The KKUs Electronic Questionnaire Project - Case Study Example

Project management plan KKU’s Electronic Questionnaire Project is a system that being installed in King Khalid . The project involves setting up a system in place to handle all questionnaire issues in King Khalid University. The system will allow the university to create and format questionnaire. The system also enables the university to view and analyze results from the surveys. The project is to be handled by Agile Project management approach. The system is implemented in an institution where activities are going on. A faster approach should, therefore, implement the system. Agile Project management approach implements the project quickly("Agile Project Management | Thought Works," n.d.). For any project to be a success, a project management approach that allows for a good communication should be adopted. Agile Project Management approach enables good Communication as the system is being implemented. The system is sensitive to any errors that can occur during its implementation can cause damage. Agile Project management approach enhances high quality when used in managing projects Business driver This project plan is of the project dubbed the KKU’s Electronic Questionnaire Project. Its an electronic way of viewing setting and filling questionnaires. The King Khalid University needs the system because of the 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 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 make it easier for students access their lecturers and supervisors. To broaden the targets of a questionnaire Scope The KKU’s Electronic Questionnaire System project involves setting up system in King Khalid University. The KKU’s Electronic Questionnaire System will enable supervisors and lectures in the university quickly create questionnaires. The system will also allow the supervisors and lecturers view and analyze results from the questionnaires. The system is installed in a university then anyone can fill questionnaires offered by the university via mobile phones or computer. The system, however, requires that the internet be available. 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. The KKU’s Electronic Questionnaire System offers an opportunity for the lecturers and supervisors setting the questionnaire to broaden their target. The lecturers can even set and issue questionnaires to members of the public so as to listen to their perception of the university. The system’s approach to the people is not taken seriously. A problem, therefore, exists in getting the people to fill the questionnaire. Since the KKU’s Electronic Questionnaire System works in an online approach, the internet may not be available to everyone thereby becoming a problem. The KKU’s Electronic Questionnaire System request to fill a questionnaire can be confused with spam or a Trojan horse (cyber attack). 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 rate supervisors and lecturers in the university. The questionnaires are filled online enhancing genuine comments no one afraid to air view. It leads to the University solving problems their systems. The software used to fill the questionnaires can be bought online in mobile applications stores. It would money. Assumptions and Dependencies The KKU’s Electronic Questionnaire System has some assumptions that have to make 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 target of 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 there are no other online platforms for filling questionnaires. 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 people 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 organizations and people would see no need for downloading software to rate their supervisors. 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, There is a high probability of people mistaking a questionnaire request to a cyber attack. It presents a need to address the issue of the questionnaire application seriously. It because no one would accept a request that looks a Trojan horse. The people should also inform the request so that they cannot confuse it to a cyber attack. The KKU’s Electronic Questionnaire System being 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. It is important as it requires the university to halt its activities for the installation of the software. The software requires that the university stop their operations for three days for the installation of the software. The organization also needs to spare a day to for training the students in using the software. Cultural/ ethical feasibility The KKU’s Electronic Questionnaire System runs under a code of values. The rating of the supervisors or lecturers is optional. It helps 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 organization 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: Stakeholders The KKU’s Electronic Questionnaire System project will be headed by stakeholders who will buy shares to gain the ownership of the company. The shares of the KKU’s Electronic Questionnaire System will also be available for purchase by the public through shares. The stakeholders hold five posts: The President Deputy President Operations Manager Marketing Manager 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 roles split out among the stakeholders. The stakeholders have responsibilities that they appoint skilled people to handle or handle them themselves. The responsibilities include: The President The president is in charge of the overall management of the system installation. Every employee reports to him. The roles of the president include: He/she in charge of conducting board meetings. He/she defines roles for other employees He/she in charge of signing agreements and contracts with universities. He/she analyzes the market. The president cannot work alone he has people under him who help in his responsibilities: 1. Business Analyst 2. Corporate affairs manager Deputy President The deputy president who holds the position just below the president has the roles: He/she is in charge of hiring/firing employees He/she in charge of the finances of the companies. He/she is in charge of ensuring that all employees work in suitable environments The deputy president of the KKU’s Electronic Questionnaire System has employees helping him out. The employees include: The human and resource manager. The finance director. Operations Manager The director of operations of the KKU’s Electronic Questionnaire System has responsibilities: He/she overlooks all activities performed by the company He/she leads the software installation team. He/she in charge of training the users of the system. He/she makes any purchases made by the company. The workers who work close with the operation manager include: The installation Team The training team The marketing manager The marketing manager of the KKU’s Electronic Questionnaire System handles the commercialization operations. The roles of the marketing manager include: Marketing the company Looking for contracts. Taking views of the people regarding the KKU’s Electronic Questionnaire System. The marketing manager has a team of employees who he/she works with in his roles. IT specialist The IT specialist of the KKU’s Electronic Questionnaire System handles the development, implementation and maintenance of the software in the organizations. 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: 1. The programming team 2. The maintenance team Communication plan Any team of employees can only function well and achieve the required objectives if there exists communication among the employees. KKU’s Electronic Questionnaire Project has a communications strategy in place. All the employees in KKU’s Electronic Questionnaire Project have a supervisor/head. Each of the employees must report to their supervisor and have a face to face assessment and interviewing of how he has been performing. The employees have this chance to air their view or complain. On the other hand, the supervisors must report to the stakeholders. The supervisors air the views of the employees to the top stakeholders. A face to face interaction is important to any organization. It ensures a good relationship among the employees. Delivery planning The KKU’s Electronic Questionnaire Project has put in place a work schedule for the whole project. The entire project is to be carried out in three days. During the first two days, the system will be implemented at King Khalid University. The implementation will involve setting up the server and installing the software. The final day will involve testing the system and training the students on using the system. 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