8/20/2017 Project

Management
Online Learner Orientation Program

Instructor: Dr. Raymond Pastore

Course: EDUC 1645

Keisha Forrest-Meek
WALDEN UNIVERSITY
Contents
Statement of Work (SOW) .......................................................................................................................... 2
INTRODUCTION/ BACKGROUND ......................................................................................................... 2
PURPOSE AND OBJECTIVES ................................................................................................................. 2
ACCEPTANCE CRITERIA ....................................................................................................................... 3
OUT OF SCOPE .................................................................................................................................... 3
ASSUMPTION ...................................................................................................................................... 3
PERIOD OF PERFORMANCE ................................................................................................................. 3
SIGNATURES OF AGREEMENT ............................................................................................................. 4
Project Scope & Work Breakdown Schedule ................................................................................................. 5
PROJECT CHARTER AND PURPOSE ...................................................................................................... 5
GOALS AND OBJECTIVES .................................................................................................................... 5
PROJECT ASSUMPTION ....................................................................................................................... 5
Project scope............................................................................................................................................. 6
PROJECT JUSTIFICATION .................................................................................................................... 6
DELIVERABLES / AND SUCCESS CRITERIA ......................................................................................... 6
PROJECT MANAGEMENT ISSUES .................................................................................................... 7
PRIMARY STAKEHOLDERS & ROLES ................................................................................................... 7
THE RACI CHART.................................................................................................................................. 8
Work Breakdown Schedule ............................................................................................................... 10
Project Schedule & Resource Allocation ..................................................................................................... 11
PROJECT SCHEDULE .......................................................................................................................... 11
GANTT CHART ................................................................................................................................... 11
SUMMARY OF COSTING AND ASSUMPTIONS ................................................................................... 11
RESOURCES ALOOCATION MATRIX................................................................................................... 13
Communications Plan............................................................................................................................... 17
Project Closeout Checklist ........................................................................................................................ 25

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Statement of Work (SOW)
INTRODUCTION/ BACKGROUND

The Online learner Orientation programme seeks to design a programme to orient employees to

participate in training activities online and to use the learning management system- Moodle. The

division in its quest to expand its training offerings has recently configured a learning management

system. The learning management system having been configured is not operational as it requires

users to be able to access the courses and to do so without being frustrated.

Users

The training culture within the organization is mostly face-to-face instructor led learning interactions ,

while there is a move towards online, self-paced learning via the Information Security Awareness

program which is delivered using videos and more recently case studies and activity-based

interventions. Users access the training via the web portal and have no interaction with an instructor.

There is a percentage of employees (about 10%) who through personal development programmes and

higher education enrolment have participated in online or blended format. The LMS will be a change in

how training is offered and consumed; with the LMS employees will be introduced to a new

environment that will require new skills and attitude for them to be successful.

PURPOSE AND OBJECTIVES

The purpose for designing an online orientation programme is to ensure that learners are adequately

prepared for the transition from face-to-face to blended learning and are in a position to take advantage

of training opportunities for personal as well as functional development. The orientation programme

should prepare employees to access and navigate the LMS. The objective is to create an interactive

tutorial (web-based) that will adequately prepare learners to transition to blended learning and use the

learning management platform.

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ACCEPTANCE CRITERIA

GK Foods will sign-off on the Deliverables, validating that they meet the business objectives defined for
the Project within the period.

This tutorial / learning object should reflect the following criteria for acceptance:

1. SCORM Compliant
2. Deliverable through a learning management system ( Moodle)
3. Content must include (minimal)
a. Self - Assessment for online learning
b. Introduction to online learning
c. Navigation within the platform
d. Services/ Resources available
4. Teaching and learning approaches. The programme must reflect effective teaching and
learning strategies as demonstrated by the following features:
a. An educational model that recognises an active, constructive role for learners
b. Learner engagement
c. Resources that are visually attractive , motivating to use and organized logically
d. Reflect accessible course design for students with disabilities
5. UAT will be facilitated and conducted with relevant stakeholders

OUT OF SCOPE
Any of the functionality not captured in this SOW will be scoped and considered as a Change Order

ASSUMPTION
Grace Foods will arrange for access to the Project related environments and tools needed for the vendor
resources, both onsite and offshore, to perform the Services.

PERIOD OF PERFORMANCE

The period for development is 6 weeks with effective start date the date of this SOW. A development plan
is required and should include:

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 - Detail specification of the program
- A listing of all deliverables
- A delivery schedule containing a delivery date for each deliverable

SIGNATURES OF AGREEMENT

IN WITNESS WHEREOF, the Parties have caused this Statement of Works to be executed by their duly
authorized representatives.
VENDOR COMPANY

By: ________________________________ By: ________________________________

Print Name: _________________________ Print Name: _________________________
Title: ______________________________ Title: ______________________________
Date: ______________________________ Date: ______________________________

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Project Scope & Work Breakdown Schedule

PROJECT CHARTER AND PURPOSE

The Online learner Orientation programme seeks to design a course to orient employees to participate

in training activities online and to use the learning management system- Moodle. The aim of the project

is to create a program / course that will orient learners to the skills, attitudes and behaviour to learn

online and to use the technologies adequately to facilitate learning. The program will need to be user-

friendly and interactive to enable highest engagement, as most employees are not familiar with most of

the parameters that goes into learning online or outside of a face-to-face environment.

The HR department who is the sponsoring the project has contracted a vendor for the development of

the course/ program. Alongside project management functions, the IT department will also need to

liaise with Subject matter experts and stakeholders to develop the requirements and design for the

vendor to develop.

GOALS AND OBJECTIVES

The purpose for designing an online orientation programme is to ensure that learners are adequately

prepared for the transition from face-to-face to blended learning and are in a position to take advantage

of training opportunities for personal as well as functional development. The orientation programme

should prepare employees to access and navigate the LMS. The objective is to create an interactive

tutorial (web-based) that will adequately prepare them to function within the LMS space and within an

eLearning classroom.

PROJECT ASSUMPTION
Grace Foods will arrange for access to the Project related environments and tools needed for the
vendor resources, both onsite and offshore, to perform the Services.

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Project scope
PROJECT JUSTIFICATION
Human Resources has asked the Information Technology department to manage a project surrounding

the development of a web-based orientation to Online learning and using the learning Management

System-Moodle. The course is an important part of user orientation to the new LMS and is considered

critical to the training strategy of the division.

DELIVERABLES / AND SUCCESS CRITERIA

The relevant persons / PM will sign-off on the deliverables, validating that they meet the business

objectives defined for the Project within the period.

This tutorial / learning object should reflect the following criteria for acceptance:

1. SCORM Compliant

2. Deliverable through a learning management system ( Moodle)

3. Content must include (minimal)

a. Self - Assessment for online learning

b. Introduction to online learning

c. Navigation within the platform

d. Services/ Resources available

4. Teaching and learning approaches. The programme must reflect effective teaching and

learning strategies as demonstrated by the following features:

a. An educational model that recognises an active, constructive role for learners

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 b. Learner engagement

c. Resources that are visually attractive , motivating to use and organized logically

d. Reflect accessible course design for students with disabilities

5. UAT will be facilitated and conducted with relevant stakeholders

PROJECT MANAGEMENT ISSUES

Any of the functionality not captured in this SOW will be scoped and considered as a Change Order.

The change will only be accommodated if it does not negatively impact on budget or delivery (time)

targets.

PRIMARY STAKEHOLDERS & ROLES

The primary stakeholders have been identified, and their roles and responsibilities are outlined below:

Role Responsibilities

Project Manager - Responsible for - Manage and lead the

developing the project charter. project team.

- ensures that the project is - Develop and maintain

delivered on time, within a detailed project plan.
budget, and to the required
quality standards

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 Role Responsibilities

Instructional - Design the instruction. - Define learning

Designer - Incorporate the information objectives

provided by the SME into the - Utilize instructional

product. strategies Use the
ADDIE model to
- Define learning objectives design the product

- Utilize instructional strategies

Subject Matter Provide information for content and - - Content

assessment
Experts Assessments

Multi-Media Will develop the web-based learning - Develop all learning

Developer objects that include the instructional
objects
content and interactive learning activities
- Create SCORM compliant
objects

-
Intergrade interactivity and
multimedia

- Upload to LMS

THE RACI CHART

ALL stakeholders will need to approve on items. For example, the SME will sign off on the content

before the Instructional Designer starts designing the learning experience. The ID will approve the

design and the learning objects from vendor.

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Stakeholder Self- Online LMS Services/ APPROVERS
Assessment Learning Navigation Resources

Project S A/S A/S A/S YES

Manager

Subject C/S C/S C/S C/S YES

Matter Expert

Instructional R/S R/S R/S R/S YES

Designer

Developer C R/C R/C R/C

(vendor)

Project I I I I YES
Sponsor

Key: R- Responsible A-Accountable S- Supported C- Consulted I – informed

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Work Breakdown Schedule

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Project Schedule & Resource Allocation

Project Schedule
Orientation_to_Online_Learning_and_Moodle KFMeek.pdf
PROJECT SCHEDULE

Gantt Chart
Orientation_to_Online_Learning_and_Moodle KFMeek.pdf
GANTT CHART

SUMMARY OF COSTING AND ASSUMPTIONS

The Online learner Orientation programme seeks to design a programme to orient employees to

participate in training activities online and to use the learning management system- Moodle. The

division in its quest to expand its training offerings has recently configured a learning management

system. The learning management system having been configured is not operational as it requires

users to be able to access the courses and to do so without being frustrated.

The Resources Allocation Matrix gives an outline of the cost of the resources using an hourly rate, it

also serves to give management the real cost of the project and the savings that have been achieved

through negotiations and the use of in-house resources. The actual cost of the project resources is

different from the hourly calculations. The cost of the project was determined based on the following:

1. The use of the Multimedia Specialist (Vendor) is capped at a flat rate of US$1200 per hour of

training content and US$60 for additional requests out of scope, for example the provision of

images, audio and video.

2. All other talents (PM, SME, ID) are in-house resources which comes at no additional cost to the

sponsor. However to determine the true cost of the project

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 a. PM services is calculated at US$60 per hour in keeping with current rates with

outsourced IT partner

b. Instructional design rates have been estimated to be US$50 based on quotations

received prior

c. SME fees were determined based on unit hours dedicated to the project ( US$40)

The sponsor of the project will only pay US$1500 in the development of this project.

Resource # of Hours Rate Total

Project Manager 87 US$60 US$5220

Instructional Designer 98 US$50 US$4900

Subject Matter Expert 23 US$40 US$920

5 US$60 US$300

Multimedia Specialist Contract rate US$1200 US$1200

US$12540

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RESOURCES ALOOCATION MATRIX

Resources / Effort Resources Resources Resources

Subject Matter
Project Manager Instructional Designer Expert Multimedia Developer Duration
Project Management
Meeting with project sponsors /
2 2 2
Client
Review Training Needs Analysis 2 2 2
Define Requirements 1 1 1 1
Engage Vendor 3 3 3
Status Meeting 1 4 2 2 1 4
Status Meeting 2 4 2 2 1 4
Status Meeting 3 4 2 2 1 4
Status Meeting 4 4 2 2 1 4
Go Live Prep 4 4 8
Go Live 4 4 4
Collate Documentation for
40 40
Handover
Conduct Lessons Learnt 6 2 2 2 6
Closeout Meeting 4 2 2 2 4

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 Resources / Effort Resources Resources Resources
Subject Matter
Project Manager Instructional Designer Expert Multimedia Developer Duration
Module 1 Online SELF
ASSESSMENT
Define Purpose, format, Objectives 1 1 1
Conduct Research 4 4
Interview SME 2 2 2
Collate Content 3 3
Design draft questionnaire 4 1 5
Create Questions 3 3
Develop draft assessment 1 4 4
Test Instrument 1 1 1
Review, Revise, Update 1 1 1
Approve Final Instrument 1 1 1 1 3
Module 2 Learning Online
Establish Learning Objectives 2 2
Conduct research 6 6
Interview SME 2 2
Collate Content 2 2 2
Draft module design 6 2 6
Develop Learning Events 8 8

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 Resources / Effort Resources Resources Resources
Subject Matter
Project Manager Instructional Designer Expert Multimedia Developer Duration
Review, Revise, Update 2 2 4
Test 1 1
Review & Update 2 2 4
Approve Module Events 1 1 1 3
Module 3: LMS Navigation
Define Objectives 1 1 1 1
Interview SME 1 1
Design Instructional Events 5 5
Record Process Steps 3 3 6
Review, and Edit Recording 4 4 8
Draft Navigation Simulation for
4 4
Module
Test Module 1 1
Review and Update 2 2 4
Approve Navigation Module 1 1 1 1 4
Module 4 - Service and
Resources

Define Objectives 1 1
Conduct Resource &Service
4 4
Analysis

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 Resources / Effort Resources Resources Resources
Subject Matter
Project Manager Instructional Designer Expert Multimedia Developer Duration
Design Resources Module 3 1 4
Develop Resources & Services 4 4
Review Revise, Update 2 1 2 5

Approve Module 1 1 1 1 4

Total Hours 87 98 23 57 207

Cost of Resource 5220 4900 920 *300 12540

*See contract terms for Multi-media specialist

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Communications Plan
The Communication plan outlines how information about the project will be disseminated. This project

utilized a small team and therefore the communication plan is not complex. Generally, meetings will be

scheduled weekly for status updates, individuals will provide a bi-weekly update via email (project

update) and also at the weekly meetings. As a general means of awareness and communication to the

employees (target audience) the project will utilize sending out information on the Intranet

(CyberVillage) at the launch and closure of the project and to advise of Go Live. The weekly status

report will include:

• Overall project completion in percentages (%)

• Health of the project, for example ( On target, or At Risk)

• Tasks completed

• Tasks in Progress

• Current Issue and Resolution List

• Assignment lists

The following charts outlines all the planned communications on a weekly basis

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 Audience Information Method Frequency Responsibility
Project Team, Sponsor, Project launch meeting Meeting. Corporate Once Project Manager
Target User audience, Communication – Email
interested parties
Project Manager, Team Project Email. Hardcopy. Meeting Once Sponsor, PM
Requirements/Approval
Project Team, Sponsor, Project Status Report Email , Meeting Weekly Project manager
Multimedia Specialist
Sponsor Project Update / Status Face to Face monthly Project Manager

Project Team Activity status and synergy Management by wandering Had hoc Project manager
around
Project Manager, Team Individual Status report Email. Meeting Bi-weekly SME, ID,
Project Team Issue logging and reporting Email. Access to Portal Bi-weekly Project Manager
Changes As required
Project Manager Activity Status. Collaboration Email. Meeting Weekly. As required Vendor

Project Team Lessons Learnt Meeting. Email Once Project Manager

Project’s target audience, Project’s Completion and Go Email- Corporate Once Project Manager, Sponsor
interested parties Live Communication (HR)
Project Team, Sponsor, Post Project Evaluation Final Report Twice ( 6 weeks cycles) Instructional Designer
interested parties
Key Project Manager – Keisha Forrest-Meek Project Sponsor: Naomi Holness (Head of HR)
Instructional Designer – Keisha Forrest-Meek Subject Matter Expert – Camille Shand
HR Representative : Clare Wilson Multi-Media Specialist: Judith Davy (Changes Limited)

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 MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY
AUGUST 2017
Project Launch 1 2 3 4
Corporate Email Project
Project Approval Communication Team.Approval
individual updates 7 E 8 9 10 11
Holiday Status Update
issue reporting
vendor update
individual updates 12
Status update
issue reporting
vendor update
individual updates
Status Update
issue reporting
vendor update
individual updates
Status Update
issue reporting
vendor update
Meet with Sponsor
f2F
Key: Green = executed as planned
Orange = rescheduled
Red – Did not happen
Notes August 9, 2017 – There was no issue logged. No email update required, rescheduled for status report on Friday

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TASKS/ACTIVITY START END STATUS/ PERCENTAGE COMMENTS
DATE DATE CONDITION COMPLETION

Project Management 8/1/17 9/20/17

Meeting with project sponsors / 25 50 75 100
%
Client 8/1/17 8/2/17 % % %

Review Training Needs 25 50 75 100

%
Analysis 8/2/17 8/2/17 % % %

25 50 75 100
Approval signed.
%
Define Requirements 8/2/17 8/2/17 % % %

25 50 75
Signed off on requirements
100
%
Engage Vendor 8/3/17 8/3/17 % % %

25 50 75 100
Over the first hurdle
%
Status Meeting 1 8/18/17 8/18/17 % % %

Status Meeting 2 8/28/17 8/28/17 25 50 75 100

% % % %

Status Meeting 3 9/6/17 9/6/17 25 50 75 100

% % % %

Status Meeting 4 9/13/17 9/13/17 25 50 75 100

% % % %

Go Live Prep 9/14/17 9/14/17 25 50 75 100

% % % %

Go Live 9/15/17 25 50 75 100

%
9/15/17 % % %

Collate Documentation for 25 50 75 100

%
Handover % % %
8/22/17 9/18/17

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Lesson Learnt 9/19/17 9/19/17 25 50 75 100
% % % %

Close Out Meeting 9/20/17 9/20/17 25 50 75 100

% % % %

Module 1 Online SELF ASSESSMENT Instrument

Define Purpose, format, 25 50 75 100

%
Objectives 8/2/17 8/18/17 % % %

Conduct Research 8/2/17 8/2/17 25 50 75 100

% % % %

Interview SME 8/3/17 8/3/17 25 50 75 100

% % % %

Collate Content 8/8/17 8/8/17 25 50 75 100

% % % %

Design draft questionaire 8/9/17 8/9/17 25 50 75 100

% % % %

Create Questions 8/10/17 8/10/17 25 50 75 100

% % % %

Develop draft assessment 8/10/17 8/10/17 25 50 75 100

% % % %

Test Instrument 8/11/17 8/14/17 25 50 75

Technical issues
100
% % % %

Review, Revise, Update 8/14/17 8/14/17 25 50 75 100

% % % %

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Approve Final Instrument 8/15/17 8/15/17 25 50 75 100
% % % %

Module 2 Learning Online 8/2/17 8/28/17

25 50 75 100
Establish Learning Objectives 8/2/17 8/2/17 % % % %

25 50 75 100
%
Conduct research 8/3/17 8/3/17 % % %

25 50 75 100
Interview SME 8/8/17 8/8/17 % % % %

25 50 75 100
%
Collate Content 8/9/17 8/9/17 % % %

25 50 75
Experiencing delay – meeting.
100
Draft module design 8/18/17 8/18/17 % % % %

Develop Learning Events 8/21/17 8/22/17

Review, Revise, Update 8/23/17 8/23/17

Test 8/24/17 8/24/17

Review & Update 8/25/17 8/25/17

Approve Module Events 8/28/17 8/28/17

Key
Not Started Going Smoothly

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In Progress
Some Concerns

Complete
Major roadblocks

On Hold

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Figure: excerpt from Workfront (Project Management Application)
Note: This information is readily available within the application Workfront which is used to monitor and manage projects, aspects of information was extracted

to meet the criterion. See excerpt of Workfront Monitoring above.

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Project Closeout Checklist
Members of the Project Team

Project Function/ Role Name

Project Sponsor (PS) Naomi Holness
Project Manager (PM) Keisha Forrest-Meek
Instructional Designer (ID) Keisha Forrest-Meek
Subject Matter Expert (SME) Camille Shand
Multimedia Specialist (MS) Judith Davy, Changes Ltd
HR Representative (HR) Clare Wilson
Stakeholders (Others) Ronnie Henry, Andrea Coy, Users and IT

Deliverables Responsible Status

Person
Post Implementation Review
Lessons Learnt documented and saved as part PM
of project documentation
Approval/sign-off of module areas
- Self-Assessment ID
- Learning Online ID
- LMS Navigation ID
- Service and Resources ID
Review of Success Criteria PM
Go Live Review and Issue Log PM
Project (Product) Hand-Over
Handover of Online Program/Product PM

Guidelines for use of Product ID

Project documentation Access PM

Follow-Up Evaluations ID

Project Team letters for personnel files HR/PM

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 Deliverables Responsible Status
Person
Close-out vendor contract

- Submit signed invoice for payment PM

- Sign-off on deliverables PM

Signed Project Turnover Memo PM

Project Archive
Hardcopy documents stored in library

Project documentation and documents PM

uploaded to project site / application
Project Requirement PM
Module Approvals PM
Training Needs Analysis ID /HR
Statement of Work PM
Resource Allocation PM
Costing PM
Testing and UAT ID
Change Requests (if any) PM
Content (design) ID
Issues Log and Resolution PM

Team Celebrate PM

Project Sign-Off
Project Name:
I have reviewed the following deliverables and have obtained the requisite approvals and sign-offs as
of the date identified below:
Completed SCORM compliant Online Learning and LMS Orientation Program with four modules
- Self Assessment
- Learning Online
- LMS navigation
- Services & Resources

………………………………………………………….. Date: September 29, 2017

Signature, Project Manager

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