The KKUs Electronic Questionnaire System - Case Study Example

Project management plan The KKU’s Electronic Questionnaire System project involves setting up and implementing an electronic questionnaire system in King Khalid University. The system will handle all survey issues in King Khalid University. The system will allow the university staff to create and format questionnaire. The system also enables them to view and analyze results from the surveys. The project can be best implemented using a faster approach. The KKU Electronic questionnaire system is to be implemented using Agile Project Management Approach will be the preferred method to use for all other approaches. The agile project management approach allows for faster delivery of the project. The agile project management approach is also the preferred method because it’s a cheaper management approach over other approaches. The project involves having an electronic system that will be used to collect data from questionnaires. The system should, therefore, be accurate. The agile project management approach is renowned for enhancing high quality in a system. The agile project management approach is, therefore, the preferred method of using in this project. Business driver The KKU’s electronic Questionnaire system is an electronic way of viewing setting and filling questionnaires. King Khalid University needs the system because of some reasons: The KKU’s Electronic Questionnaire Project simplifies the processes of handling questionnaires. Using the system, one can just use the phone or computer to, format and fill questionnaires. The results can also be analyzed using a computer. It saves on resources. The current used way of handling questionnaires at King Khalid University is printing them out distributing it in paper form for people to fill. The current system has some issues because the papers are disposed of after use. It is because the questionnaire process is only just after the results. It wastes on paper resources. The KKU’s Electronic Questionnaire system is a quicker method of generating reports from questionnaires. Using the KKU’s Electronic Questionnaire system, it simply samples the results and makes the report in seconds. Objectives The KKU’s Electronic Questionnaire System has some objectives it wishes to accomplish; To simplify the whole questionnaire process. To cut down on the use of paper in questionnaires To help lecturers access their subjects To broaden the targets of a questionnaire To enable the departments access their annual performance Scope The KKU’s Electronic Questionnaire System project involves setting up an electronic questionnaire system in King Khalid University. The KKU’s Electronic Questionnaire System will enable the quick creation of surveys. It will also allow the questionnaires to done online. The system will also allow the supervisors and lecturers view and analyze results from the surveys. The system will be implemented in four months at King Khalid University. The system will require the availability of resources. The total amount estimated to be needed in the implementation of the system is $159,045 Project constraints The KKU’s Electronic Questionnaire System tries and addresses some problems. Although it solves problems, it has some limitations: The KKU’s Electronic Questionnaire System addresses the need of using paper in a questionnaire. It does this by bringing in the need of having a phone that the software can be installed. It becomes a problem as not everyone can afford such a phone. Filling the questionnaire online brings in another problem. The questionnaire is not filled efficiently. Since the KKU’s Electronic Questionnaire System works in an online approach, the internet may not be available to everyone thereby becoming a problem. Benefits The KKU’s Electronic Questionnaire System project would bring in some advantages; Since KKU’s Electronic Questionnaire System works online, it would provide a platform for advertisements. It will generate income as more advertisers are looking for online to their products and services. The KKU’s Electronic Questionnaire System will be used to by lecturers to access their subjects. Departments in the University will also use the system to rate their performances. The questionnaires are filled online enhancing genuine comments since no one afraid to air their view. It leads to the University easily solving problems in their systems. The software used to fill the questionnaires can be bought online in mobile applications stores. It would generate money. Assumptions and Dependencies The KKU’s Electronic Questionnaire System has some assumptions that have to be made in its development. These assumptions can also be titled as dependencies because they must happen for the success of the project. Some of the assumptions of the KKU’s Electronic Questionnaire System are: The KKU’s Electronic Questionnaire System depends on the availability of internet access for the operation of the software. The KKU’s Electronic Questionnaire System also assumes that the people filling the questionnaires all have electronic devices to run the software. The software can only run on mobile phones and computers. The KKU’s Electronic Questionnaire System also assumes that people will be willing to fill the questionnaires for its success. Project risks The project KKU’s Electronic Questionnaire System is entirely an online application. The fact that the students and department employees will use the software without any help presents some risks: The operation of the software should be as simple as possible. The software should be made easy to use. Failure to making this software simple to use would result in a failure the project. It is because many people would not opt to download an application they don’t know how to use. Many students and employees would see no need for downloading the software to rate their lecturer’s performances or departments. It can result in failure to sell the software. It presents a need to educate the public, organizations and researchers of the need to have the software, The KKU’s Electronic Questionnaire System being the online software it prone to cyber attack. The system is to be used for questionnaires and in an organization for rating supervisors. The attacks may distort the information collected. It presents a need to come up with a proper cyber security solution. Resources and facilities required This system involves coming up with data filling, storage and analysis software. It also includes educating the university about the software. The education part makes the people aware of the need for the software. The training should also involve illustrating how to use the software. Some of the resources required in the feasibility include: Technical Feasibility It includes the technical expertise to use the software. For the KKU’s Electronic Questionnaire System to be installed in the university, the university should meet some technological requirements. The university should have full and constant access to the internet. The university should also have servers to store the information collected from the questionnaires. The users of the software should also have the technical abilities to operate it. Economic feasibility: For a university to start using the KKU’s Electronic Questionnaire System, it should have the financial ability to invest in some required resources. The organization should also have the funds to pay for the installation of the software and have it running. The organization should also be able to afford the resources to support upgrades to the system. Schedule feasibility This requirement involves checking if the system can afford to take the time required for setting up the system. The electronic questionnaire system will take four months to be installed in King Khalid University and be up and running. King Khalid University should be able to comply with this schedule feasibility. Cultural/ ethical feasibility The Electronic Questionnaire System to be installed at King Khalid University will run in compliance with some code of values. The rating of the lecturers and department performance is optional. It allows for people who don’t feel comfortable expressing their opinions. The software also has no cultural discrimination. Resource feasibility The software requires that the organization has access to the internet. The people taking the questionnaires should also have computers/ mobile phones to run the software. A server is also needed for the purpose of data storage. Timings and costing The KKU’s Electronic Questionnaire System project has its expenses on the server purchase and installation, software development and installation, training costs and labor. Its estimates are in the table below: TIMINGS AND ESTIMATED COSTS SERVER COSTS SOFTWARE INSTALLATION TRAINING COST LABOR TOTAL COSTS $29,045 $30,000 $50,000 $50,000 $159,045 Stakeholders The KKU’s Electronic Questionnaire System project will be headed by stakeholders who will be in charge of the running of the project at the King Khalid University. The stakeholders will define the rules to be followed and also oversee that the system performs efficiently. The stakeholders will be trained in using the system. The stakeholders will be the ones conducting the surveys required. The stakeholders involve a board of five members including the Heads of departments, Lecturers, Supervisors, students’ representative and an IT specialist. Each of the stakeholders has responsibilities in the running of the system. Roles and responsibilities The KKU’s Electronic Questionnaire System project has functions split out among the stakeholders. The stakeholders have responsibilities that they appoint skilled people to handle or handle them themselves. The responsibilities include: HEAD OF DEPARTMENT The Heads of Department are in charge of the handling the questionnaire issue in their respective departments. The roles of the Heads of departments include: He/she in charge of setting the questionnaires to access the lecturers performance. He/she is responsible for analyzing the results from the questionnaires. The department heads cannot work alone. They have people under him who help in his responsibilities: 1. Assistant head of departments 2. Secretary of the departments LECTURERS The electronic questionnaire system involves rating the performance of lecturers in their respective subjects. The lecturers have responsibilities in this new system. He/she in educates the students on the new electronic questionnaire system and how to use it. He/she also helps out in analyzing the questionnaire results. Supervisors The supervisors of the department employees also have a role to play in the running of this electronic questionnaire system. Their responsibilities are He/she handles training the lecturers and employees on using the system. He/she analyzes the questionnaires used in rating the performances of the departments and the department heads. IT specialist The IT specialist of the Electronic Questionnaire System in King Khalid University in charge of how the system is used in the university. The It specialist is also in charge of the maintenance of the system in the university. The IT specialist also provides upgrades for the software to try copes with problems that may arise. The IT specialist has a team of people helping him in his roles. The maintenance team helps out the It professional in ensuring the system is in proper working conditions. The Student Representative The student representative will be the link to the students to the system. The representative will air the student views on the system. The students’ representative will also be able to bring the feedback to the students regarding the system. Communication plan For any system to be implemented appropriately in an organization, good communication must be available. The communication involves the stakeholders and the project development team. The project management team will have to meet face to face with the stakeholders. The communication with involve the stakeholders explaining to the project management team of the current status of handling questionnaire in the university. The discussion will be conducted in face to face meetings. The stakeholder must also ensure that they air the views of the rest of the employees and students at the University. It will ensure that the system meets the needs of the students and university employees. A face to face interaction is important to any organization. It provides a good relationship between the employees and the project developers. Delivery planning The new Electronic Questionnaire system project has put in place a work schedule for the whole project. The entire project is to be carried out in four months. During the first two months, the system will be implemented at King Khalid University. The implementation will involve setting up the server and installing the software. The final two months will involve testing the system. The system will also be presented to the stakeholders to receive the remarks. Any proposed changes will be implemented. The students and employees will be trained in the use of the system. The training will be through seminars and meetings. The system will also be made aware to the employees and students. References 19. Planning | DSDM CONSORTiUM. (n.d.). Retrieved from http://www.dsdm.org/content/19-planning 7. Roles and Responsibilities | DSDM CONSORTiUM. (n.d.). Retrieved from http://www.dsdm.org/dig-deeper/book/7-roles-and-responsibilities Read More