Quality will also be managed through regular code reviews (via GitHub) and sprint reviews (via Jira and MS Teams). All team members are responsible for quality in their respective areas, and the Project Manager will oversee quality planning, assurance, and control activities throughout the project life cycle. This approach ensures that rework and inefficiencies are minimized, while product value and stakeholder satisfaction are maximized.  The project team will identify and document quality requirements through stakeholder consultations, sprint planning sessions, and regular review meetings. These requirements will address the web application and the development process to ensure the final output meets expectations for performance, usability, security, and reliability.  Product Quality Requirements 

• The web application must be responsive and accessible on desktops, tablets, and smartphones. 

• Role-based access must restrict sensitive data to authorized users only. 

• Key features must function as specified in the requirements document. 

• The user interface must follow accessibility guidelines to accommodate stakeholders. 

Process Quality Standards 

• All development work must follow an Agile methodology with defined sprints, code reviews, and retrospectives. 

• All tasks and issues must be tracked and documented in Jira or OpenProject. 

• Version control practices will follow GitHub pull request workflows, including peer code review and branch naming conventions. 

• Quality checks will be incorporated into each sprint review to catch defects early. 

• An issue and ticket must be made in GitHub so developers could see in real-time what the problem and feature must need to be worked on. 

• Project Managers and Product Owners must chop tasks into specific tasks rather than epics for easier understanding. 

• 12.4 Quality Assurance

</ol> </li>

Quality assurance for the project will focus on proactively ensuring that all deliverables meet established quality standards throughout the development lifecycle. The QA process will include regular sprint reviews, where completed features are evaluated. Peer code reviews will be enforced through GitHub pull requests to maintain code quality. The Project Manager will also perform periodic audits of project tasks and documentation in Jira and OpenProject to ensure adherence to the defined workflow and sprint goals. Feedback from key stakeholders will also be gathered during development to confirm that the system meets both clinical and functional requirements.  Quality control for the portal will focus on monitoring and evaluating the actual product to ensure it meets defined quality standards and functional requirements. This involves systematically checking that features perform reliably and as intended. Acceptable performance standards include full functionality of core features without critical bugs, responsiveness across devices and role-based access control functioning correctly. Bugs and deviations from expected behavior will be logged in GitHub and Jira, prioritized, and addressed in subsequent sprints. These will also be reviewed during sprint retrospectives to recommend any necessary improvements or corrective actions. This approach ensures that the final product is stable, secure, and aligned with both stakeholder expectations and therapeutic goals.  Quality control measurements will be conducted at the end of each sprint to evaluate the functionality and performance of the web application. The following metrics will be used:

13. Risk Management Plan

13.1 Introduction 

</ol> </li></ol> Risks are an inherent part of every project and often arise from uncertainties in technology, resources, timelines, stakeholder alignment, and external dependencies. In the context of the WASIMS Project, risks may emerge from both technical and operational fronts, including system integration, user adoption, data privacy, and tight academic schedules.  The purpose of this Risk Management Plan is to ensure that risks are identified early, prioritized based on severity and likelihood, and addressed proactively. Effective risk management is vital to the successful delivery of WASIMS, which aims to digitize the manual internship processes, improve student-employer engagement, and streamline institutional tracking of internship programs.  Before initiating risk management, the project scope, goals, timeline, and stakeholders must be clearly defined—these elements are outlined in the Project Charter and Business Case. With those foundational documents in place, the project team can systematically identify, assess, mitigate, and monitor risks throughout the development lifecycle. 

• Disruption to Internship Coordination During Rollout 
  

Transitioning from manual to digital systems could disrupt ongoing internship coordination, particularly during the migration of existing student records, employer listings, or when testing new features like automated recommendations. 

• Resistance to Change from Faculty, Employers, or Students 
  

Some faculty members, company partners, or students may be hesitant to use the platform due to unfamiliarity with the system or lack of perceived benefit. This could hinder system adoption and reduce platform engagement. 

• Data Privacy and Security Concerns 
  

WASIMS handles sensitive information such as student records, resumes, internship applications, and employer data. Any data breach or poor handling of information could violate institutional policies and erode trust among stakeholders.    WASIMS employs a proactive and structured risk management approach. Risks are identified early during the planning phase through a mix of expert interviews, stakeholder consultations, and internal brainstorming. Each risk is documented, categorized, and evaluated based on its likelihood and potential impact.  A centralized risk register will be maintained by the Project Manager to track risks. The register will include: 

• Risk description 

• Category (Technical, Operational, Organizational, etc.) 

• Impact rating 

• Probability rating 

• Mitigation strategy 

• Assigned owner 

Regular sprint reviews and project check-ins (e.g., bi-weekly) will include time to review the status of existing risks and identify any new threats. This continuous feedback loop ensures risks remain visible and mitigation plans can be adapted as needed.  Collaboration is key risk assessment will involve developers, academic stakeholders, QA testers, and end users to ensure that all perspectives are considered.  Risk identification for the WASIMS project was conducted through multiple methods. The team reviewed project documentation, including the Charter, Business Case, and Stakeholder Management Strategy, to surface risks tied to technology, timeline, and stakeholder behavior. Interviews and consultations with the client, the Internship Coordinator, helped reveal operational and cultural risks specific to the clinic’s environment.  Additionally, internal brainstorming sessions with the development team were held to identify technical and process-related risks, such as system bugs, database limitations, or internet connectivity issues for users. Identified risks were recorded in a structured risk register format with fields including description, category, impact, probability, mitigation strategy, and assigned owner. These were discussed and reviewed in project team meetings and refined as necessary.    Risks were assessed based on likelihood and impact, as shown below: 

Risk	Likelihood	Impact	Priority
Disruption to Internship Operations	High	High	High
Resistance to Change	Medium	High	High
Data Privacy and Security	Low	High	Medium
Gemini API Cost Overrun	Low	Medium	Low
Slow User Adoption	Medium	Medium	Medium

  The following risks will be monitored actively throughout the project: 

Risk	Trigger Condition	Assigned To
Disruption to Internship Operations	System testing overlaps with clinic hours	Місhеаl Vіnсе Таріru
Resistance to Change	Negative feedback during onboarding	Daniel Ramolete
Data Privacy and Security	Unusual login activity or failed MFA attempts	John Michael Gonzales
SMS API Cost Overrun	Increased SMS volume beyond forecast	Danziel Cempron
Slow User Adoption	Low portal usage within first 2 weeks of launch	Edwin Gumba Jr.

    The project team considers four risk response strategies depending on the context: avoidance (modifying plans to remove the risk), mitigation (reducing probability or impact), acceptance (acknowledging low-priority risks without action), and transfer (e.g., insuring high-cost risks if applicable). Mitigation plans are tailored to the risk type, ensuring preparedness across technical, operational, and user-related domains. 

Risk	Strategy Type	Mitigation / Avoidance Strategy
Disruption to Internship Operations	Avoidance / Mitigation	Deploy the system in phases during off-peak hours; test on a staging environment before full rollout.
Resistance to Change	Mitigation	Provide early training, simple UI design, user walkthroughs, and ongoing support to ease the transition.
Data Privacy and Security	Mitigation	Implement Role-Based Access Control (RBAC), Multi-Factor Authentication (MFA), and encrypted storage.
SMS API Cost Overrun	Mitigation	Set usage thresholds and monitor token consumption; explore bulk pricing or alternative messaging options.
Slow User Adoption	Mitigation	Launch with user incentives, tutorials, and frequent feedback collection to guide iterative improvements.

  The O4P will maintain its Risk Register in a separate Excel spreadsheet to allow for easy updating, filtering, and tracking of risks throughout the project lifecycle. This register captures essential details for each identified risk, including its description, category, likelihood, impact, overall priority, mitigation strategy, trigger condition, assigned owner, and current status.   The tabular format enables the project team to monitor risks effectively and supports dynamic updates as the project evolves. High-priority risks will be highlighted and reviewed regularly during project meetings. The Risk Register file is stored in the shared project folder and is accessible to authorized team members for ongoing collaboration and accountability.  

14 Communication Management Plan

14.1 Introduction 

</ol> </li></ol>

The WASIMS project aims to streamline the internship process through automation of record-keeping, intern monitoring, evaluation, recruitment, and communication.

 This document describes how communication will be handled in the WASIMS Internship Management System project. It explains who needs to know what, when, and how. The goal is to make sure everyone involved stays informed and coordinated. It also helps new team members understand how we share information and work together throughout the project. 

We keep communication simple and practical. Since the project team and stakeholders are all part of the same organization, we use Microsoft Office 365 tools as our main means of communication. 

 We will use regular updates and meetings to keep all stakeholders informed of progress, issues, and changes. Communication channels will include email, project management tools, and scheduled video calls or face-to-face meetings, depending on availability and urgency. Feedback loops will be encouraged to quickly address concerns and adapt plans as needed. The goal is to create an open environment where information flows smoothly and everyone knows where to find the information they need. 

While we aim for open communication, there are some constraints to consider. 

 

• Tool limitations: Some tools and platforms are required by the organization and may not always be the best fit for the team’s workflow, which can lead to occasional difficulties and inefficiencies. 
• Team learning curve: Since many team members are new to project management, they are still learning the processes, tools, and methodologies like Agile and Scrum, which can slow down communication and coordination at times. 
• Limited availability: Since team members have other responsibilities, their availability can vary, impacting response times and scheduling of meetings.

 

By acknowledging these constraints upfront, we can proactively develop strategies to mitigate their impact. We'll prioritize flexibility, utilize alternative communication methods when necessary, and ensure all stakeholders have access to the information they need in a timely and secure manner. 

Stakeholder	Information Needs	Preferred Method	Frequency	Responsibility
Project Sponsor	Project status updates, milestone achievements, major issues, and decisions needed	Email, Teams meeting	Bi-weekly or as needed	Project Manager
Key Stakeholders	Progress reports, impact updates, system demos, issue resolutions	Email, Teams meeting	Monthly or as needed	Project Manager
Change Control Board	Technical documentation, change requests, risk assessments, and approvals	Messenger, Teams meeting	As needed	Project Manager / Scrum Master
Project Team Members	Task assignments, updates, backlog changes, coordination messages	Teams, Messenger, Stand-ups	Continuous	Project Manager / Scrum Master
Client / Internship Coordinator	System demonstrations, evaluation criteria, intern data reports	Teams meeting, Email	Per sprint review	Project Manager

• Project Sponsor: The high-level champion who approves funding and ensures project success. 
• Key Stakeholders: A select group impacted by the project, including interested executives and key users. 
• Change Control Board: Reviews technical documents and approves changes to the organization's infrastructure. 
• Project Manager: Leads project execution, manages resources, reports on progress, and communicates information. 

• Project Team: Performs the project work, is involved in creating the plan, and needs detailed communication. 

• 14.6 Project Team Directory

</ol> </li>

Role	Name	Title	Email
Project Sponsor	Unica Althea Iranta	Internship Coordinator	[email protected]
Key Stakeholder	Ms. Jo Anne Dela Cuesta	Head of Academic Services	[email protected]
Project Manager	Daniel Ramolete	Project Manager	[email protected]
Change Control Board	Edwin Gumba	Scrum Master, Developer	[email protected]
Project Team Member	John Michael Gonzales	Document Specialist	[email protected]
Project Team Member	Місhеаl Vіnсе Таріru	Development Lead, Developer	mсtаріru@ѕtudеnt.арс.еdu.рh
Project Team Member	Danziel Cempron	Solutions Architect, Developer	[email protected]
Project Team Member	Kenett Fernandez	Frontend Developer	[email protected]

Communication	Frequency	Platform	Participants	Purpose
Sprint Planning	Once per sprint	Teams	Project Team	Plan and prioritize tasks for the upcoming sprint.
Stand-ups	Twice a week	Teams	Project Team	Share progress, blockers, and to-dos.
Sprint Review	Once per sprint	Teams	Project Team & Client, Project Team & Adviser	Demonstrate completed work and gather feedback
Sprint Retrospective	Once per sprint	Teams	Project Team	Reflect on sprints to identify improvements.
Backlog Refinement	Throughout sprint	Teams	Project Team	Update and clarify backlog items.
Stakeholder Communications	As needed	Teams, Outlook	Project Team & Stakeholders	Share project updates & address project concerns
Internal Team Communications	Continuous	Messenger	Project Team	Coordinate tasks in real time among team members.

The matrix outlines the communication channels, frequency, responsible roles, and the purpose for each type of communication. Aside from the common internal team communications that will mostly be done on instant messaging platforms, the most frequent communications are expected to be scrum ceremonies. These are to be done through meetings. While on-site meetings are preferred, online meetings are welcomed to account for accessibility, unless when the stakeholder to be met, external to the team, requests on-site attendance. In any case, recordings of meetings will be maintained to ensure alignment and documentation. These practices aim to keep communication consistent, transparent, and easy to follow for all involved.

Our team’s communication setup is based on what is already used in the organization, what is convenient for everyone, and what is required by the project. We mainly use tools from Microsoft 365 because that’s what the organization is built on. For documentation and file sharing, we use Microsoft SharePoint. Internal team conversations mostly happen through Messenger because it’s more accessible. Meetings with our client and adviser are scheduled and held on Microsoft Teams via our shared group chats. Additionally, we are required to use Jira and OpenProject for tracking tasks and progress. 

 

Purpose	Tool/Platform	Notes
Project Management	Jira, Open Project	Task Tracking, Sprint Planning, & Progress Monitoring
Code Collaboration	Github	Version Control, Issue Tracking, Development Discussions
Internal Team Discussions	Messenger	Daily Collaboration, Announcements, and Quick Coordination
Project File Hub	Microsoft Sharepoint	Central Repository for project files and documentation
Stakeholder Meetings	Microsoft Teams	Sprint Planning, Daily Stand-ups, Review, and Retrospectives

 

This communication framework provides a structured approach to managing project communications while maintaining flexibility for different scenarios. For regular communications, team members consult the communication matrix to identify the appropriate contact and method. When project team resources cannot resolve an issue, it escalates to stakeholder meetings for external input and decisions. Urgent issues bypass routine processes through emergency meetings to ensure immediate attention. All communications must be documented to maintain project records and accountability. This streamlined process ensures efficient daily communication while providing clear escalation paths for critical situations. Effective meetings are essential for project success, fostering collaboration, and driving results. These guidelines aim to establish a framework for conducting productive and efficient meetings that maximize team engagement and ensure valuable use of everyone's time. Here are some essential guidelines to ensure productive and efficient team meetings:

• Essential Attendees Only: Invite only those directly involved in the discussion or decision-making process.

• Respectful Communication: Encourage active participation while maintaining a professional and respectful environment.

• Time Management: Start and end the meeting on time, adhering to the allocated time for each agenda item.

• Focus and Prioritization: Stay on topic, address priorities first, and manage digressions effectively.

• Action Items and Next Steps: Clearly define action items with assigned owners and deadlines at the meeting's conclusion.

• Decision-Making Process: Establish a clear decision-making process (e.g., consensus, majority vote) at the start of the meeting, especially if critical choices need to be made.

• Technology Utilization: Utilize technology effectively for presentations, collaboration tools, or remote participation, ensuring everyone can actively participate.

• 14.11 Communication Standards

</ol> </li>

To ensure clear and efficient information flow, this document outlines the following communication standards:

• Standardized Document Templates: Utilizing pre-defined templates (provided by the program manager) fosters consistency across all project documentation, including meeting minutes, agendas, status reports, and deliverables.

• Communication Protocols: Establishing a standard communication approach to streamline information exchange, ensuring both efficiency and effectiveness. This includes protocols for handling sensitive or confidential information.

• File Naming Convention: Implementing a consistent file naming system simplifies file organization and retrieval, saving valuable time for team members.

• Online Conferencing: Given the geographically dispersed nature of the team and stakeholders, leveraging online conferencing tools like Microsoft Teams facilitates communication and collaboration.

• 14.12 Communication Escalation Process

</ol> </li>

This section outlines the steps to follow when an issue or message needs to be communicated to a higher level within the project. 1. Initial Communication:

• All communication should be directed to the most appropriate recipient based on the content and urgency of the message. Refer to the previously defined roles and communication needs to determine the initial point of contact.

2. Documentation and Tracking:

• Regardless of the recipient, all communication regarding issues or messages should be documented and tracked. This can be done through email, ticketing systems, or project management tools.

3. Unsatisfactory Resolution:

• If the initial recipient cannot resolve the issue or message is not addressed to the appropriate level, it can be escalated to the next level within the communication hierarchy. This hierarchy will vary depending on the specific issue:
  • Project-related issues typically escalate to the Project Manager.
  • Technical issues may be escalated to the Technical Lead.
  • Issues impacting the overall program can be directed to the Program Manager.

4. Further Escalation:

• If the issue remains unresolved after escalation to the designated recipient, it can be further escalated based on the situation:
  • Project scope changes or resource allocation concerns may be brought to the Steering Committee.
  • Technical changes impacting the organization's infrastructure might require the Change Control Board's approval.
  • Critical issues affecting project success or impacting the customer can be escalated to the Project Sponsor.

5. Transparency and Timeliness:

• Throughout the escalation process, maintain transparency by keeping all relevant parties informed of the issue and its progress towards resolution.

• Act promptly when escalating issues to minimize potential delays or impacts on the project.

• 14.13 Glossary of Communication Technology

</ol> </li>

Term	Definition
Communication Plan	Document outlining the communication management strategy for the project team and the stakeholders.
Agile	A project management methodology focused on iterative development, collaboration, and flexibility.
Escalation Process	A defined pathway for resolving issues by directing them to higher authority levels when not resolved initially.
Communication Frequency	The frequency of how much communication is done.
Communication Flowchart	Visual representation of how information is passed around.
Change Control Board	A group responsible for reviewing and approving changes that may affect the project or organizational infrastructure.
Communication Matrix	A structured table that defines what information is communicated, how often, through what platform, and to whom.
Scrum Ceremonies	Regular meetings in Scrum such as Sprint Planning, Stand-ups, Sprint Review, and Retrospective.
Messenger	An informal communication tool on Facebook, used internally by the project team for quick coordination.
Github	A code hosting platform used for version control and collaborative software development.

Change Management Plan

15.1 Introduction 

</ol> </li></ol> Change Management is critical to maintaining the integrity, usability, and reliability of the Web Application for the Smart Internship Management System. The platform handles sensitive information such as student profiles, internship recommendations, employer data, and application workflows. Any changes to key components, whether models, forms, dashboards, templates, or automation logic—must go through a structured and transparent approval process.   This document outlines how changes will be proposed, reviewed, approved, and communicated. Uncontrolled modifications could affect recommendation accuracy, job matching, internship application flows, or user trust, especially within the student dashboard, employer portal, and backend recommendation system. Therefore, all change requests will be carefully assessed against the project's goals, ensuring stability while supporting innovation.  Change Control Board 

Role	Responsibilities
Project Manager	Chairs the CCB, ensures proposed changes align with scope/timeline
Lead Developer	Evaluates technical feasibility and backend impact of proposed changes.
UI/UX Designer	Assesses Implications for user experience in both student and employer interfaces.
Internship Coordinator	Provides feedback on academic alignment and student internship workflows.
Student Representative	Offers feedback on usability and access to student-related modules.

  Roles and Responsibilities 

• Developers: Submit change requests when altering core logic, database schemas, or backend processes (e.g., recommendation engine or user models). 

• UI/UX Team: Propose changes to student and employer views, dashboards, or forms. 

• QA/Testers: Validate that approved changes work as intended and do not introduce regressions. Ensure changes meet quality standards and do not introduce regressions or security flaws.

• Project Manager: Logs change requests, assigns evaluation tasks, and communicates decisions. 

• Academic Advisers and Students: Provide feedback on features like application tracking, resume uploads, or internship search filters. 

 Change Control Process 

1. Submission 

• A change request is logged through a shared project tool (e.g., GitHub issue tracker or Jira). 

• The request must include: 

• A clear description of the proposed change 

• Rationale/justification 

• Components/files affected 

• Expected impact on users and workflows 

Impact Analysis 

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• The CCB evaluates: 

• Functional and user impact 

• Technical feasibility 

• Alignment with educational or institutional requirements 

• Risk to current workflows or data integrity 

Approval or Rejection 

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• Approved changes are tagged, scheduled for a sprint, and assigned to the relevant team. 

• Rejected changes are documented with feedback for revision or future reconsideration. 

Implementation 

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• Approved changes are developed, peer-reviewed, tested, and merged. 

• Related documentation, API references, or training materials are updated. 

Communication 

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• Stakeholders are informed during sprint demos, internal newsletters, or system updates. 

• Major updates may include walkthrough sessions for staff or students. 

Post-Implementation Review 

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• The change is monitored for effectiveness, adoption, and any unintended consequences. 

• Feedback is collected for future iterations or refinements. 

Implementation/Transition Management Plan

16.1 Executive Summary 

</ol> </li></ol> The Web-based Application for a Smart Internship Management System (WASIMS) aims to streamline the overall Internship process at Asia Pacific College using a web-based system. This plan outlines our approach, roles, timeline, risk mitigation, quality assurance, and communication strategy to ensure successful implementation.  The transition to the Web-based Application for a Smart Internship Management System (WASIMS) will follow a structured and phased approach to ensure minimal disruption to current operations and adoption of the new system by all stakeholders. The approach emphasizes readiness, communication, training, and support. 1. Phased Rollout WASIMS will be introduced in incremental phases:

• Pilot Phase: The system will first be deployed for a small group of users (e.g., selected Internship Coordinators and a subset of students and Industry Partners) to identify any unforeseen issues and gather early feedback.
• Full Deployment Phase: Following successful pilot testing and adjustments, the system will be rolled out to all users.

2. Stakeholder Engagement All stakeholders will be actively involved throughout the transition process:

• Regular briefings and consultations will be held with key stakeholders (e.g., Internship Coordinator, Executive/Program Directors, IT Staff) to ensure alignment and address concerns.
• Feedback loops will be established to collect user experiences and continuously improve the system during and after deployment.

3. Change Management A formal change management plan will support the transition, including:

• Communication Strategy: A clear communication plan will ensure all users are informed about the transition timeline, benefits, and their roles.
• Training Programs: Customized training will be provided for different user groups to build system competency and confidence.

4. System Readiness and Testing Before full deployment, the system will undergo:

• User Acceptance Testing (UAT) to ensure it meets the needs of users.
• Performance Testing to ensure scalability and stability under load.
• Security Testing to safeguard sensitive data and user accounts.

5. Support and Maintenance

• A support team will be available to assist users during the transition period.
• Post-implementation monitoring will be conducted to resolve issues and fine-tune system performance.

6. Evaluation and Feedback

• A formal evaluation process will be conducted after implementation to measure success metrics, user satisfaction, and identify further improvement opportunities.

This structured approach ensures a smooth transition from the existing internship process to a more efficient, reliable, and intelligent system that meets the evolving needs of Asia Pacific College.
The following table shows the transition team members from the WASIMS project and the roles and responsibilities of each team member and client. 

Role	Name	Title	Responsibility
Project Sponsor	Unica Althea J. Iranta	Internship Coordinator	Provides resource allocation, ensures alignment with organizational goals, resolves escalated issues, and ensures successful project delivery.
Project Stakeholders	Jo Anne M. de la Cuesta	Executive Director	Provides clear guidance, support, and feedback throughout the process, while also identifying potential risks, mitigating issues, and ensuring that the transition or implementation meets the needs and expectations of all parties involved.
	Rhea-Luz R. Valbuena	Executive Director
	Roselle Wednesday L. Gardon	Program Director
	Unica Althea J. Iranta	Internship Coordinator
	Ryan John Perez	Software Engineer
Project Manager	Daniel Ramolete	Data Analyst	Defines project objectives, creates a detailed project plan, allocates resources, manages timelines and budgets, coordinates with stakeholders, monitors progress, identifies and mitigates risks, and ensures that the transition or implementation is executed smoothly and successfully.
Development Team	Danziel Cempron	Solutions Architect	Develop the necessary components or features, conduct testing to ensure quality and functionality, and deploy the solution according to the specified timeline to ensure that the transition or implementation process is successful.
	Edwin Gumba Jr.	AI Engineer
	Місhеаl Vіnсе Таріru	Software Engineer
	Kenett Fernandez	Front-end Engineer
	John Michael Gonzales	Cybersecurity Engineer

  The workforce transition plan for the WASIMS project is designed to facilitate a smooth and effective transition from the current Internship process to the Internship Management System. This plan ensures that all user groups are well-prepared, informed, and supported throughout the transition, enabling them to utilize the new system efficiently.  The workforce execution during transition plan for the WASIMS project aims to ensure a smooth and efficient shift from the current overall Internship process to the new Internship Management System. This plan focuses on preparing and supporting the employees involved in the transition, ensuring they have the necessary skills, knowledge, and resources to effectively use the new system. 

1. Preparation Phase 

• Inform all stakeholders about the upcoming transition, its benefits, and timeline. 

• Conduct a skills and readiness assessment to identify training needs and potential challenges. 

• Develop a detailed transition plan, including key milestones, resource requirements, and roles and responsibilities. 

Training Phase 

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• Develop and deliver targeted training programs tailored to different user groups (e.g., Internship Coordinator, Executive/Program Directors, IT Staff, Students, and Industry Partners). 

• Provide comprehensive training materials, including user manuals, FAQs, video tutorials, or any related materials, and hands-on training sessions to allow users to practice using the Internship Management System in a controlled environment. 

Implementation Phase 

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• Implement feedback mechanisms to gather user input and address any issues or concerns promptly. And then monitor the transition process closely to ensure compliance with the plan and to make any necessary adjustments. 

• Use the feedback and evaluation results to make continuous improvements to the post implementation of the system and the support processes. 

• 16.6 Property Transition

</ol> </li>

1. Intellectual Property 

The intellectual property (IP) involved in the development of WASIMS will be owned jointly by the members of the Project Team and Asia Pacific College (APC). The Bachelor of Science in Computer Science students who developed the system will retain the rights to their individual contributions to the project, including the code, design elements, and documentation. APC will retain rights to the overall system, including any modifications or enhancements made during the implementation process.  Any third-party libraries, frameworks, or tools used in the system's development will be subject to their respective licenses and terms of use. The Project Team’s Developers will ensure compliance with all licensing agreements and provide documentation of third-party dependencies as part of the project deliverables. 

User Accounts and Passwords 

</ol> Transitioning user accounts and passwords to WASIMS will be managed securely and with strict adherence to data privacy regulations of APC. The database that will be used for the system will be sourced from APC's IT, with access limited to WASIMS, Power BI Service, IT Staff, and Executive/Program Directors.  User Accounts: 

• New accounts will have to be created to access the system, following established procedures for user registration and authentication. Academe accounts like Microsoft accounts in Asia Pacific College can be used to authenticate on WASIMS, only the Industry Partners will have to authenticate using their own emails. 

• User roles and permissions will be defined within the system to ensure appropriate access levels for different stakeholders. 

Passwords: 

• Academe accounts like Microsoft accounts in Asia Pacific College will have to be authenticated with Microsoft, only the Industry Partners will have to provide a password that will be encrypted before storing in the database, ensuring compliance with security best practices. 

• Password policies, including minimum length, complexity requirements, and expiration periods, will be enforced to enhance security and protect against unauthorized access. 

Data Privacy and Confidentiality: 

• All user data, including personal information and login credentials, will be handled in accordance with APC's data privacy policies and applicable regulations. 

• Access to sensitive data will be restricted to authorized personnel only, with measures in place to prevent unauthorized disclosure or misuse. 

• Regular security audits and vulnerability assessments will be conducted to identify and address potential risks to data integrity and confidentiality. 

 

Knowledge Transfer 

</ol> Documentation:  The project team will develop comprehensive user manuals covering system functionality, navigation instructions, and best practices for task management and communication. Manuals will be made available in digital format for easy access and distribution to all users. Short video tutorials demonstrating key features and workflows within WASIMS will be created. Documentation guides will be updated regularly to reflect system updates and improvements.  Training:  Training sessions will be customized to address the unique responsibilities and requirements of different user groups within the Internship Department and IT Staff. Separate training tracks will be designed for Internship Coordinator, Executive/Program Directors, IT Staff, Students, and Industry Partners, focusing on real-world scenarios. 

Schedule 

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Activity	Description	Responsible Party	Start Date	End Date
Final QA/Testing	Validate deliverables	Development Team and IT Staff	August 4, 2025	September 4, 2025
Documentation Delivery	Deliver all manuals/docs	Development Team	August 4, 2025	August 8, 2025
Client Walkthrough	Review systems with client	Project Manager	August 11, 2025	August 13, 2025
Staff Training	Conduct user/admin training	Development Team	August 11, 2025	August 22, 2025
Support Handoff	Transition to ops/support team	IT Staff	September 5, 2025	October 1, 2025
Project Closure	Final sign-off and closure	Project Manager & Client	October 15, 2025	October 30, 2025
Post-Launch Review	Collect user feedback and evaluate system	Project Manager & Current Development Team	November 2025	November 2025

 

Handover and Acceptance 

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The Handover Acceptance process ensures that the WASIMS project is formally accepted and approved by the designated stakeholders, marking the successful completion of the project and the transition to the operational phase. This document outlines the criteria and procedures for the acceptance of WASIMS by Asia Pacific College and its Industry Partners. 

WASIMS will be handed over once all features and functionalities specified in the project scope have been fully implemented, tested, and documented. Comprehensive training sessions for Internship Coordinator, Executive/Program Directors, IT Staff, Students, and Industry Partners will be conducted, ensuring all users are equipped to use the system effectively.

The system will have undergone rigorous testing phases, including unit testing, integration testing, user acceptance testing (UAT), performance testing, and security testing, with all issues addressed and resolved. All necessary documentation, including user manuals, technical guides, training materials, and FAQs, will have been completed and delivered.

The system will meet established quality standards and requirements, verified through quality assurance and quality control measures. Additionally, a plan for ongoing support and maintenance, including procedures for handling user feedback and system updates, will be in place.