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Little London High School Website Design and Development Project

by

Lisa Forbes

An assignment submitted in partial fulfillment of the requirements for the course S!"#$%&' Project (anagement

)nstructor* (r+ ,ohan Simpson

Date* -ovember #". /"0# Department of ommunication and )nformation 1echnology &ethlehem (oravian ollege

Executive Summary

Little London High School is a secondary education institution 2hich is nestled among the cane fields in the parish of Westmoreland+ 1he )nformation 1echnology Department sa2 the need to develop and design a 2ebsite for the school in order for the various sta3eholders to communicate more effectively and efficiently+

1he 2eb site to be designed 2ill have a user friendly graphical interface. 2hich 2ill allo2 user to do queries. ma3e e'appointment to see the Principal Dean of Discipline. 4ice Principal or the 5uidance ounsellors+ 1he 2eb site 2ill be interactive since it is designed to display results according to the users6 request+

Project Title Author Potential Partners

Little London High Website Development and Design Project Lisa Forbes Little London High %lectrical and 1echnology Department Little London High )nformation 1echnology Department 1o serve as a communication vehicle to publici7e the goals. accomplishments. activities. and services of the Little London

Primary Objective

Beneficiaries Budget Estimate Potential Funding Agencies

High school Little London High School students. parents. prospective parents. employees. prospective employees. and the community at large 8 09#" :SD Little London High Parents 1eachers Association Little London High School Past Students Association Samuels Hard2are

Starting time Duration

Flo2 ;-egril branch< September /"0# # months

ersion !ontrol

ersio

"m#lement

$evision
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A##roved

A##roval

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ed By Lisa Forbes

Date

By

Date

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September 9, 2013

Board of Governors

September 14, 2013

&E'E$A( "'FO$)AT"O'*******************************************************************************************************+
PURPOSE /OBJECTIVES.............................................................................................................. 6

P$O,E!T S!OPE************************************************************************************************************************Justification ...................................................................................................................... 7 Project Scope Description and Deliverables.....................................................................8 Technical Standards......................................................................................................... 8 Acceptance Criteria.......................................................................................................... 9 Out of Scope................................................................................................................... ! !

Constraints..................................................................................................................... ! Assu"ption .................................................................................................................... #is$s............................................................................................................................... RESOURCES .......................................................................................................................... 12 #oles and #esponsibilities.............................................................................................. % BUDGET ESTIMATES AND COSTS ............................................................................................... 13 Capital Costs................................................................................................................... & Operatin' Costs ............................................................................................................ ( GOVERNANCE PLAN................................................................................................................ 16 COMMUNICATION PLAN............................................................................................................ 17 PROJECT SCHEDULE................................................................................................................ 17 SUCCESS CRITERIA.................................................................................................................. 18 PROJECT APPROACH................................................................................................................ 19 IDENTIFY............................................................................................................................... 19 PLAN.................................................................................................................................... 19 E
ECUTE............................................................................................................................... 2! AND

MONITOR

CONTROL.......................................................................................................... 2!

Ti"e )ana'e"ent.......................................................................................................... %! #is$ )ana'e"ent........................................................................................................... %! *ssues )ana'e"ent ....................................................................................................... % +essons +earned +o'...................................................................................................... %% CLOSE.................................................................................................................................. 22 +essons +earned #eport.................................................................................................. %% Project Closure #eport.................................................................................................... %% Archive Project Artifacts.................................................................................................. %%

!O'!(.S"O'****************************************************************************************************************************/0
.......................................................................................................................................... 23

APPE'D"1ES******************************************************************************************************************************/0 $EFE$E'!ES****************************************************************************************************************************/2

&eneral "nformation Purpose /Objectives

Little London High School6s 2eb site has been established as a dynamic forum to educate and inform the public+ )t serves as a communication vehicle to publish the goals. accomplishments. activities and services of the school+ )ntended audiences include* students. parents. prospective parents. employees. prospective employees. and the community at large+ All content contained on the 2ebsite is consistent 2ith the educational aims of the school+

1he main purpose of any 2ebsite is for communication+ Having a school 2ebsite enables us to* provide information for e=isting pupils and parents

promote the school to prospective pupils and parents

sho2case e=amples of pupils6 2or3 using te=t. pictures. sound. video clips to involve parents and guardians in their children6s learning

share resources for learning and teaching both 2ithin the school and 2ith colleagues and pupils any2here

provide t2o 2ay communication 2ith the 2hole school community+

1he objectives for designing and developing a 2ebsite at Little London High school are to* 1o serve as a communication vehicle to publici7e the goals. accomplishments. activities. and services of the Little London High school %stablish stronger bonds through constant contact 2ith prospect via the 2ebsite+ 1hrough the use of intelligent systems to cut do2n administration and processing overhead

Project Sco#e

>ustification

As the )nternet becomes more and more ubiquitous. a school6s 2ebsite is often the first and most important contact 2ith students and parents+ )t has become the virtual ?front door? of the school. and as such it@s important to treat it 2ith the same thought and care that you 2ould a physical space+ 1he school6s 2ebsite is available /! hours a day. so students al2ays have access to resources to use for home2or3. intellectual development. literacy. community building. and social net2or3ing+ 1he )nformation 1echnology Department at Little London High sa2 the need to design a 2ebsite for the school to facilitate the above mentioned cause+
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Project Sco#e Descri#tion and Deliverables

1he project 2ill gather e=isting Web hosting requirements. perform analysis and establish a set of recommended policies. procedures and guidelines for Little London High School ne=t generation Web hosting needs+ 1he project team 2ill also 2or3 2ith the sta3eholders to conduct an evaluation to identify alternatives. including possible cloud'based. outsourced or managed service offerings+ Bnce a recommendation is made and approved. deployment of the ne2 service offering and migration of e=isting Web sites 2ill be completed+

Technical Standards

0+

1he opening school 2eb page should contain the follo2ing information* school name. address. telephone number. and fa= numberC school hoursC grade structureC appro=imate enrollmentC principal6s nameC an e'mail address for the principal andDor the principal6s designeeC identification as a Little London High SchoolC date of last modificationC and a lin3 to the Little London High School ;http*DD222+littlelondonhs+com <+ A picture of the school should be included some2here on the 2eb site+

/+ )n developing 2eb pages. consideration should be given to loading time on a $9E modem connection+ Large graphics and some animations contribute to increased loading time+ #+ Web pages should not contain lin3s to unfinished pages+

!+ Pages should be structured for clarity. readability. and ease of navigation Acce#tance !riteria 1he Little London High )nformation 1echnology Department 2ill have to ensure that these measures are put in place before the launching of the 2ebsite+ A homepage designed around users critical tas3s Architecture and navigation 2ill be user friendly 2hich 2ill enable especially une=perienced users to encounter little or no difficulties in accessing information from the site+ )mplement a school template to meet the school6s branding requirement+ Develop a content strategy to improve site content (a3e the site content and functionality fully integrated on a single (S 1he 2ebsite 2ill be accessed by popular 2eb bro2sers. including (icrosoft )%. Firefo=. (o7illa and -etscape 1he site 2ill run on Linu= based server 1he 2eb server soft2are. 2ill be Apache 1he 2ebsite 2ill be accessed by popular 2eb bro2sers. including (icrosoft )%. Firefo=. (o7illa and -etscape 1he site 2ill run on Linu= based server )mplementation of Drupal as the ontent (anagement System ; (S< to enable site governance and infrastructure and introduce decentrali7ed content maintenance+

All pages on the school domain ;222+littlelondonhs+com < 2ill be subject to revie2+

Out of Sco#e

e=ploring options for delivering a mobile version of the 2ebsite

1he follo2ing are deliverables or tas3s that are out H of H scope for this project* Disaster recovery service for all hosted Web sites Photography. research or 2eb search images Documentation other than guide to managing the dynamic data elements of the site+

!onstraints 1ight timeframe 2hile much of the prep 2or3 for this project has been under2ay for a number of months. 2e still have much to do to launch the 2ebsite by December /"0#+ Project team* 2e have complete confidence in the project team but also reali7e that the individuals on the team have other demands on their time that might. at times. ta3e priority+ )nternal sta3eholder buy'in* to truly develop a user'centered 2ebsite. 2e 2ill have to balance 2hat 2e thin3 is important for the 2ebsite 2ith user behaviours and needs. allo2ing the latter to ta3e precedence over the former 2hen the t2o come into conflict+ 1iming of user testing* 5etting users to participate in user testing can be difficult+ Financial constraints* project funding sources are limited 2ith no contingency
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Assum#tion )n order to ma3e a timely launch date* project must be approved and initiated by -ovember #". /"0# Little London High School )nformation 1echnology Department may be able to begin the project sooner than the proposed start date. but only if all approvals are in order+ project scope may not be e=tended ;although it may be reduced< project team members must be vigilant about responding quic3ly to issues and maintaining a2areness of the project6s tight timeline it must be possible to react to unforeseen difficulties by trimming scope or redefining functionalityC ho2ever. any such changes must be thoughtful and mutually'acceptable+ Will need to test several types of customers before rolling out+

+ $is3s 1his project has the follo2ing ris3s* 1his project 2ill impact many Web sites. including littlelondonhs+com+ 1he project poses ris3 not only to the public H facing front door to the school. but internal operations that are dependent on these site;s<+ Staff changes or turn over could impact the ability to meet scheduled timeline+

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Resources

1he follo2ing facilities and resources 2ill be required for the project $oles and $es#onsibilities + 'ame Bpal &eharie &renda Le2is Eesan Williams Lisa Forbes Title hairman &oard of 5overnors hief )nformation Bfficer Associate Director. P(B AD P(B escalation for P( related issues+ AD. Web ommunications Project 1eam Bverall accountability for Web Leader H Development. Design and environment+ Web Project 1eam AD. Security and )an (yles )dentity (anagement Dale Head of :ser Support Security Project 1eam Leader H Security and )D (anagement Bverall accountability for Support Bverall accountability for Website omponent of this project+ Point of $ole Project decision ma3er and provide approvals as Sponsor need on project Project Accountable for project outcomes+ %=ecutive Accountable for Project (anagement $es#onsibility Project hampion. :ltimate project

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Leader H Hanson 5roup :ser Support ,esponsible for managing project Project Lisa Forbes Project (anager (anager Senior Security and arl Le2is )dentity (anagement %ngineer Senior :ser (i3e Daley Lafayne lar3e A3eem &andoo (ar3 Levy (ar3 Levy Specialist %=perience Designer Senior Linu= Administrator Senior Web Soft2are Developer Linu= Administrator Server Application Security and ,esponsible for all 2ebsite security and )D )D (anagement tas3s (anagement Web Design Web %nvironment Web ,esponsible for all 2ebsite design tas3s+ ,esponsible for all 2ebsite environment tas3s ,esponsible for all 2ebsite development of Bverseers Project as described in this document+ resources in order to deliver the &oard

Development tas3s System Server configuration Admin System Soft2are configuration Admin

Budget Estimates and Costs A brea3do2n of the high level project budget is given in the table belo2+ 1he cost are quoted in :SD+ !a#ital !osts .nit "T Services &rou# "tem 4uantity
0#

Estimate d !ost !omments

cost

Design and development Design and development Design and development Design and development Design and development Design and development Design and development Licensing (anager 1ime Designer 1ime Developer 1ime Production 1ime System Administration 1raining 1ime )ntegration 2ith ,emote Location Security Security site Setup for security monitoring Total !a#ital !osts /" #" 80" 80" 0"" users 0$ 0" /" 0" #$ 0" 80 80" 80" 80" 80" 80" 80" 80"" 80$" 80"" 8/"" 80"" 8#$" 80"" Bptional. though highly 8/"" recommended 8#"" 567+88

0!

O#erating !osts .nit "T Services &rou# Design and development Design and development Design and development Design and development Design and development Server Database Licensing (aintenance System Administration 1ime DesignerDDeveloper 1ime Bngoing security 0" 0" 0" 80" 80" 80" 80"" &illed as 80"" needed 80"" 528 567:08 "tem 4uantity 0 0 0 cost 80" 80" 80" Estimate d !ost 80" 80" 80" !omments

Security monitoring Total O#erating !osts Total Project !ost 9 0 months

0$

1he project budget 2ill be controlled as described in the (onitor and ontrol section of the Project Approach belo2+

Governance Plan 1he table belo2 outlines the decision'ma3ing frame2or3 for this project+ Activity hange to Project Scope hange to Project ,equirements hange to Project Schedule hange to Project &udget ,is3 (anagement Decisions to be )ade By Project Sponsor Project %=ecutive Project Sponsor Project %=ecutive Project Sponsor Project %=ecutive Project (anager Project Sponsor Project (anager Project %=ecutive Project 1eam )ssues (anagement Project (anager Project %=ecutive Project 1eam )ssues %scalation Project Sponsor Feedbac3 Approval Analysis Solutions Feedbac3 Approval Analysis Solutions Feedbac3 Approval Feedbac3 (inutes )ssues Log Out#ut;$esults Feedbac3 Approval Approval Approval $esults $ecorded in Project (anagement Plan Project (anagement Plan Project Schedule (ilestones in P( Plan Project &udget ,is3 Log

09

,is3 %scalation

Project Sponsor Project %=ecutive

Approval Feedbac3 Approval

)ssues Log ,is3 Log

Communication Plan 1he table belo2 outlines the regular project communications+ !ommunication Presented to "nformation Provider Project Eic3 off meeting Project Status (eetings Project status reports %nd Phase meetings All interested sta3eholders Project team members Project Steering ommittee Project Steering ommittee &renda Le2is Lisa Forbes. )an (yles Dale Hanson &renda Le2is Lisa Forbes (onthly At end of initiation. planning and project closure %nd Project (eeting All interested sta3eholders Lisa Forbes phases At end of project (eeting Fre<uency of communicatio n At start of project Wee3ly )ethod of !ommunication (eeting (eetingD onference all %mail (eeting

Project Schedule

0A

Project scheduling and time trac3ing is being managed in the Project Scheduling soft2are 2hich can be vie2ed in the project document repository+ 1he table belo2 outlines the high level project milestones 2ith dates for these+ Project Phases Project )dentify Phase Phase Activities reate project request. create charter. charter approved by Subject (atter %=perts ommittee and the Project Project Planning Phase Project %=ecute Phase ,evie2 ommittee+ reate Wor3 &rea3do2n Structure and Project Schedule+ reate P( Plan )mplement P( Plan and Schedule tas3s for this Little London High School Website 5o' live Date Project lose Phase %nd project report and project sign'off+ Archive project docs Success Criteria 1he follo2ing success criteria 2ill be revie2ed during the project close phase and 2ill be used to measure ho2 successful the project has been* Website built as per Little London High School &oard of 5overnors specifications+ -ov 0G /"0/ -ov #" /"0# project -DA -ov 0G /"0# -ov 0G /"0# Bct 0/ /"0# Bct 0G /"0# Sept /9 /"0# Bct 0F /"0# Start Date Sept 0$ /"0# End Date Sept /" /"0#

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Website delivered in time to be used for the end of term e=aminations in December to allo2 teachers to post the result of the e=am on the site

All the relevant sta3eholders trained to upload information and documents to the 2ebsite+ All users able to log in and use the site to revie2 information. ma3e e'appointment. registration etc+

Support plan agreed and implemented for 2ebsite users+

Project Approach 1he follo2ing outlines the project phases and sub'phases. along 2ith a description of the activities to be performed. the outputs of each phase. and the entry gates into the ne=t phase+ Identi ! 1his is the starting point for the project and consisted of the completion of the Project ,equest Form ;P,F<+ 1his 2as submitted by Lisa Forbes on September #. /"0#+ 1he Project harter 2as then created by Lisa Forbes+ 1he project charter 2as approved on September 0". /"0#+ 1his approved charter provided the necessary output to progress to the ne=t phase+ Plan 1his project 2as 3ic3ed off on September 0$. /"0# and the plan phase initiated+ 1he activities for this phase are the collection of all necessary information to complete this Project (anagement Plan document. and a project schedule+

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E"ecute

1he e=ecute sub phase of this project 3ic3ed on Bctober 0/. /"0#. and the tas3s for this phase can be found in the project schedule+ 1he Project (anager 2as responsible for monitoring progress against this schedule as per the time management section belo2. and ensuring that he project teams 2ere a2are of their responsibilities and are 2or3ing to them in a timely manner+

#onitor and Control

Time )anagement

1he Project Schedule 2ill be base ' lined at the end of the planning phase and sho2s project activities. resources assigned to them. duration. and dependencies+ 1he Project Schedule 2ill be updated as needed during the project lifecycle to sho2 actual 2or3 completed against planned+ Any changes that 2ill cause the project timeline to move outside agreed tolerances 2ill be dealt 2ith by the change management process outlined belo2+ $is3 )anagement

A project ris3 can be defined as any uncertain event that may have an impact on project time. cost. quality or scope+ A project ris3 log 2ill be 3ept by the Project (anager throughout the project+ 1he ris3 log is 2here any identified ris3s to the project can be recorded. ran3ed by

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probability of occurrence and impact. along 2ith mitigating actions to be ta3en if the ris3 becomes an issue+ 1he decision ma3ing roles for ris3 management are given in the 5overnance Plan+ )f a ris3 is classified as high probability and high impact it 2ill be escalated to the ris3 escalation section of the 5overnance Plan+ )f a ris3 is not resolved to the point 2here it 2ill impact the project time. cost. quality or scope. it 2ill be moved to the issues log ;see belo2<+

"ssues )anagement A project issue can be defined as any event that has occurred that will impact project time. cost. quality or scope+ Any changes to project variables are considered issues and 2ill be managed by this process+ A project issues log 2ill be 3ept by the Project (anager throughout the project+ 1he issues log is 2here any project issues can be recorded. along 2ith a ran3ing of severity and priority. and actions to be ta3en in response to the issue+ 1he decision ma3ing roles for issue management are given in the 5overnance Plan belo2+ )f an issue is classified as high impact it 2ill be escalated to the issue escalation section of the

Governance Plan$ Decisions Log 1he decisions log is a record of any project decisions 2hich change the time. scope. cost or quality of the project as defined in this document+ 1his provides traceability of all project changes+
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(essons (earned (og 1he lessons learned log is 3ept by the Project (anager throughout the project. and records any specific lessons learned during the course of the project+ 1hese 2ill feed into the Lessons Learned ,eport at the end of a project. so that this information can be used in managing similar future projects+ Close Bnce all the project objectives have been completed or the project is stopped for any other reason. the follo2ing activities 2ill be completed to bring the project to a full and complete close+ (essons (earned $e#ort 1his report is 2ritten to using the information from the lessons learned log. and 2ill be utili7ed by the P(B so that lessons learned on this project can be used 2hen managing similar projects in the future+ Project !losure $e#ort 1he project closure report is a full description of project outcomes. along 2ith measurement of these outcomes against the success criteria recorded in this document+ )t evaluates the success of the project and this document requires sign off by the project steering committee to formally complete the project+ Archive Project Artifacts 1he Project (anager 2ill archive all project artifacts according to the P(B standards. so that they are retrievable for future reference+

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!onclusion

1oday6s students are digital natives and most if not all school administrators are digital immigrant+ As a result these dinosauric administrators have to learn the 2ays of the digital natives in order to cater to their needs+ Little London High School )nformation 1echnology Department sa2 the need and has designed a 2ebsite to not only facilitate communication 2ith their carious sta3eholders but to entertain and educate the students of the institution+

1he 2eb site to designed have a user friendly graphical interface. 2hich allo2s the user to do queries. ma3e e'appointment to see the Principal Dean of Discipline. 4ice Principal or the 5uidance ounsellors+ 1he 2eb site is interactive since it is designed to display results according to the users6 request+

A##endixes

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Little London Hi ! S"!ool #ebsite !omepa e

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$eferences

A 5uide to the Project (anagement &ody of Eno2ledge !th %dition. Project (anagement )nstitute )nc+. I /""G (ichel 1ollenaere ;)-P5< http*DD222+g'scop+frDJtollenamDbest http*DD222+pmi+orgD&usiness'SolutionsDJDmediaDPDFD ase K/"StudyDAmeriHealthL(ercyL aseLStudyL-e2+ash= http*DD222+pmi+orgD&usiness'SolutionsDJDmediaDPDFD ase K/"StudyD-ASAL,otorcraftL aseLStudyL-e2+ash= Project (anagement )nstitute http*DD222+pmi+orgD An e=ample of students project http*DD0G/+09F+!0+0"DJtollenaereDe'commerceD

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