Various schools and institutions send students to compete in a wide range of sports, such as basketball, volleyball, and fencing, with the hopes of taking home a champions

Running head: Project management 1

Project management 3

Project management

Institution: PGCC

Student’s name: SAVADOR, BRIAN, JEANNESE, FAYE

Date:

Section 1: Official Information

A: Request for Proposal

Background

Various schools and institutions send students to compete in a wide range of sports, such as basketball, volleyball, and fencing, with the hopes of taking home a championship. In addition to the external obligations and expectations of participating in a tournament, the players face internal hurdles in their respective institutions (such as grades, timetables, and performances). Schools and colleges face problems unlike any other period in history as a result of the increased performance expectations set by collegiate sports groups (such as the UAAP and NCAA). Players, parents, coaches, and administrators may all sign up in person at the department. On the registration form, athletes are required to fill up a profile and submit their personal information. By using this approach instead of the traditional one, the department will have less work to do when compiling lists of student athletes.

Project overview and goals

The project has a major goal of ensuring there is an efficient system under which students can register in the athlete system. Sports-related information management systems are designed to ensure that students are given the information they need at the right time and in the right place. Sports played on a daily basis are managed by an athletics management system, a computerized system. Our players, databases, and records are all taken care of by the app. It also maintains track of school data, such as student identification numbers, coaches in charge, and department administration. As a result of this initiative, the school's sports management will be computerized, making it easier for students and staff to access information. It focuses on collecting sports statistics. From system analysis through system testing, every step of the software development process is documented in this project.

Scope of work

The project focuses on developing the athlete registration system. This involves the activities that focus on the design, development and launching an effective athlete registration system. This will be limited to sex main activities that are associated with developing an effective information system.

First, a system survey will be conducted as part of this project (SDLC). These three primary points are identified, selected, and planned for in the SLDC phase as well. It's the goal of this step to identify the issues that are affecting the firm and its current systems. To get around this, the group will explore all options. During the selection phase, the development project will be evaluated in terms of assessment points to guarantee that the solutions are developed in line with the anticipated aims of the firm. After deciding on an information system development idea, here is where a formal plan is drafted and put into action. In the second phase of the project, needs analysis is conducted. It is a method for addressing issues by breaking down the system into its component parts. The goal is to learn more about how each component functions and how it interacts with other components. System design is the third and last activity in the scope of the project. The goal of system design or system development is to create a thorough blueprint for the IT team (particularly programmers) to follow while developing applications. It is no longer possible for the IT department to make quick and haphazard judgments. Finally, the system is put into use to see whether it works and is able to meet the needs of the organization. It is necessary to test a system in order to determine whether or not the development carried out has produced the desired outcomes. For example, performance and input efficiency tests are used as well as syntax (program logic) and output tests to name a few. The project's sixth and last task is to make adjustments and perform routine maintenance. Continuity, efficiency, and system enhancement are all addressed in this stage. Additionally, maintenance involves operations to anticipate small defects (bugs), system enhancements, and potential hazards from outside the system, as well as regular system monitoring. Various supporting elements must be prepared throughout this stage of information system development. Additionally, hardware preparedness and several associated facilities must be ready.

Deadlines and milestones

The project will be completed within a period of one year. Each of the activities in the project will have a defined timeline and deadline in which every the project team members must carry out the activity on time.

Activity	Responsible party	Timeline
Preparation of project materials	Project manager	1 month
Conducting survey to determine the needs	Project team	2 months
Analysis of data	Project team	2 weeks
Athlete registration system design	Project manager and IT professionals	2 months 2 weeks
Programming and developing the system	Project team	3 months
Prototype launch under simulation	Project manager	I month
Evaluation of the prototype based on the level of viability.	External audit team and project team	1 months
Launch of the final athlete registration system	Project team	1 month

Materials

In conducting the project, there are materials required in completing the project successfully. The materials required include:

· Computer network to link all computer systems and accessories among the members of the project team.

· An internet network to allow the members of the project team perform research in relation to the project details.

· Stationery. This includes books and notes that will be used in recording the notes and analyzed data in relation to the athlete registration system.

Evaluation criteria

In evaluating the progress of the project and the effectiveness of the proposed athlete registration system for the students. Evaluation will be conducted on basis of Total Quality Management (TQM) approach. It is the notion that an organization can establish long-term performance by having all its project team members, from low-level individuals to the highest-ranking executives, concentrate on increasing quality and achieving customer satisfaction. TQM is a management framework based on this philosophy. There are a number of ways that businesses may do this, and TQM prescribes a series of strategies for them to do so. The route to successful continuous improvement is focused on strategy, data, and good communication. In addition, it requires the participation of every individual and every department in the company.

Section 2: Contractor Personnel

A: Titles and assigned duties of proposal team members

Project team member	Roles	Requirements
Project manager	Before beginning any new project, a project manager will lay out the goals, rationale, and parameters of the endeavor. In addition, they identify important internal and external stakeholders, talk about expectations, and get the necessary approval to carry a project ahead. They also talk about expectations. Key stakeholders are brought together to produce an integrated project plan that is focused on achieving the stated objectives after the charter has been accepted. Project managers may keep an eye on scope, costs, timeframes, risks, quality concerns, and communications with the aid of the plan they develop during this phase. To achieve the project's objectives, team members work together to fulfill the tasks that were outlined in the plan. It is the job of the project manager to delegate this work and see to it that it is finished on time. Monitoring and regulating procedures really begin at the beginning of a project and extend throughout planning, implementation, and closure.	The candidate must have a Bachelors of Project Management. Also, the manager must have an experience of 2 years. There is more to being a successful project manager than just being knowledgeable in the field. It also demands a strategic business approach, team building and conflict resolution skills, as well as competence in change management. Project managers must, at the at least, show leadership, be able to encourage their teams, set priorities, and handle problems. Another non-technical talent that project managers must possess is the capacity to adapt. The project manager must, however, be a strategic business partner who is totally invested in the success of the firm, and the manager must be able to deal with unavoidable failures in order to be a highly successful project manager. If the manager has these qualities in addition to the technical abilities, one would be in great demand as a project manager because of the ability to keep up with the ever-changing dynamics of a project while prioritizing the demands of the stakeholders.
Project member 2 (IT professional)	The member will be responsible of programming the codes based on the preferences and data needs of the system. This project member will be responsible of leading the other members of the team in coding and designing the prototype based on the needs and preferences of the target users.	The member must have a Bachelor’s Degree in Computer Science or a relevant course in Engineering. The member must have a minimum of 3 years of experience.
Project Member 3 (IT professional/expert)	The member will be responsible of programming the codes based on the preferences and data needs of the system. This project member will be responsible of leading the other members of the team in coding and designing the prototype based on the needs and preferences of the target users.	The member must have a Bachelor’s Degree in Computer Science or a relevant course in Engineering. The member must have a minimum of 3 years of experience.
Project member 4 (support)	Responsible of carrying out any responsibility or task assigned by the project manager. This includes conducting survey, compiling data and other clerical activities. The individual may also be assigned with the role of assisting in project design or data input.	The member must have a Bachelor’s Degree from any recognized learning institution.
Project member 5 (support)	Responsible of carrying out any responsibility or task assigned by the project manager. This includes conducting survey, compiling data and other clerical activities. The individual may also be assigned with the role of assisting in project design or data input.	The member must have a Bachelor’s Degree from any recognized learning institution.

Section 3: Technical Proposal

A. Preliminary Investigation

a. Understanding the Problem or Opportunity

There is a need to create an efficient athlete system that allows the students’ data to be recorded and processed after which an output is given when needed. With the high population in the identified school, there is a need to develop a system that classifies student data based on the needs of the athlete system.

b. Define the Project Scope & Constraints

The project focuses at designing and developing an athlete registration system based on the needs of the school and the sport activities involved in the school. In ensuring the system meets the needs of the organization.

Time is the main constraint in the project in that the project team have to complete the project within a period of one year. Any variation in the timeline has to be supported by a report which outlines the way in which the variation was obtained during the project period.

c. Perform Fact Finding

There are several techniques used in fact finding. The techniques used in the project include:

Research and sites. Research and site visits which entails the project team visiting the school facilities including the playground. This allows the project team members to determine whether the number of students in the school can fit within the school facility.

Questionnaire. This entails a series of questions developed on basis of the predetermined purpose of the athlete registration system.

Prototyping. This entails creating a model of the proposed athlete registration system that mimics the real registration system. This allows the project team to launch the system in determining whether it meets the predetermined needs through simulation.

d. Evaluate Feasibility

The feasibility of the project is based on the ability of the project to meet the needs of the system. This include the compatibility of the system to serve different sections of the audience before developing the system.

B. Objectives and Criteria for System Evaluation

a. Output: The system will be evaluated based on the ability to meet the needs of the athlete students. This include presence of classifications or group of students based on the purpose of the athletics event.

b. Input: The project depends on the data collected through the survey conducted in the school. Also, students’ details and data is used in the analysis.

c. Process: This involved the entire system design and development process of the athlete registration system based on the information system implementation process. The process will be evaluated based on the level of compliance with every activity.

d. Performance: This focuses on the approach used by the project team in allocating and utilizing the available resources in attaining the established project goals.

e. Control: Project control will be attained through the use of total quality control which focuses at establishing whether the project team follows the project implementation outline.

C. Develop Logic Model (Chapter 5)

Problem Statement There has been a need to develop and effective and efficient athlete registration system that enhances coordination and preparation of students’ sport activities at Baltimore County Public Schools (BCPS). This include ensuring all students are recorded and their level of participation developed in the system.
Goal To create an efficient athlete registration system that serves Baltimore County Public Schools (BCPS).
Rationales This study is necessary in addressing sports such as athletes’ coordination and preparation through creating a platform that identifies students based on the potential and participation in sports.	Resources Computer networks. Peer-reviewed scholarly articles.	Activities Document analysis Coding and programming. Product development.	Outputs An athlete registration system.	Outcomes A system that serves all students of Baltimore County Public Schools (BCPS). To evaluate the system and ensure it meets the qualification standards of the system.
External factors Regulatory laws: The project must be implemented as per the standards required in developing an athlete registration system. This includes compliance with copyright and patent laws. Approvals: The project and system developed must be approved by the stakeholders in both sports and education sectors.

D. Present Development Strategy Alternatives

· Synch-and-stabilize approach: Involves three main phases: planning, development and stabilization. Each of the three stages has distinct deliverables all of which aim at attaining the overall project goal. In planning stage, there is definition of product vision and schedule. In development stage, there is division of project into multiple milestones cycles. In the third stage, stabilization involves comprehensive internal and external testing to determine the effectiveness of the system.

· Rapid application development: This is an integrative approach that involves designing a visible solution through cooperation among all the project team and stakeholders.

E. Analysis of alternatives (Chapter 7)

Alternative	cooperation	Efficiency	Timeline	Use of resources	Total score	Rank
Synch-and-stabilize approach	3	4	2	4	13	1
Rapid application development	2	3	3	3	11	2

F. Selection of Alternative

a. Narrative Justification

The project focuses on ensuring the athlete registration system meets the requirements established at the beginning of the project. This include the project budget and the resources appropriated for the completion of the project.

b. Hardware Proposed (including hardware schematic(s)

· Five Computer systems comprising of monitors, CPUs and computer accessories for a desktop computer.

· Fiber optic cables for setting up the internet network.

· 5 laptops used by the project team members when operating offline.

c. Software Proposed

· ERP System software

· Gantt Chart software

d. Connectivity

An internet network that allows sharing of data among the project team. Also, the internet network will be used in sourcing information from different sources.

e. Security Considerations

A firewall system needs to be developed that will be used in securing data from unauthorized access.

Section 4: Development Phase Management Plan

A. Development Team Personnel

a. Organization Chart

Project Manager

Project member 2

Project member 3

Project member 5

Project member 4

b. Position Descriptions

Project manager is the overall head of the project team. Project manager 2 and 3 represents the IT professionals incorporated in the team to spearhead the coding and programming of the proposed system. Project 4 and 5 represents the project members who provide support role.

c. Salary Structure (list sources)

Position	Salary per month
Project manager	$500
Project member 2	$400
Project member 3	$400
Project member 4	$300
Project member 5	$300

B. Conversion Plan

The conversion plan comprises of the following aspects. One of the aspects is files involved which include a system implementation document. Another document required in the implementation process is a system manual which outlines how the athlete registration system will be used by the end users. The second aspect is data requirements which entails the quality standards needed in developing the athlete registration system. The third aspect include controls where each activity will be recorded and matched based on the expectations as outlined in the project plan.

C. User/Operator Training Plan

System users and operators will be undertaken through a training program. System operators must be well taught so that they can do all potential tasks, both normal and unusual. What typical problems might occur, how to identify them and what to do when they do, should be taught to operators. During training, learners construct a list of potential issues and solutions, as well as the names and phone numbers of people to call in the event of an emergency. In addition to learning how to utilize a new system, training comprises getting to know the run processes.

In order for workers to be able to solve their own problems, computer-based information development of the system must include end-user training.

Troubleshooting system issues and evaluating whether a problem is caused by the equipment or software are part of user training.

The majority of user training is on how to operate the system. The user must be able to quickly mobilize the organization with the aid of the training courses.  Training users and operators may be done in a variety of ways.

Training in multimedia

Multimedia presentations and CD-ROMs are used in this training. In-house training courses may be developed without the aid of external programmers, reducing the overall cost.

Training through the Internet

Courses are given in hyper media format and built to assist the internet and intranet in this training. End users get just–in–time training, and organizations may customize their training needs.

Instruction by an instructor

It requires the participation of both instructors and trainees, who must come together on the same day and time but need not be in the same location. One-on-one or group training sessions may be arranged for the course. There are two kinds:

A virtual classroom

Trainers are expected to meet with their students at the same time, although they are not needed to be in the same location. Video conferencing, text-based Internet relay chat tools, or interactive virtual packages, for example, are the principal technologies used here.

D. Development, testing and implementation schedule

a. Gantt chart(s)

b. PERT/CPM chart(s)

Activity	Optimistic (O)	Most Likely (M)	Pessimistic (P)
Preparation of project materials	1 month	2 month	1 month
Conducting survey to determine the needs	3 months	2 months	2 months
Analysis of data	1 week	2 weeks	2 weeks
Athlete registration system design	3 months	1 month	2 months 2 weeks
Programming and developing the system	3 months	2.5 months	3 months
Prototype launch under simulation	2 months	1 month	I month
Evaluation of the prototype based on the level of viability.	2 months	1 month	1 months
Launch of the final athlete registration system	2 months	1 month	1 month

Section 5: Prototype System Specifications:

A. System Narrative for each function

· Need identification: Involves determining the gaps to be filled by the system after implementation. This is based on the data collected from the surveys.

· System design: Involves developing various parts of a prototype based on the needs of the target clients and demands of the public schools.

· Simulation: Involves testing the prototype in an environment that resembles the actual environment at which the athlete registration system is used.

B. Develop Working Model

The project team members will operate on a schedule in which every stakeholder will be assigned a role. Each stakeholder will have distinct role and a reporting system outlining who is notified what by the members of the project team.

Section 6: Users Manual

1. All users should have an authorization code in accessing the information system.

2. The users must report any inconsistency in the operations of the system should there occur unexpected incident or operation.

3. The system administrator will be responsible of creating an authorization schedule for all users with each user having authorization over defined and specified datasets and sections.

Section 7: Prototype System Demonstration

A. Test Plan

The athlete registration system will be tested on a population of two schools to determine the level of effectiveness of the system. The project team will then record the observations made from the simulation and adjustments made. The data collected is then used in developing the final athlete registration system.

B. Test data

The test data used in the evaluation of the athlete registration system include:

· The number of activities that can be handled on a single time.

· The level of compatibility of the program in accommodating all activities.

· The amount of time taken in processing data.

· The level of speed in retrieving data from the system.

C. Implementation failure contingency procedures

Every department and every degree of control should be represented on a contingency planning team, down to the lowest-level jobs. In order to develop a comprehensive response to every conceivable danger, the team first identifies the goals of each department's contingency plan and then performs realistic risk assessments.

Prepare a realistic risk analysis and business impact analysis with the help of the planning team. The business impact analysis will be built on the risk assessment, which will be followed by policies for hazard prevention and risk reduction.

If anything goes wrong, the contingency plan lays out exactly how and when each person (internally and externally) is told. In order to commence the second phase of both internally and externally notification preparations, the communications team has been notified." Having an emergency reporting form in place will ensure that everyone involved in the situation has the most up-to-date information at all times. Another benefit is that it helps ensure that facts are being reported, rather than supposition from other workers or emergency responder.

Section 8: Expended Effort

A. Listing and description of all team meetings

Type of meeting	Frequency and length of meeting
Project team meeting	Once per day with each meeting taking 30 minutes.
Project manager and school facilitators	Once in a week for a period of 2 hours.
Project manager and school executives	Once in two weeks with each meeting taking 2 hours.
Project team and sponsor	Once in a month for a period of 3 hours each meeting.

Section 9: Budget

A. Detailed Budget with Narrative

Project Details	Amount
Project materials and equipment	$4000
Professional expertise fee	$3,000
Computer systems and accessories	$10,000
Miscellaneous	$2000
Total cost	$19,000

Section 10: Reports & Other Documentation

A. Copies of all reports/documentation submitted to the Technical Monitor (instructor) during the course of the proposal development period

B. ATHLETE PARTICIPATION C. In accordance with Regulation 4.2.1 of the Athletics Rules and Regulations, to participate in IPC Competitions and World Para Athletics D. E. Sanctioned Competitions an athlete must hold a valid IPC Athlete Licence. At some specific World Para Sport Recognised Competitions, where a license is necessary to compete, this requirement will be included in the qualification guides of these competitions. Further requirements for eligibility to compete, such as an additional licensing deadline, will be outlined in these guides, if applicable. F. At all World Para Athletics Recognised Competitions, only athletes who are licensed prior to the start of competition may have their results recognised for official rankings and records. G. RANKINGS The following matrix outlines by ranking type the licensing and Sport Class Status requirements: List Name Licence Required Sport Class Status Required Official World Rankings List (Jan – Dec) Yes R, FRD, C Official Regional Rankings List (Jan – Dec) Yes R, FRD, C Annual Recorded Best Performances (Jan – Dec) Yes N, R, FRD, C Minimum Entry Standard (MES) Lists by relevant competition Start Date – End Date of Qualification Period Yes (N), R, FRD, C H. I.

J. Personnel Manual

The following steps should be followed in accessing data from the athlete registration system. 1. Switch on the computer. 2. Double click the athlete registration system icon on the desktop to open the system. 3. Put in the password on the user dashboard pane. 4. Navigate through the dashboard to access the needed data. 5. Log out from the system.

K. Evaluation Matrix

Start Obj 1 Obj 2 Obj 3 Obj 4 Obj 5 Obj 6 39811 39818 39832 39839 39853 39860 Complete Obj 1 Obj 2 Obj 3 Obj 4 Obj 5 Obj 6 0 0 0 0 0 0 Remaining Obj 1 Obj 2 Obj 3 Obj 4 Obj 5 Obj 6 14 14 14 14 7 21

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