[14: /2/22 Ch03-H8325.tex] ISBN: YULL: BTEC First ICT Practitioners Curriculum Support Pack Page:

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1 Unit 3 ICT project The activities provided to support this unit have been designed to give students an insight into some of the tools and techniques required to embark on effective project management. Projects can be quite complex, because they rely on a number of resources being utilised at various stages; therefore, the pack will introduce you to a range of activities that will help students to: Understand the principles of project management. Consider what is involved in a project and the resourcing required. Be aware of the decision making and problem solving required. Plan and review projects. Use a range of project tools and templates. The pack also follows the requirements of the specifications so that learners should feel that they have the necessary skills to undertake the requirements of project development. [14: /2/22 Ch03-H8325.tex] ISBN: YULL: BTEC First ICT Practitioners Curriculum Support Pack Page:

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3 Unit 3: ICT project 43 Activity one Project considerations There are a number of things to consider before starting a project. 1. Using the template below, fill in your own requirements in preparation for your BTEC First project Requirement/resource Details To be found/availability Some of the resources might include: Access to books, journals or magazines, Access to the Internet, Access to the required software (e.g. database or spreadsheet), Access to human knowledge, Access to end users (if the project is based on a real-life scenario). 2. Once you have completed the template, discuss it with your teacher/tutor to see if there are any areas that might cause concern or problems; e.g. access to certain software. [14: /2/22 Ch03-H8325.tex] ISBN: YULL: BTEC First ICT Practitioners Curriculum Support Pack Page:

4 44 BTEC First ICT Practitioners Curriculum Support Pack Activity two Problem solving and decision making Complete the table for the following two tasks and identify: Resources required. Problems that may be encountered. Decisions that need to be taken to overcome these problems. Task 1 Booking a holiday Resources Problems Decisions Task 2 Completing an assignment Resources Problems Decisions [14: /2/22 Ch03-H8325.tex] ISBN: YULL: BTEC First ICT Practitioners Curriculum Support Pack Page:

5 Unit 3: ICT project 45 Activity three Analysing problems What is a problem? It can be defined as an obstacle, something that you have to overcome or something that requires the application of a solution. Whatever the definition, problems can occur on a regular basis, at home, at college or in the workplace. In order to address a problem, some form of reasoning needs to take place. The application of reason is based on a rational or logical decision-making process as shown. Problem solving factors Define and understand the problem When were you first aware that the problem existed? Do you understand the complexities of the problem? What factors impact upon the problem? Are there any clear solutions to overcoming the problem? How easy will it be to implement these solutions? Towards solving the problem Are you in possession of all the facts and information? Have you generated a number of solutions? Have you rationalised each solution? Can each solution be justified fully? What are the implications of applying a solution? Will further problems be generated? [14: /2/22 Ch03-H8325.tex] ISBN: YULL: BTEC First ICT Practitioners Curriculum Support Pack Page:

6 46 BTEC First ICT Practitioners Curriculum Support Pack Applying a solution to the problem How will the solution address the problem? Will the solution affect other people? If so, how? Is the solution resource dependent, and do you need access? How long will it take for the problem to be rectified after applying the solution? Is this a long-term solution? Reflecting on the problem Did the solution overcome the problem? How effective was the solution? Was this the right solution? Are there any repercussions from the application of the solution? Has the problem gone? Tasks 1. Think of three problems that you have had to resolve in the past, one of these may be ongoing. 2. Look at the various problem-solving factors that have been identified, and try to apply each of the sections to your own problem: Defining and understanding the problem. Towards solving the problem. Applying a solution to the problem. Reflecting on the problem. [14: /2/22 Ch03-H8325.tex] ISBN: YULL: BTEC First ICT Practitioners Curriculum Support Pack Page:

7 Unit 3: ICT project 47 Activity four Planning and reviewing Gantt charts show the sequence and timing of events for a particular task-based project. It identifies and predicts when activities will start and end and also examines the ordering of particular tasks. January February March Week no Activity: Carry out investigation Collect all the evidence together Analyse the results Write up results Provide some recommendations Present findings Gather feedback Review the process Tasks The Gantt chart above provides a 10-week overview on how an activity can be planned and delivered. 1. Look at the Gantt chart provided and identify whether: Too much or too little time has been allocated to a task. The sequence of activities are set out in a logical way. Any activities have been missed out (based on your own experiences of planning an activity). 2. Produce a revised Gantt chart based on your analysis of task For a given BTEC First assessment, produce a Gantt chart that illustrates the planning process you will undertake for completing the work. [14: /2/22 Ch03-H8325.tex] ISBN: YULL: BTEC First ICT Practitioners Curriculum Support Pack Page:

8 48 BTEC First ICT Practitioners Curriculum Support Pack Activity five SWOT Analysis A SWOT analysis: Strengths Weaknesses Opportunities Threats is modelled on four key elements that together provide a holistic view of the particular proposal or project. For example: Should the stock control system be upgraded in the warehouse department? Stock control SWOT analysis Strengths Would reduce the amount of paperwork Allow automatic stock ordering Provide automatic tracking of the stock distribution in the warehouse Information can be accessed by all stock personnel Would reduce overheads by 5% Opportunities Stock system can be integrated into other department systems Access to stock information for all store personnel Links to supplier systems Weaknesses Initial financial outlay Training of all warehousing personnel Threats Incompatibility with other existing systems in the store In order to assess whether or not the proposal would be viable, the strengths should outweigh the weaknesses and the opportunities should exceed the threats. Tasks 1. What is your opinion on the use of SWOT analysis as a tool for planning and decision making? 2. In your opinion, what measures could be taken if the weaknesses did outweigh the strengths and the threats exceeded the opportunities in the given example? 3. Produce a SWOT analysis based on your decision to do and complete the AGA qualification. [14: /2/22 Ch03-H8325.tex] ISBN: YULL: BTEC First ICT Practitioners Curriculum Support Pack Page:

9 Unit 3: ICT project 49 Activity six Project development There are a number of stages involved with projects, each being dependent on the next in many cases. For example, you cannot provide an evaluation until the project has been fully implemented. 1. Using the model below, draw up a plan that provides coverage of the stages involved in your project. Design it Develop it Do it Harvey Maylor 1999 Stages What to do Design Do Develop [14: /2/22 Ch03-H8325.tex] ISBN: YULL: BTEC First ICT Practitioners Curriculum Support Pack Page:

10 50 BTEC First ICT Practitioners Curriculum Support Pack Activity seven Investigating the problem domain Before a project starts, you must have a good understanding of what it is that you are hoping to achieve and how you are going to achieve it. To do this, you must have a comprehensive understanding of the problem domain; e.g. what problems exist and how these can be overcome. This information can be captured in the problem definition form as shown: Basic problem definition template Date: 21 February 03 Functional department: Finance End user: Chris Henders Problems identified within the department: (a) Preparation of accounting documents is time consuming (b) Errors in manual calculations (c) Information that is sent from other departments is sometimes late and out-of-date (d) Lack of communication between departments (e) Manual system in place for preparing customer accounts Prioritised 1 5 (1 = highest and 5 = lowest) Suggested target times: (a) 2 3 days (b) Within 24 h Solutions 1. Install a computerised accounting system that can automatically perform calculations and save time. 2. Electronic information sends by other departments via a network system. 3. Automatic updated sends by other departments. 1. For your own project, identify what problems exist and provide feasible solutions as to how they can be overcome (either draw up a list that prioritises the problems or use a template like the one shown. 2. Provide a summary of your suggested solutions, and fully justify your choices. [14: /2/22 Ch03-H8325.tex] ISBN: YULL: BTEC First ICT Practitioners Curriculum Support Pack Page:

11 Unit 3: ICT project 51 Activity eight Fact finding There are a number of established investigative techniques that aid data collection. These are sometimes referred to as fact-finding techniques. These techniques include: Questionnaires Interviews Observation Examination of documentation 1. For each of the following scenarios, state which techniques would be most applicable: End user Environment Techniques Why? Waiter/waitress who takes orders all day Five ICT administrators Sales manager with limited time Administrator who is paperwork dependant Despatch driver Busy restaurant Small IT department Sales and marketing department Human resources department Mail order company 2. Draw up a list of advantages and disadvantages for each fact-finding technique. 3. Identify which investigative techniques you will be using (if applicable) for you own project. Fully justify your selection. [14: /2/22 Ch03-H8325.tex] ISBN: YULL: BTEC First ICT Practitioners Curriculum Support Pack Page:

12 52 BTEC First ICT Practitioners Curriculum Support Pack Activity nine Designing data capture forms It is easier to work from a set of standard documents when carrying out research for a project. One document that can be used to collect information from a range of users is a questionnaire. 1. Look at the shopping survey template given and produce your own survey/questionnaire to meet one of the following criteria: A poll about music and music formats; e.g. vinyl record, MP3, DVD, CD, tape. A survey into what recreational pastimes people engage in during their leisure time and how much time they spend doing it. An opinion poll about branded and designer label products. 2. Give the questionnaire to at least ten people. 3. Collate all the information together and present some of the results in a visual format. Shopping survey Name: Age (please tick the appropriate box) Address: 18 or below What type of shops do you buy your clothes from? Why do you use these shops? How often do you go into these shops? (please tick the appropriate box) 2 3 times a week once a week fortnightly monthly occasionally What influences your decision to use these shops (please rate from 1 to 5) (1 = lowest; 5 = highest) Friendly staff Prices Good product range Good quality Easily accessible [14: /2/22 Ch03-H8325.tex] ISBN: YULL: BTEC First ICT Practitioners Curriculum Support Pack Page:

13 Unit 3: ICT project 53 Activity ten Cost benefit analysis A cost benefit analysis provides an overview of the costs involved with a certain project and maps these against the attributed benefits. 1. Complete the cost benefit analysis table based on the proposals put forward in worksheet seven. Proposals Tangible costs Intangible costs Benefits [14: /2/22 Ch03-H8325.tex] ISBN: YULL: BTEC First ICT Practitioners Curriculum Support Pack Page:

14 54 BTEC First ICT Practitioners Curriculum Support Pack Activity eleven Documentation Documentation forms a critical part of any project, as shown below in the table. Documents Interview question sheet Questionnaire User catalogue Requirements catalogue Draft plans Designs Screenshots Implementation plans Test logs User guide Training booklet Use Gather information on the task-related problem Recording the wants and needs of users with respect to the new system Demonstrating project development and the generation of ideas and proposals To check that the system meets the users requirements and works to agreed standards Support end users by providing help and advice Tasks 1. List in order the documents that should be provided at each stage within a project. Beginning Middle End. [14: /2/22 Ch03-H8325.tex] ISBN: YULL: BTEC First ICT Practitioners Curriculum Support Pack Page:

15 Unit 3: ICT project 55 Activity twelve Project management and effective ICT teams There are a number of factors to consider when taking on a project and working within a project environment. Depending on the scope and nature of the project, a number of people may be involved, and the project tasks may be subdivided and allocated to teams rather than individuals. All projects follow a life cycle that extends from the initial investigation through to the final evaluation. A traditional project life cycle model can be seen below: Project life cycle model Initial project planning Feasibility Analysis Design Implementation Testing and review Project review Teams The structure of a team can be broken down into three basic categories that can be analysed in conjunction with the project life-cycle phases as shown in the table. These categories are creative, tactical and problem resolution. [14: /2/22 Ch03-H8325.tex] ISBN: YULL: BTEC First ICT Practitioners Curriculum Support Pack Page:

16 56 BTEC First ICT Practitioners Curriculum Support Pack Team structure requirements Category Life-cycle phase Characteristics of team Creative Designing High degree of autonomy is required in order to explore a range of options and possibilities. The team would require independent thinkers and self-starters Tactical Doing Very structured team that can plan, set and clarify objectives for individual team members. Motivated team that can work together Problem solving Doing/developing Team that can focus on the final resolution, overcoming problems as a team when they occur The size and composition of the team will be dependent on a number of factors, including: Budget of the project. Time constraints. Complexity and level of project. Resources available. Projects are often broken up and subdivided into smaller tasks and activities that are delegated out to individuals working within a project team. By disseminating the tasks within the project, it can ensure that the most qualified and appropriate individuals are working on the areas that they are considered to be experienced or trained in. The characteristics of a good team include: Leadership (strong) Appropriate allocation of tasks Complying to standards Monitoring costs Controlling resources, activities and team members A team has to have some sort of coherence in order to function effectively. In order to maintain a certain level of formality, a team needs to be directed by a team leader/project manager. It would be the role of this person to delegate tasks, manage the activities if the project, encourage team interaction and be accountable for the dynamics of the group. When allocating tasks, a team leader should look to the strengths of individuals. For example, if you are aware that a team member is good at designing websites, then that person may be assigned tasks involving the setting up and maintaining of a website. [14: /2/22 Ch03-H8325.tex] ISBN: YULL: BTEC First ICT Practitioners Curriculum Support Pack Page:

17 Unit 3: ICT project 57 Ensuring that the team complies with standards is crucial to ensure that the project is carried out at the right level and within the agreed quality and procedural boundaries. Cost is an essential part of any project and the cause of many project failures. Ensuring that the project team members are all working to schedule with the agreed resources will ensure that costs do not escalate. Quite a few projects within organisations involve the input of numerous team members, all working on different aspects of the project. The control and monitoring of resources, activities and individuals will ensure that deadlines are met and that the project is completed with minimal disruption or clash of team personalities or personal agendas. Tasks 1. What are the stages of the project life cycle, and how does this relate to team structure requirements? 2. Identify four factors that can impact upon the size and composition of a team. 3. Why is it important to have a good balance of team roles when working together on a project? 4. What skills should exist in order for a team to be effective? [14: /2/22 Ch03-H8325.tex] ISBN: YULL: BTEC First ICT Practitioners Curriculum Support Pack Page:

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