Project Charter A. General Information Project Title:| Class Monitoring System| Project Working Title:| CMS| Proponent Secretariat:| Education| Proponent Agency:| Benedicto College| Prepared by:| | Date Prepared:| February, 2012| B. Executive Summary This document has an evaluative explanation on how, what, and where the system will be implemented. It briefly states the General Information, Project Purpose which includes the business problem and the project goal and objectives, critical success factors, assumptions, project description, scope and management, milestones, and project authority.
This document contains other subsequent phases, uses, process, and implementation regarding the system. The Benedicto College Students (BC) proposed anAutomated System. The CMS (Class Monitoring System) is functional in providing essential reports of the teachers and students attendance based on the said system records. To produce useful monitoring in today’s higher education environment, the system is using Radio – Frequency Identification (RFID) Scanner to detect the RFID of the students and teachers who passes in or out per subject at every classroom.
The system only detects when the student is enrolled on the subject and it can detect RFIDs at the maximum of 2-3 feet away. Class Monitoring System has changed the manual log of the class efficiently. It also allows monitoring of attendance at a time and provides accurate information to the higher ups. This system will provide accurate log-in / log-out of the students and instructor in the classroom. The system will also provide reports to the parent(s) or guardians(s), instructors, dean, director and guidance counselor of those students who are not attending or cutting classes.
The system will also provide reports to the Dean, HR Manager and Director regarding the instructor’s performance in their attendance to their respective classes. C. Project Purpose 1. Business Problem The current class monitoring process of the school is done manually. This result hassle and provide inaccurate information to the higher ups; increasing demand of absences done by the students and faculty members because the organization lacks monitoring process; and records may be lost due to unorganized way of keeping or recording. * Time Management * Monitoring each class every day is can’t be done easily and needs a lot of time. Records Keeping * A hard copy is filled up during the monitoring and this copy serves as a medium for records keeping. * Manually inputting data to the paper. * Late will not be counted if the manual monitoring process is done. 2. Purpose We proposed a system that will make an automated class monitoring process wherein a tag is attached to an object (e. g. ID) which the RFID scanner will detect. This automated process will get rid of all the burdens and hassles the manual monitoring brings. This will also assures that logins and out records among students and instructors are kept safe and secured.
It will keep tracks of the performances of the students and instructors in the school. This system will provide accurate log-in/log-out information of the students and instructors in the classroom. For the Director/Instructors/Parents/HR/GuidanceCounselor’s benefits, this system will provide reports for them. Hence performances among students and instructors will be monitored and this will lessen absences and tardiness. 3. Project Goals and Objectives The following list represents the team’s goals and objectives in implementing the Class Monitoring System. * Provide accurate information * Establish and improve good monitoring process Aware of student(s) and instructor(s) absences and tardiness. * Promote the power of technology * Monitoring process is less burden * Tracks the daily attendance of the students and instructors * Paperless class monitoring * Maximize good discipline among students and instructors * Good guidance of the instructors will be done by the Dean/Director. 4. Critical Success Factors The Class Monitoring System is designed to address the critical success factors listed below. * Complete and detailed project planning methods * Project expectations are realistic and sustained * Well-defined requirements * Adequate Reports 5. Constraints Personnel * The Internal Staff available for substantial project time is limited. This project will require a substantial commitment of staff time in both functional and technical areas. * Funding * The Funding required for the CMS represents an investment for us to have hardware (RFID Scanner) which will require asignificant funding commitment from Amtech Cebu. E. Project Description, Scope and Management Milestones 1. Project Description Class Monitoring System takes input in a RFID scanner to collect and process data. Class monitoring system will provide the needed data for grading the student / payroll of the instructor.
The system is using RFID scanner whichstands for Radio-Frequency Identification, it is the use of a wireless non-contact radio system to transfer data from a tag attached to an object, for the purposes of automatic identification and tracking. Some tags require no battery and are powered by the radio waves used to read them. Others use a local power source. The tag contains electronically stored information which can be read from up to several feet away. Unlike a bar code, the tag does not need to be within line of sight of the reader and may be embedded in the tracked object. RFID tags are used in many industries.
An RFID attached to an automobile during production can be used to track its progress through the assembly line. Pharmaceuticals can be tracked through warehouses. Livestock and pets may have tags injected, allowing positive identification of the animal. RFID identity cards can give employees access to locked areas of a building, and RF transponders mounted in automobiles can be used to bill motorists for access to toll roads or parking. Indigestible thermometers use RFID technology to transmit temperature data back to a sensor. Class Monitoring System (CMS) will replace the old manual monitoring.
In addition Class Monitoring System (CMS) will contain a web module that can be viewable on your browser to provide reports. The implementation of a Class Monitoring System (CMS) will be both Hardware and web based. The Hardware (RFID Scanner) will be setup on the left side of the door near the doorknob which will be used for identifying the IDs (with RFID Chip). | a) CMS System Requirements | Minimum Requirements| Recommended Requirements| INTEL CPU| Pentium 3Pentium 4| Dual Core| RAM| 1 GB| 2 GB| OS| Win Xp| Win 7| Project Scope | Phase| Phase I| Go Live Date| 08/13/12|
Modules| * Attendance Module * Report Generator * RFID Scanning * Database * Web Portal * Online View Report| Additional Features & Functions| * CMS Interface * Web Template| Preliminary Scopes Attendance Module Charts of Classes * Initial Design * Number of Students * Maintenance Processes Actual Attendance Module * Class Entry (initial, correcting, reversing, allocation) * Record Logs (Student/Instructor Login Interface) Reporting * Generate Log Reports * Reporting Interface * Graph Reports(Director/Deans Report Interface) * Online View Status (Guardian/Parents/ Student Report Interface)
Integration * Web/cms. DOMAINNAME. com Summary of Major Management Milestones and Deliverables | | No| Phase / Activity| Date| | Phase I | | 1| Plan & Design| 02/07/2012 – 03/21/2012| 2| Build & Unit Test| 04/10/2012 – 07/01/2012| 3| System & Integration Test| 07/05/2012 – 07/23/2012| 4| Post and implementation Support| 07/27/2012 – 08/13/2012| 5| Close Project Phase| 08/17/2012| CMS Users Accessibility A. Instructors Instructor serves as a resource to the student. They are frequently acts as a mentor or tutor to the group. The instructors are responsible for each and every student in their class.
It is the job of the instructor to be aware of the absences and late within the class so that they can guide students in fruitful paths. Instructors Accessibility in CMS: * View students list in every subject they handled. * View subject list including specific time, room assignment, number of student per subject. * View Attendance of every student performance in his/her class if (present, absent, late) and specific time the student enter and out of the classroom. * He/she can view his/her students’ study load. B. Parent Parent is the caretaker of their own offspring in their own species.
However, some parents may not be biologically related to their children. But biological or not, they are still the one that is responsible for their children or even so called children. Parent’s Accessibility in CMS: * Parents can access online to the Benedicto CMS for student concerns. * A student and his/her parent has the same account in CMS. * Parents will be updated on the status of the student in school. * Parents can monitor the attendance of the student. * Parents can view the schedule as well as the instructor of the student. * Parents can also see his/her daughter’s / son’s study load.
C. Student A student is a learner, or someone who attends in educational institution. It is his/her responsible to go to school regularly and to be present in his class. Hence, he is also responsible for his/her late and absences and how it could be minimized. Student’s Accessibility in CMS: * Keep record of his/her own daily attendance. * Keep track and updates of his/her attendance. * A student and his/her parent has the same account in CMS. * Students will be aware about his/her absences and tardiness in school which might be taken earlier remedy before he/she will be dropped. Students can view his/her class in the specific time through CMS. * She/he can see her/his own study load. D. School Director School Director is the “governor” of the school district who works in partnership with their administrative team to set the district’s direction. School Director’s Accessibility in CMS: * For the higher up part which is the school director he/she able to view the reports of the students and with the instructor’s performance in the school. * He/she can view all the students performance whether by each department or as a whole. He/she can view everyday logs of each class on that day if the instructor has arrived on time and if the students really attend their classes. * With the help of this system the school director can easily supervise the school in terms of attendance. * With the given reports he/she has a direct analysis and interpretation of data. * The system can generate reports in a real-time monitoring which is very efficient and reliable. * The school director has the authority to view all the data in the system but cannot delete, edit and add information in the system. E. Dean
Personal Information Certain personally identifiable information is necessary to make some features of this website work, such as login information and web browser cookies. The website also includes all the personal information regarding classes of each students and faculties in the school that are basically confidential. Hence, it is advised that you use discretion when entering your User Profile information. CMS is not responsible for personal information that you intentionally make public. Registration There are various rules that CMS implemented to obtain privacy.
Only Parents/Students of Benedicto College are allowed to register in the system. However faculty members have their own account too given by the CMS admin. Each user of the system should only have one account to access the system. Parent/guardian and the student they are connected with must have only one account. The students can only view their status in school but cannot change it. The system includes confidential detailed information of the students and faculties on what are their behavior in the school. The system is intended to develop the School not to destroy. Use at your own risk
Please be guided that CMS is intended to the active Benedictians, their Parents/Guardian, and Faculty members only. F. Project Authority E. a. Project Manager Project Manager of CMS Responsibilities: 1. Manages the project budget. 2. Reviews and troubleshootsall activities among the CMS’s implementation teams and work groups. 3. Oversees the execution of the Project Schedule, the Project Charter of the system to ensure that (1) the project is delivered on time, within budget and (2) that staff and consultants fulfill their roles and responsibilities. . Works closely with the CMS Program Manager to ensure that the system meets all contract obligations. 5. Oversees the following implementation activities: RFID scanner set up; provides RFID among students and instructors, testing, communication, training, user documentation, hardware acquisition, risk management and change management. 6. Provides on-going review and feedback through the implementation. 7. Presents relevant discussion topics and issues for resolution to committee. 8. Assures communication, support and buy-in of the CMS community. 9.
Amends modifies and updates the Project Schedule in conjunction with the Program Director. 10. Attends meetings with of the committee as needed. 11. Coordinates team building activities for implementation teams and work teams. 12. Coordinates with the Training Coordinator in developing and delivering a CMS wide training plan for the System’s implementation. E. b. Program Manager Program Manager of CMS Responsibilities: 1. Supervises the activities of CMS. 2. Monitors the project budget. 3. Oversees the execution of the CMS Statement of Work. 4. Presents relevant discussion topics and issues for resolution to the committee. . Produces and distributes information in the committee. 6. Assures communication, support and by-in of the CMS. 7. Amends modifies and updates the Project Schedule in conjunction of CMS. 8. Attends meeting with the committee as needed. 9. Provides change management leadership. 10. Addressed project issues and removes obstacles or other constraints. 11. Ensures resources are available to carry out the project to its completion. 12. Monitors implementation activities, forwarding issues and concerns of the system. 13. Monitors compliance with independent Verification and Validation process. 14.
Monitors progress against project implementation plan. E. c. Interview Manager Interview Manager of CMS Responsibilities: 1. Formulates the Questions for the interview. 2. Do the personal interview with the client. 3. Inquires/research and distributes information in the committee regarding the client’s information. 4. Organizes meeting for the interviewer and client. 5. Distributes the job among members. 6. Ensures resources (human and financial) are available to carry out the interview for the client for the implementation for the project. 7. Make and send appointment letter for the client. . Make sure that the data gather is correct based on the interview. E. d. Research Manager Research Manager of CMS Responsibilities: 1. Gathering data of the possible company/school that the system may be implemented to. 2. Do the research regarding the possible person to be interviewed. 3. She will do what the Project Manager wants to be researched. 4. She is responsible for the Appointment Letter to be sent for the clients. 5. Responsible for the data and information regarding CMS benefits. 6. Gathers suggestions among people about the proposed system. 7.
Research where might be the system be applicable. 8. Responsibility for ensuring that research is conducted to an agreed proposal. 9. To ensure the timely and appropriate communication o the public of results if such communication is in public interest. 10. Researchers are responsible for conducting research in accordance with the ethical principles. G. Project Organization 1. Project Organization Chart All of the following entities will have Project oversight: Internal- Program Sponsor and CMS Committee (Class Monitoring System Committee) 2. Organization Description
CMS Organizational Team is a matrixes team with which each of the members have their own roles and responsibilities. CMS is also composed of functional business teams which includeprogrammers,interviewers, researchers and technical teams all reporting to a Project Manager. CMS is headed by a Project Manager (Jimmy Bluey B. Amatong) who manages the whole organization with a very versatile function. He also helps in technical and software problems. CMS mission is to implement an automated Class Monitoring System which will make things easierand safer.
The CMS is addressed to the business establishment who uses the old manual way ofclass monitoring. Its objective is to get rid of the burden and hassles among people whodo the manual monitoring process. CMS gives benefits among instructors, parent(s), guardian(s), guidance counselor and higher ups. Because this system will generates reports among users through the use of theWorld Wide Web. 3. Roles and Responsibilities * Project Sponsor Responsibilities 1. Approve project proposal and project charter. 2. Provide clarification of CMS’s priorities as they impact process and systems development. 3.
Champion the reengineering process and its outcomes with visible expression of support both within and outside the CMS. 4. Assure vital project connections between CMS and the business establishment where it will be implemented. 5. Signs off on Large and Strategic Program/ Project deliverables. 6. Provides funding for the system. 7. Approve the global implementation plan. * Functional Team Responsibilities Project Manager 1. Establishes milestones/deliverables for assigned pilot programs. 2. Manages scope. 3. Ensures tasks are on schedule. 4. Mitigates risks and issues. 5. Maintains the program work plan.
Programmer 1. Makes IT resources available specifically software. 2. Has a broad knowledge of the system with connection to software or IT. Interviewer 1. Formulates the questions needed to be asked to the client. 2. Conduct the interview where the system should be implemented to. Researcher 1. Gathers information where the system should be best implemented to. 2. Responsible for the appointment between clients and interviewer. Technical Team 1. Makes IT resources available specifically hardware (e. g. RIFID Scanner) 2. Resolves major technical policy issues. H. Project Risks
Risk Item| Risk Level| Risk Score| Budget Risk| High (18-25)Medium (9-17)Low (1-8)None (0)| | External Dependencies Risk| High (18-25)Medium (9-17)Low (1-8)None (0)| | Management Risk| High (18-25)Medium (9-17)Low (1-8)None (0)| | Mission Critical Risk| High (18-25)Medium (9-17)Low (1-8)None (0)| | Failure Risk| High (18-25)Medium (9-17)Low (1-8)None (0)| | Complexity Risk| High (18-25)Medium (9-17)Low (1-8)None (0)| | Preliminary Risk Assessment| High (18-25)Medium (9-17)Low (1-8)None (0)| | I. Approval Position| Signature over Printed Name| Date| Project Sponsor| | | CMS (Class Monitoring System)