TEAM 1 STEP School Technology & E-Learning Providers

Prairie School Technology Project

IFSM 438: Project Management Project Deliverable #3 Project Plan 03/08/2011

Engin Gursoy Gregory Allen Boyd Joel Burns Joseph Harris-Gantt Mervyn Ortiz

Project Manager Documentation Manager Infrastructure& ImplementationManager Procurement & Resource Manager Communications Manager

PRAIRIE SCHOOL TECHNOLOGY PROJECT

PROJECT PLAN

03/08/2011

EXECUTIVE SUMMARY Prairie Elementary School has expressed its needs for a school wide computer networked information system and other technological needsand has nominated School Technology & E-Learning Providers-STEP project team to analyze, develop and implement such system. The STEP project teams acceptance and involvement will deliver those technological opportunities to the recipients of Prairie Elementary School. The project plan will give a comprehensive overview of the project and delineate those elements crucial in the development and execution of delivery. Those elements described within are the problem statement, background, scope, objectives, constraints, and assumptions which will help define the reason, goals, equipment used, and internal and external factors that may affect the projects progress. Also, the plan will describe the project teams management approach, including the teams operating budget and the project schedule in which it will follow. With every project plan there is potential for changes to take place as they are discovered in developing a project, big or small. The process in which change will be addressed, accepted and implemented will be found in the change management section of this plan. Upon nearing completion of the project, the final phases described within the project plan will include the testing and eventual deployment phase of the networked information system. If project testing and deployment phases go without rework, then it will be anticipated what follows next is the transitional ownership of project deliverables and maintenance expectations. Once the school administration accepts full responsibility of its newly implemented networked information system, STEP will transition its control over the system to the schools technology coordinator who will become the sole steward in maintenance, operation, and life cycle continuity of the integrated network information system. Inclusive to this transition is the knowledge that the school will manage its own integrated student management system which is provided and centrally managed by the school district. The school district uses two commercial off the shelf products from Blackboard, Inc. These two programs, Blackboard Learn and Blackboard Connect, will allow Prairie Elementary School to manage its student information, lessons plans, parent reviews, grading, and its financial and administrative functions as required by the district. In summary, the project plan specifiesthose elements that will give the stakeholders an overview of how the STEP projectteam plans to develop, implement, and deliver Prairie Elementary Schools networked information system and how the school will manage and maintain its new system once STEP retires its services.

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Table of Contents
I. II. III. 1. Problem Statement .......................................................................................................................... 1 Project Background .......................................................................................................................... 1 Project Participants .......................................................................................................................... 2 Internal Stakeholders ................................................................................................................... 2 Executive Committee ....................................................................................................................... 3 Project Management Team .............................................................................................................. 4 2. External Stakeholders .................................................................................................................. 6 Parents ............................................................................................................................................ 6 School District .................................................................................................................................. 7 Vendors ........................................................................................................................................... 7 IV. Scope .............................................................................................................................................. 7 V. Objectives, Constraints and Assumptions ......................................................................................... 9

VI. Project Management Approach ...................................................................................................... 10 VII. VIII. Project Budget............................................................................................................................ 11 Project Schedule ........................................................................................................................ 12

IX. Change Management ..................................................................................................................... 12 X. Testing ........................................................................................................................................... 13

XI. Implementation / Deployment ......................................................................................................... 13 XII. Maintenance .............................................................................................................................. 15

References ............................................................................................................................................ 16

Table of Figures
Figure 1: Lines of Authority ...................................................................................................................... 3 Figure 2: Project Budget ........................................................................................................................ 11 Figure 3: Estimated Schedule of Tasks .................................................................................................. 12

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I.

Problem Statement

For over 25 years, the Prairie Elementary School has been relying on manual and paper laden systems to run its curriculum and administrative processes which have been time consuming in distribution, in sharing information and getting immediate results.Lagging behind in the world of technology has caused the Prairie School to fall behind in comparison to other schools of similar makeup. Students have been unable to take advantage of technology in their education, and this has been a great concern for the parents. The general consensus among parents, teachers, and the school administration has led the Prairie School to seek out technological solutions to improve its current academic standing as well as its business processes.

II.

Project Background

The Prairie Elementary School recently received a government grant for its first technology project. With this grant, the school is now ready to look for help to upgrade its manual processes and to take advantage of technology in classrooms, which is expected to bring about the results long sought by the school administrators, the teachers, and the parents. The Prairie Elementary School administration contacted the School Technology & E-Learning Providers-STEP to help plan and implement the school wide computer networks and other technology needs.As a starter, the STEP project team researched on similar schools IT implementation experiences. According to studies conducted in different years and different settlements,computerbased technologies are shown to help student achievements, improve their critical thinking skills, enhance their motivation, and teach them working in collaborative environments (Kelley L., et al, 2002). In 2002, Allen et al. (2002) from the SRI International, a nonprofit research institute, prepared an extensive report for the Planning and Evaluation Service, U. S. Department of Education. In this report, Allen et al. reported on the effectiveness of the computer use in education with a comprehensive literature review and statistics from various studies. The authors especially focused on the discrete educational software (DES) programs which include the integrated learning systems, the computer assisted/based instructions teachers used in classrooms, and the set of new software programs teaching students the subjects such as reading and math. The reports conclusion was: The associations between DES use and achievement varied along several importantdimensions. Students in the early grades, from pre-K to grade 3, and in the middle schoolgrades appear to benefit most from DES applications for reading instruction, as dostudents with special reading needs. The magnitude of the effect was largest for studies ofreading applications that randomly assigned students to treatment and comparisongroups, for studies that used researcher- or vendor-developed outcome measures of mathand reading achievement, and for evaluations of math applications conducted byindependent evaluators (Allen et al., 2002, p.78). The Prairie Elementary School currently has 200 students enrolled in five grades with 10 classrooms. Each classroom approximately having 20 students is served with 10 homeroom teachers and three encore curriculum teachers for art, music, and physical education courses. The administration office has four administrative staff plus the Principal. The school also employs a librarian and a nurse. The STEP project team has determined that having two computer labs with 20 computers each (allowing the 1:5 computer-to-student ratio), 10 classroom teacher workstations, three encore teachers office workstations, five administrative workstations, one library and one infirmary workstation 1

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will satisfy the schools current technology needs. The details about the servers, Internet connections, hardware and software needs will be discussed later in this document. STEP will provide a networked information system that will allow the Prairie Elementary School to focus more on its students and give them the opportunityto excel and reach new levels in learning. The STEP project team will use its technical expertise to analyze, develop and implement an information management system capable of meeting the schools needs and give it the similar opportunities found in other schools within the school district. With the network system provided by STEP, the school will now be able to take advantage of the district sponsored education and administrative management tools and manage its student information, lessons plans, parent reviews, grading, and its financial and administrative functions via the school districts centrally managed, webbased student information system, Blackboard Learn and Blackboard Connect, from Blackboard, Inc. According to Blackboard (2011), this combined product provides the followings features for teachers, students, administrative staff, and parents: Interactive smart tools enhance learning in and beyond the classroom Real-time parent participation Proactive feedback from teachers Online professional development, centrally managed grades, integrated lesson plans, standards tools, and more.

III.

Project Participants
1. Internal Stakeholders Dr. Donna McKalip Principal / Chairperson, Executive Committee Celine Broker Administrative Staff Representative, Executive Committee George Fuller Teaching Staff Representative, Executive Committee Engin Gursoy Project Manager Gregory Allen Boyd Documentation Manager Joseph Harris-Gantt Procurement & Resource Manager Mervyn Ortiz Communications Manager Joel Burns Infrastructure & Implementation Manager Mike Orwell System Administrator Dustin Miller IT Technician Brad Stone IT Technician Kim Green Web Designer Technology Coordinator (To be hired by the school administration)

PRAIRIE SCHOOL TECHNOLOGY PROJECT

PROJECT PLAN

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Figure 1: Lines of Authority

Executive Committee The Executive Committee will consist of the schools Principal, the administrative staff representative, the teaching staff representative, and the Project Manager and will meet once each week during the project. The Project Manager will inform the committee members on the progress of the project, and the committee will work to resolve any issues that may be forwarded to them from the Project Management Team. The Executive Committee is expected to provide a vision of the schools long-term goals and objectives, set priorities, and approving scope. They will aid in promoting the computer network and provide informational support to the project team as needed to complete the project. The Executive Committee will also have the change control authority in the project and will approve/disapprove changes in scope, cost, or schedule.The Executive Committee members are expected to be available throughout the life of the project, dedicating 10 hours per week at the beginning of the project. This time will be renegotiated as the project progresses. Donna McKalip:Principal (Sponsor)is expected to perform the following tasks for the success of the project:

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y y y y y y

directly communicate the schools long-term goals and visions to the Superintendent is the chairperson of the Executive Committee communicate the importance of the project to the faculty, parents and school boardSTEP will provide any assistance needed in communicating such importance maintain regular and visible contact with the project assist in clearing organizational obstructions to the projects especially those of a political nature make business decisions on issues escalated by the Project Management Team and accepts deliverables on behalf of School

Celine Broker:Administrative Staff Representativeis expected to perform the following tasks for the success of the project: y y y y y y act as the voice of the administrative staff in the project communicate the schools administration related issues and needs to the project team is a member of the Executive Committee embodya quality assurance team for the usability testing among the administrative staff schedule the administrative staff time for 3-5 hours per week for each delivery phase assist the PM in the project

George Fuller:Teaching Staff Representativeis expected to perform the following tasks for the success of the project: y y y y y y act as the voice of the teaching staff in the project communicate the education related issues and needs to the project team is a member of the Executive Committee embodya quality assurance team for the usability testing among the teaching staff schedule the teachers time for 3-5 hours per week for each delivery phase as negotiated by the PM team assist the PM in the project

Project Management Team The Project Management Team will consist of the Project Manager and Team members. The PM Team will meet every week or as needed at the beginning of the project. The team will then meet twice a week and as needed as the projects end nears completion- this will be at the discretion of the Project Manager and/or Sponsor. The PM team will take responsibility for the project; be responsible for resolving issues, and submit issues that cannot be resolved to the Executive Committee. Engin Gursoy:Project Manager The PM will have primary responsibility for the project deliverables and will provide dayto-day direction to the project teams. She will also be responsible for maintaining the project plan, streamlining resolution of issues, and communicating the project status to the Executive Committee. In general, the Project Manager will provide overall project management for the implementation as well as play an active role in the integration between the individual teams. 4

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The Project Manager must proactively anticipate project deviations and be responsible for taking immediate corrective action. It is also her responsibility to obtain an understanding of the overall system business network integration in the schools environment. The Project Manager will decide on all project relevant issues and the budget based on discretionary review of the Executive Committee. She will also escalate the issues requiring a change in the scope, cost or schedule to the Executive Committee for a common decision. The responsibilities of the PM: y manage the project y control project scope and monitor project work plans y identify and manage risks y provide leadership and direction to all members of the project team y provide and update project plans and deliverables y approve significant changes to project planswithin the constraints specified in the project charter y analyze project progress y ensure deliverables are completed on schedule and are presented to the Executive Sponsor for sign-off y ensure timely issue resolution or appropriate escalation of issues y report project status; provide and discuss updateswith the Executive Committee on a regular basis y ensure effectiveness of the project structure and roles Gregory Allen Boyd: Documentation Manager y facilitate the collection and analysis of requirements for reports, interfaces, forms, and implementation strategies as per the project plan y support document production, publication of meeting minutes, tracking schedules, developing presentations, interview confirmations, and conference/meeting bookings y design materials for end user training y inform the PM on all issues impacting the project and project plan Joel Burns:Infrastructure & Implementation Manager y coordinate the review of the design and configuration of the network installations and tests y ensure compatibility with the school requirements y build a comprehensive support program for development, Q/A, production and training y inform the PM on all issues impacting the project and project plan Joseph Harris-Gantt:Procurement & Resource Manager y control costs & expenses to agreed budget y locate and secure resources for the project y ensure contractual obligations are met with all project vendors y inform the PM on all issues impacting the project and project plan

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Mervyn Ortiz: Communications Manager y ensure good communication between team members within the project y ensure that appropriate project management practices are observed throughout the project, including Quality Assurance reporting standards in accordance with the Communications Plan. y disseminate information to project stakeholders on a schedule outlined in the Communications Plan y inform the PM on all issues impacting the project and project plan Mike Orwell:System Administrator y supervise technical staff assigned to project y ensure all testing of network is performed according to testing methodology y responsible for providing technical support to the project y manage the installation of the required hardware and network services y ensure that all the necessary network provisions are in place for all stages of the Project y inform the PM on all issues impacting the project and project plan Dustin Miller:IT Technician y perform duties as assigned by the System Administrator Brad Stone:IT Technician y perform duties as assigned by the System Administrator Kim Green: Web Designer y design and implement school web site Technology Coordinator (To be hired by the school administration) The school administration is expected to hire a technology coordinator at the beginning of the project. The project team members, Joel Burns and Mike Orwell will be ready to offer any assistance to the schools hiring authority regarding the technical interview process and nomination of the technology coordinator.The technology coordinator will be the key person who will be supporting the schools technology needs once the project retires. His/her responsibilities are as follows: y y y y y y y expected to be involved in all aspects of the project perform duties as assigned by the System Administrator prepare training sessions for the school staff coordinates with the Principal on system transition and sign-off ensure all computer systems runs smoothly perform regular backups support all school computer operations

2. External Stakeholders

Parents Parents are concerned with their kids academic performances. 6

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School District School district wants to ensure that Prairie Elementary School is brought up to speed with technology and joined the other schoolsin the district in taking advantage of the digital educational tools that are provided by the district. Vendors The vendors are the subcontractors who will be hired for their labors and also the product vendors from which the hardware, software, and equipment will be purchased. y Michael Norman Computer Vendor ABC Computers, Inc. y Chuck Stoney Electrician Best Electric Works, LLC. y Kurt Frady Computer Desk Vendor CDV, LLC. y Russel Harvey Air Duck & Ventilation CleanAir, Inc.

IV.

Scope

The Prairie School project scope will be to plan, design, and implement a networked information system for the Prairie Elementary School in order to improve the schools educational needs. In completing the planning, designing, implementing, and eventually transitioning the maintenance over to the Prairie Elementary School technology coordinator, the STEP project team will ensure project accuracy, customer service quality, and cost effectiveness. There will be ten primary steps which will be completed to ensure a successful project. Additional details can be found later in this document in the Project Implementation area. These steps include: 1. Participating in planning meetings with stakeholders. This will allow the STEP project team to fully understand what is expected during the projects life. 2. Designingthe network topology and the configuration. This will allow the STEP project team to figure out the best possible way to implement network for the workstations. 3. Installing the DS3 lines, electric, and network cables by the vendors. This will help the STEP project team maintain a solid connection with the ISP. 4. Installing server room ventilation. This will allow the STEP project team to ensure proper ventilation will be present to prevent overheating from the workstations. 5. Installing furniture which includes lab desks and server blade cabinets. This will allow the STEP project team to verify that the proper furniture has been installed in succession with the workstations. 6. Installing and configuring network equipment, servers, computers,printers and peripherals. This will allow the STEP project team to install all of the proper components and have the workstations fully up and running. 7. Testing the networked information system for defects and fault tolerance. This will allow the STEP project team to analyze whether there are any errors with the workstations, servers, or any network equipment. 8. Designing, constructing, and publishing the schools website. During this phase the STEP project team will implement the school website, and ensure it is up and running. 9. Training the technology coordinator on supporting the new technology in place. The STEP project team will then train the technology coordinator hired by the Prairie Elementary School on how to navigate with the workstation, how to ensure the servers remain in working condition, and how to detect any problems before they become too troublesome. 7

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10. Finalizing the project and transitioning ownership and maintenance to the schools technology coordinator. This will be the final phase, and during this phase, the STEP project team will ensure every objective has been met and that the technology coordinator can maintain the workstations and servers without the STEPs intervention. In further detail, the STEP project team will be implementing the installation of a total of 60 computers (20 computers per lab for a total of 40, including 13 teacher workstations, five administrative staff workstations, one library computer, and one infirmary computer; forming an overall total of 60 computers). Additionally, there will also be a number of servers to be installed. This list includes: y y y y y y y two DNS/DHCP servers, one application server (NetInstall) two print servers two email servers (MS Exchange) four web servers (intranet and external site) one DB Server two Domain Controllers (primary and backup) one virtual center server.

Along with these servers the following similar resources will be needed: A DS3 line will be installed by the ISP supporting speeds up to 45 mbps which fulfills the schools internet two Cisco Catalyst 6500 switches for LAN connections, and two Cisco 3750G switches for server blades, and two Cisco 7600 Series Routers that support wireless connectivity. In terms of the building infrastructure, the following needs are required to be fulfilled: those rooms designated by the school to be used as the server room and the computer labs should be emptied to ensure an adequate amount of space is allocated and free of any unneeded obstruction. This will allow the STEP project team members to work effectively and efficiently. Due to the age of the building, there will be work needed to be done in this project for additional and sufficient electrical wiring and surgeprotected outlet installs in all rooms including labs, classrooms, server room, project team room, administration office, teacher offices, library and the nurses room . The Prairie Elementary School is expected to obtain the permit from the city ordinance necessary for the electrical subcontracting. The project schedule is contingent of the valid permit to start the work. Also, the area that will be used as the server room will need sufficient ventilation to keep the servers up and running safely. The STEP project team will schedule the ventilation work. STEP will also be providing the desks needed in the two computer labs. STEP will use a sub-vendor in purchasing, delivering, and installing the 20 computer desks, each holding two workstations. Furthermore, the following application software will be installed by the STEP team: Symantec Anti-Virus Protection, MS Office 2010, Adobe Professional, Peachtree Accounting software, MS Windows 7 (Workstation OS), VMware vSphere (Virtualization), MS Server 2008 (Server OS), MS IIS 7 (Web Server), and MySQL (DBMS). In addition, a web designer from the STEP project team will design the schools web site with no more than five static web pages. For the life of this project, the site will not be an interactive site. If school administration needs further enhancements to the site, another project can be initiated after this one is completed. Lastly, the STEP project team will train the trainer. In other words, the STEP project team will take responsibility in training the technology coordinator hired by the school administration throughout the life of the project. This individual is expected to be involved in every step of the project and be responsible

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with training the teachers and other staff on how to use the new technology so they can then show the students how to successfully use the technology. The technology coordinator will serve as the technology liaison for the life of the project and will join the roster for the Prairie Elementary School to ensure maintenance on the system and the website.

V.

Objectives, Constraints and Assumptions

The project objectives are: y y y Finalizingcosts for installation labor and supplies needed to ensure project success. Effectively incorporating sixty computer workstations into Prairie Elementary School. Effectively incorporating the servers to successfully run the technology within Prairie Elementary School. Additionally, the current situation of electrical outlets, cabling/wiring, and ventilation will be re-designed, as needed, to allow the technological incorporations. Effectively installing all software necessary to running all workstations with a security level that meets best practices and appropriate to protect schools data. Following through with information and training the technology coordinator on how one should go about navigating the technology, and how one could teach others (the staff and students) of how to use the technology. Ensuring constant communication flow between the stakeholders of Prairie Elementary School and the members of the STEP project team. Assisting the Prairie Elementary School in taking advantage of the digital learning platform provided by the school district.

y y

y y

The key constraints and assumptions of the project are as follows: y The school obtains the permits from the city necessary for the electrical wiring and cabling that will take place in the school. The project start date is scheduled for May 1st, 2011 and the permits will be needed before then. y School dedicates one room in the school grounds as the STEP project team work location. y School provides three rooms available for the two computer labs and one for the server room. y School creates criteria to School Board hiring authority to hire an in-house technology coordinator to get involved with the project at the beginning of the project. y School ensures the user involvement during the usability testing as specified in the Staffing Information section in this charter. y The Executive Committee is expected to participate to 1 status meeting a week and 4-6 Change Control Board meetings over the life of the project. y School schedules and oversees the training sessions for the staff and the students that will be conducted by the technology coordinator. After 30 days STEP will re-evaluate the process and determine if more training is needed. y Schedule risks: changes to schedule or cost that exceeds 10% of the estimates will be reviewed by the Change Control Board for approval. Changes to scope that affect cost or schedule will be brought to the Change Control Board for approval. y People risks: school is expected to provide one teaching staff representative and one administrative staff representative to participate as members of the Executive Committee. The school is also expected to hire a technology coordinator. If any one of these individuals becomes unavailable, the school needs to identify and assign a new person within three calendar days.

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VI.

Project Management Approach

The STEP project team will use a traditional project management approach when implementing the Prairie Elementary School IT project. Below are the phases of this approach and the general activities that are performed during each phase. Initiation During the initiation phase, the STEP project team schedules formal meetings with key stakeholders to discuss the schools long-term needs and current state. The project team performs competition analysis on similar schools computer network infrastructures. They review all the schools current methods for communicating, processing, and storing information. Then, this information, along with the pre-determined budget information, help in determining the cost of implementing a new networked information system. The project team takes those ideas to review with all stakeholders and support personnel proposed ideas for improving current infrastructure. Once all sides feel they are clear on the direction and requirements the project team creates the project charter. Planning The first step in planning is to construct the project scope. Based on the completed scope the Project Manager assigns roles to the project team members within STEP.The next task is to develop a communication plan for all parties involved in the project. The project team then conducts a series of formal meetings to: y Identify project deliverables and activities needed to complete those deliverables y Create the work breakdown structure for each task in logical sequence y Estimate the amount of resources required, and the time and cost for those resources y Obtain contractor estimates y Develop the schedule y Verify cost are within budget y Perform risk planning and analysis y Finalize project plan y Obtain formal approval from executive committee to begin work. Execution Execution involves ordering technology assets and furniture delivery. The Infrastructure and Implementation Manager is responsible for overseeing all contractors during installation of the electric and Cat 6/fiber cabling, furniture, and other technology assets including routers, switches, servers, desktop computers, and peripherals. He works with Mike Orwell to coordinate image and software application testing. In addition, the project team meets with the Executive Committee to coordinate the web design and publishing. Controlling During the controlling phase, the project team meets daily to discuss project status and plan adherence. The project team is responsible for verifying scope and ensuring deliverables are being met on schedule and within budget. Weekly meetings with the Project Manager and the Executive Committee are scheduled to communicate project status. Any changes that may affect a project deliverable or budget change by a significant amount (greater than 10 percent) must be approved by the Executive Committee/Change Control Board. The project team ensures all technical assets are tested and working properly. Closing The STEP project team ensures all contractual agreements are met prior to closure. They train the Prairie Elementary School technology coordinator on the entire infrastructure and how to support it. 10

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They also work with him/her to administer training documentation and classes to faculty and students on how to utilize the applications, computers, and peripherals. Then all support is turned over to the technology coordinator permanently.

VII.

Project Budget

The project will have the following cost categories with the Rough Order-of-Magnitude (ROM) for each:
Hardware Unit HP Pro All-in-One MS218 Desktop PC HP ProLiant BL460c G6 Server Blade HP StorageWorks SB40c Storage Blade Cisco Catalyst 3750G-24TS Stackable Gigabit Ethernet Switch Cisco Catalyst 3750G-48TS Stackable Gigabit Ethernet Switch Cisco 7604 Router Cost per Unit $589.00 $3,289.00 $1,428.00 $5,072.00 $10,329.00 $16,770.00 Quantity 60 12 1 2 1 1 Total Cost $35,340.00 $39,468.00 $1,428.00 $10,144.00 $10,329.00 $16,770.00

Blade Rack Chassis Units Server Cabinets

$5,390.00 $1,842.00

2 2

$10,780.00 $3,684.00

Computer Desks for Labs

$399.00

20

$7,980.00 $135,923.00

Software Symantec Endpoint Protection Microsoft Office 2010 Professional Adobe Acrobat Professional 10 Sage Peachtree Complete Accounting 2011 MS Windows 7 Professional Windows Server 2008 R2 Standard MySQL Enterprise Edition DBMS(yearly ) Symantec Ghost Imaging Software $29.00 $499.00 $199.00 $559.00 $199.00 $1,209.00 $5,000.00 $25.00 72 60 60 5 60 12 1 72 $2,088.00 $29,940.00 $11,940.00 $2,795.00 $11,940.00 $14,508.00 $5,000.00 $1,800.00 $80,011.00 Installation Installation Labor Cost Estimate (Includes cabling cost) Electric Installation Estimate (Includes all equipment) Computer Desk Installation for Labs Support cost post implementation $150.00 20 $15,000.00 $25,000.00 $3,000.00 $10,000.00 $53,000.00 Web Design School web site development Total Cost Estimate Hourly rate $20 # of hours 300 $6,000.00 $274,934.00

Figure 2: Project Budget 11

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VIII.

Project Schedule

The project will take approximately six months and will have the below estimated schedule:
Month1: May 2011 Conduct the Initial Planning meeting with stakeholders Conduct the Design meetings Obtain project plan approval Begin design of network topology and configuration plan Order technology assets (Computers, Printers, Servers, switches, routers) Schedule installation DS3 lines from ISP Schedule and complete electric work and server room ventilation Schedule and complete furniture installation Finish network topology and configuration plan Start and complete Cat 6, fiber, and network/phone port installations Start and complete router installation Start and complete Installing switches Start and complete Installing Domain Controllers Purchase software licenses Start and complete Installing Imaging Server Start installing and configuring Web, Application, Email, and DB servers Start imaging and Installing Computers(Monitor, Keyboards, Mice) Install Printers Start on the Web Design Continue Installing Computers(Monitor, Keyboards, Mice) Finish Installing Web, DB, Virtual Center and Imaging Servers Finish Installing and configuring Web, Application, Email, and DB servers Help technology coordinator in setting up training classes Continue on Web Design Complete computer and printer installations Complete Computer Lab Test School web site Test equipment with fault tolerance Assist Executive Committee in forming the UAT(User Acceptance Testing) group, plan and perform UAT Publish the school web site Project team will ensure all contractual agreements are met Train technology coordinator on the entire new infrastructure and how to support it. Help technology coordinator in administering training documentation and classes to faculty and students Turn the system over to the technology coordinator permanently

Month2: June 2011

Month3: July 2011

Month4: August 2011

Month5: September 2011

Month6: October 2011

Figure 3: Estimated Schedule of Tasks

IX.

Change Management
The following steps should be followed in the event that change is necessary to the project plan: y When a need for a change is discovered during the project implementation by the project team: 12

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y y y

Re-evaluate the project plan to determine all areas affected by this change Inform all team members who are affected by the proposed change and its artifacts and discuss any other issues that might arise by this change. o If the proposed change results in a change in the original project plan including but not limited to the scope, the schedule, and/or the budget, and the effect on budget and/or schedule is greater than 10 percent, then submit a change request to the Executive Committee, which also acts as the Change Control Board, detailing the reason of the change and all affected project areas. The Executive Committee is the only entity with the authority of approving or declining these propositions. If the Executive Committee initiates a change request: o Then, the committee is expected to fill out a change request form whose format will be determined at a later time. o Re-evaluate the project plan to determine all areas affected by this change. o Inform all team members who are affected by the proposed change and its artifacts and discuss any other issues that might arise by this change o Communicate the consequences of the change request back to the Executive Committee When a change request is approved, plan on how to integrate the change to the current implementation phase. Implement the change and do quality assurance testing on all areas affected by this change. Ensure changes are both documented and maintained after implementation. Documentation and maintenance updates/notes should be recorded in the project plan (as it is either altered with changes or examined for maintenance). o o

X.
y y y y y y y

Testing
The STEP project team is primarily responsible for testing the schools networked information system. Subcontractors are responsible for testing their work as they finalize their implementations, and STEP will sign off the work performed by these subcontractors. For increased quality, school staff is expected to form the UAT (User Acceptance Testing) teams to test the desktop image and end user applications. Key areas of testing will be for hardware and software defects, fault tolerance, and network efficiency. The web designer will be the key responsible person for testing the web site and all its functionality. All tests must be completed and verified by the STEP project team before the subcontracts can be terminated. The main criteria for success can be measured by having all systems working before handing over full support to the schools technology coordinator.

XI.

Implementation / Deployment

The implementation and deployment of the Prairie school technology project will take place in phases. The STEP project team will be constructing a plan to build a technology based networked information system within six months. Training will be provided by the STEP project team to the schools technology coordinator on the entire infrastructure and how to support it. The project team will also help 13

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the technology coordinator in administering training documentation and classes to faculty and students on how to utilize the new software and hardware being installed. After adequate training has been received and all contractual requirements have been met, the Executive Committee and the STEP project team will dismantle, and the support for the system will be shifted entirely to the Prairie Schools technology coordinator. Below outlines a breakdown of how these phases will be initiated and completed. 1.1 Participate in planning meetings with stakeholders 1.1.1 correlate schools needs with technology feasibility 1.1.2 finalize project plan 1.2 Design network topology and configuration 1.2.1 conduct walk-through analysis 1.2.2 research competition and similar design structures 1.2.3 finalize network topology and configuration plan 1.3 Vendors install DS3 lines, electric, and network cables 1.3.1 schedule DS3 installation with ISP 1.3.2 schedule electrical work 1.3.3 schedule vendors to run Cat 6/fiber cables throughout campus connecting to server room 1.4 Install server room ventilation 1.4.1 schedule installation with vendor 1.4.2 supervise installation 1.5 Install furniture including lab desk and server blade cabinet 1.5.1 order delivery of furniture to campus 1.5.2 schedule contractor to install 1.5.3 arrange supervision of installation 1.6 Install and configure network equipment, servers, computers, and peripherals 1.6.1 mount switches and routers in cabinets 1.6.1.1 connect cables and configure 1.6.2 install servers in cabinets 1.6.2.1 cable and install OS 1.6.2.2 configure domain, DHCP, DNS, and Active Directory users and groups 1.6.2.3 configure imaging, web, application, exchange, and DB server 1.6.3 install printers 1.6.3.1 configure 1.7 Test networked information system for defects and fault tolerance 1.7.1 administer UAT (User Acceptance Testing) with the school faculty to test applications 1.7.2 test technology hardware and verify configuration is in sync with the plan 1.7.3 involve the schools technology coordinator in all testing phases 1.8 Design, construct, and publish school web site 1.8.1 meet with the Executive Committee to discuss site requirements 1.8.2 provide web designer access to web server 1.8.3 build, test, and publish 1.9 Train the technology coordinator on supporting the new technology in place 1.9.1 schedule meetings to ensure the technology coordinator fully understands what is required to support new system 1.9.2 help the technology coordinator in constructing the training documentation and scheduling class sessions 1.10 Finalize project and handing over support to the technology coordinator 1.10.1 conduct a final meeting involving the Executive Committee, the STEP project team, and the technology coordinator to address any post-implementation and support issues 1.10.2 provide a window of 30 days that allows school to contact us about any issues involving finalization of project. 1.11 Dismantle project team

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XII.

Maintenance

The project, when completed, will have a final transition of ownership from Project Management Team to the school administration; and its technical responsibility will be handed over to its technology coordinator to oversee the needs of software/hardware updates, staff training, and operations and maintenance of the networked information system. It is the schools prerogative and/or pre-arranged agreement with STEP if the project team or any part of the team is to be contracted after project completion to provide further support in coordination with the schools technology coordinator. This support can be but not limited to in providing any specified maintenance work and developmental progress over a term period and/or renewable and renegotiable contract. If STEP is not to provide any further service beyond project completion, then it is understood that it will be the schools responsibility to seek another service or contractor to provide the needed hardware and software updates, equipment repair, and further training beyond the scope of responsibility of the technology coordinator. Upon Prairie Elementary Schools final acceptance of its newly implemented networked information system and other technological assets, STEP will transition its control of the network over to the schools technology coordinator. The technology coordinator will be expected to work alongside with STEPs System Administrator and IT Technicians, during the six month period of project development and implementation. The technology coordinator can consult with the STEP project team members, as needed, to fully comprehend all technical and administrative management of Prairie Elementary Schools networked information system. This transition will ensure a resident expert remains on station to assist school staff and students with how-to trainings, Internet and email issues and other network related problems long after STEP relinquishes its technical and administrative control on the schools networked information system.

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References
Allen, J.E., Korbak, C., Means, B., Murphy, R.F., Penuel, W.R., Whaley, A. (2002). E-DESK:A review of recent evidence on the effectiveness of discrete educational software.Retrieved on March 5, 2011, from http://www.ctl.sri.com/publications/downloads/Task3_FinalReport3.pdf Blackboard . (2011). Blackboard Learn & Blackboard Connect for K-12. Retrieved on March 7, 2011, from http://www.blackboard.com/Markets/K-12/Learn-and-Connect.aspx Bright Hub.(2009). Sample communications management matrix. Retrieved on February 21, 2011, from http://www.brighthub.com/office/project-management/media/p/33270.aspx Caltrans.(2003). Project communication handbook. Retrieved on February 21, 2011, from http://www.dot.ca.gov/hq/projmgmt/documents/pchb/project_communication_handbook.pdf Cherry Creek School Districts.(2008). Project charter. Retrieved on February 12, 2011, from http://www.ccsd.k12.co.us/documents/provider/1209ERPProjectCharter.pdf Doe J. & Smith M. (2006).LMT/PEL LIMS deployment project. Retrieved on February 16, 2011, from http://saic.ncifcrf.gov/projectmanagement/pm/docs/ProjectCharterExample.doc Fallon, J (2010). Sample district technology plan, July 1, 2010-June 30, 2013. Retrieved on February 20, 2011, fromhttps://www.k12.wa.us/EdTech/TechPlan/pubdocs/2010-2013SampleDistrictTechPlan.pdf Fuller, M.A., George, J.F., Valacich, J.S. (2008). Information Systems Project Management: A Process and Team Approach. Upper Saddle River, NJ: Pearson Prentice Hall. Kelley L.,Ringstaff C., &White N. (2002). Getting the most from technology in schools. Retrieved on February 11, 2011, from http://www.wested.org/online_pubs/kn-02-01.pdf Oracle.(2006). Sample communication plan. Retrieved on February 21, 2011, fromhttps://ebusiness.siebel.com/etraining_portal/templates/Sample_Communication_Plan.pdf University of Tennessee.(2001). Project charter. Retrieved on February 16, 2011, from iris.tennessee.edu/Blueprint/Project%20Charter.doc

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