Project outline

The goal of this project is to develop a database according to customer specifications for a software-tracking system designed for a college or university. This goal involves many teams of people, so proper coordination and planning would be necessary to accomplish this. To that end, I have prepared a project plan to cover all the important facets.  

The project needs several components to be initiated properly. During this phase I would need to identify all the specific needs of the college. I would need to understand all the costs and the budget of the project, the scope of what the project would encompass, and I would need to know all major deadlines the project would have. Identifying any key obstacles the project would face would also be a key factor of this stage. Examining the previous software would be a crucial first step. There would be a need to make sure anything new could integrate with the old system or replace it entirely. Identifying the faults with the previous system to not replicate them as well. Then focusing on the security aspect would be the next. Knowing what sensitive information anyone working on the project would be privy to and obtaining proper security clearances beforehand could dispel issues that may occur at a later date. The final step of the initiation phase is to prepare the plan. Identifying who is leading the project is nearly as important as the team behind it. Identifying key points of contact with the college and identifying all the decision makers would be next. Then, set up the chain of commands and how to communicate effectively with them and the rest of the team.  

The next phase is the definition phase. The first activity to do during this phase is to compile a list of requirements together with the client. Making sure you know exactly what deliverables are needed to complete the project. Then you will use that to explore the feasibility of the project’s goals and completion date. Over promising and missing the deadline due to the scope being beyond the team’s capabilities would reflect poorly on your designs.  As such, setting barriers and limiting the potential scope would be the next action you should take. Finally getting signatures from the managing parties on the design, scope, and deadline to ensure everyone has all their expectations met. As the deadline starts to approach, one should revisit this document and verify that the deliverables meet expectations. 

The design phase focuses on structuring how the project will be carried out. During this phase you would break the project down into individual smaller tasks and make a timeline of when things are due. Choosing who will be working on each task and where the resources you procured for the project will be key components. Making a fallback plan in the event of setbacks or failures is also a part of this phase. Having steps in place a part isn't finished on time or resources to change before they happen can ensure the project still meets its completion deadline. 

The Preparation phase follows the design phase. This is where the team is assembled and assigned the roles according to the plan. Doing a Risk assessment of the data could be handled here. One should verify that the Team members assigned roles have no conflicts of interest regarding the data they are working with, and that they have proper clearance to access it before assigning them to tasks. 

After preparation, it's finally the implementation phase. Tasks are worked according to the plan and tracked on the timeline. Proper communication channels must be utilized to make sure the teams are coordinating properly. The deliverable must be built, tested, and refined during this phase. Making any last-minute adjustments made while adhering to the scope setup at the start of the project.  

The final phase is the follow-up phase. This is where one would review the completed project and determine whether all the objectives were met during the process. Taking notes about setbacks and accomplishments during this phase can help one adjust their process for future projects. This is also when one would get feedback from the client on how well the product is functioning and if they had any issues with the project as a whole.                                  

References     

Baars, W. (2006). Project management handbook. Van Haren Publishing.