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Project Charter – Implementation of Keller Students Information System
Implementation of Keller Students Information System
Project Charter
Version: 1.0
© Eric Dayal
Revision History
| Role | Name | Signature | Date | |
| Project Managers | Lompri Koroma, Tianye Lin,Maodo Sow, Nikhil Vasani | 07/22/2017 | ||
| Project Sponsor | Edkins, Ivonna | 07/22/2017 | ||
| Executive Sponsor | May, Vicki | 07/22/2017 | ||
| Date | Name | Comments | Version | |||
| 07/22/2017 | Devry New SIS | Establishment of new Student IS | 1.0 | |||
| 05/31/2017 | My Devry SIS | Current Keller SIS | Convas | |||
Project Charter Approvals
Project managers:
_________X_________________
Project Sponsor:
_________X__________________
Executive Sponsor:
__________X________________
About the Project Charter
1.1 Project Authorization
The intended upgrade of the existing computerized program will tremendously benefit Keller College. The main objective is to improve the efficacy of the system with regard to financial transparency, online registration of students as well as keeping and maintaining of crucial academic records of the students. With the success of the of charter projects, the process of online registration will be must faster and efficient. Similarly, the students will be able to conveniently monitor their academic progress online plus restoration of their confidence in the financial statements of their tuition fee estimations due to improved financial transparency. The main challenge with the proposed upgrade is the Network Access Control (NAC) related issues and the possibility of hacking. However, these challenges can be mitigated through the installation of preventive programs like firewall installation.
1.2 Audience
The intended audience for the charter project includes; IT experts at Keller College, various departments with the institution, students as well as College administrators. IT experts have a special role in the rolling out of the project as well as the pilot phase of the project. They ensure the success of the program through identification of possible failures and coming up with viable solutions geared towards making the intended upgrade successful. Other groups of the audience may play critical roles through their valuable suggestions and timely feedback on the impact on the upgrade program. Other indirect stakeholders include the government which may want to inject more resources to ensure the success of IT infrastructure improvements.
Project Overview
2.1 Executive Summary
Keller College is one of the notable collegesin New York City, established a century ago. The institution has experienced tremendous growth over the decades, making the traditional system of conducting academic programs irresponsive to such growth in the population of the students. There have been concerted efforts geared towards the managing the explosion in student population by relevant stakeholders. One of the milestone achievements was the computerization of all the systems in the institution to improve service delivery. However, little has been achieved as the existing computerized system is less responsive to current objectives and goals of the College(Welsh, Wanberg, Brown, & Simmering, 2003).
The proposed upgrade of the existing IT infrastructure presents growth opportunity as well as wholesome improvement in the level of service delivery. The main benefits that the college will accrue as a result of the new system include; improvement financial management to eliminate cases of erroneous tuition fee estimations. Moreover, it will enable the students to conveniently access and track their academic progress and eliminate the need to physically visit the institution. This can greatly reduce the cost of hiring more staffs to take care of the rising complaints from students. Similarly, the project will improve online registration, especially by the new students. The prospective students will not have to travel far and wide to meet the staffs at the institution in order to register as new students. The system will automatically effect the registration process by the new students thus saving the college thousands of dollars that would be used in hiring additional staffs to handle all manual admission related issues. Therefore, the charter project will enable the college to improve on service delivery with regard to education.
Project Objectives and Expected Benefits
Objective 1 – To investigate the impacts of improving financial transparency
There have been cases of erroneous tuition fee estimation being made by the financial departments at the institution. The need to reduce such incidence has necessitated the upgrade existing computerized system. Therefore, while upgrading the existing computerized system can be perceived as being expensive, it will reduce incidences of financial fraud by the employees of the institution and possibility of students colluding with financial officers at the institution for fraud financial deals (Ozkan & Koseler, 2009).
Objective 2 – To determine effects of improvement in online registration on general enrollment of students.
The proposed upgrade provides a better online platform where the students can initiate registration process depending on the courses they want to pursue at Keller College. The new upgrade eliminates the need for students to physically visit the institution to affect their registration. Similarly, the College will not need to hire more employees for registration of students. The enrolment of students is thus, expected to increase tremendously(Wang & Wang, 2009).
Objective 3 –To determine the effect of the creation of student portal in managing academic records of the students.
By creating a portal which is automatically generated on successful registration of new students into the college academic program, maintenance of student academic record is made possible. The students are thus able to monitor their academic progress thus promoting transparency in all activities revolving around academics (Wu, Tennyson, & Hsia, 2010).
Measurable Benefits
| Metric | Baseline | Target | Expected Improvement |
| Prospective Students | 75,000 | 90,000 | 20% |
| New Students Registration | 42,000 | 55,000 | 31% |
| Online Financial Aid Application | 33,000 | 50,000 | 52% |
Project Detail
Problem Description
The Keller College despite having a computerized system, there are still major challenges regarding online registration, the student finance transparency, as well as accessibility of student academic records. Therefore, the institution will need to conduct upgrade to address the challenges above (Shee & Wang, 2008).
Identified Root Causes
The current computerized system is the cause of the existing challenges faced by the institution. It is less responsive to growing demand in both operational and academic needs. It creates unnecessary bottlenecks in operations and academic processes at the institutions(Ozkan & Koseler, 2009).
Proposed Solution
Table 1: impact of the proposed solutions
| Current status | Expected improvement | |
| Enrolment of students | 70% | 150% |
| Financial transparency | 50% | 140% |
| Student academic record storage | 40% | 140% |
| In Scope | Out of Scope | |
| Implement both areas of CL: course inventory manager (CIM), catalog manager (CAT). | ||
| CIM will be implemented for all careers: UGRD, GRAD | Replacing web sites of academic units or departments. | |
| Automate student registration | Automated updates of individual user’s security in the portal when roles change in | |
| Electronically track student records and courses | Replacing any part or form of advising and degree audit requirement system. | |
| Provide required online course proposal, course change proposal, and course topics forms | Automated updates of degree audit requirement system when catalog updated. | |
| Utilize My.Devry assigned email addresses in the workflow notifications. | Replacing any part of My.Devry, including the schedule of classes and registration. | |
| Name | Target Date | Comments |
| Project Kick off | 08/20/2017 | This will determine the sustainability |
| M2. Availability of CIM to proposers and approvers for online students’ registration. | 12/12/2017 | By the student portal should be available |
| M2. Availability of CAT to proposers and approvers for next generation catalog updates. | 02/02/2017 | |
| Completion | 07/08/2018 | This is feasible seen the realization |
Team Project Team
| Name | Title | Department | Project Role |
| Lompri Koroma | Project Manager | Academic | Manage |
| Tianye Lin, | Project Superviser | Academic | Supervise |
| Maodo Sow | Project Programmer | Acedemc | Implement |
| Nikhil Vasani | Project Programmer | Academic | Implement |
| Name | Title | Department | Steering Team Role |
| Edkins, Ivonna | Project Sponsor | Group President South West Group | Sponsor |
| May, Vicki | Executive Sponsor | SW Group Director Finance | Executive |
| Name | Title | Department | Stakeholder Role |
| Students | Keller’s Students | Academic | Portal Users |
| Parents, Prospects, High Schools | Outside Users | Prospective Students | |
| Admissions Agents | Admissions | Admission | Catalog user in marketing & recruitment needs |
| Advisors | Advisors | Registration Dept. | Catalog user in advising |
Project Costs & Resource Estimates
| Project Expense | Cost Center | Comments | Est. Amount |
| Advocacy | School Registration | Need advice about the New SIS | $20,000 |
| Planning | School Registration | Make a good planning system | $20,000 |
| Study and Surveys | School Registration | For information gathering | $30,000 |
| Project Support | School Registration | Support for the project process | $60,400 |
| Computing System | Need new computing system | $480,000 | |
| $590,000 |
Total:
Resource Estimation| Role or Name | Department | Est. Hours | Rate | Est. Total |
| Database Analyst | Registration | 450 | 13.6% | |
| Help Desk Analyst | Registration | 300 | 9.1% | |
| Microcomputer Support | Registration | 260 | 7.9% | |
| Network/Telecomm Support | Registration | 500 | 15.1% | |
| Programmer/Analyst | Registration | 420 | 12.7% | |
| Project Manager | Registration | 580 | 17.5% | |
| Systems Analyst/Programmer | Registration | 420 | 12.7% | |
| Tester/Trainer | Registration | 380 | 11.5% | |
| 3,310 |
Total:
Risks & Communication Plan
| Identified Risk | Severity | Probability | Mitigation |
| Risk 1 | High | Low | Mitigation plans |
| Encounter bugs in online registration | Low | Low | Mitigation Plans |
| High volume of access | low | low | Mitigation Plans |
| Topic | Audience | Frequency/Date | Owner |
| Kickoff Meetings | School official | 08/02/2017 | |
| Project Team Meetings | Team | 08/12/2017 | |
| Technical Design Meetings | Team | 08/22/2017 | |
| Monthly Project Status Meetings | School official | Every month | |
Additional Project Details
Ozkan, S., & Koseler, R. (2009). Multi-dimensional students’ evaluation of e-learning systems in the higher education context: An empirical investigation. Computers & Education, 53(4), 1285-1296.
Shee, Y. D., & Wang, S. Y. (2008). Multi-criteria evaluation of the web-based e-learning system: A methodology based on learner satisfaction and its applications. Computers & Education, 50(3), 894-905.
Wang, T. W., & Wang, C. C. (2009). An empirical study of instructor adoption of web-based learning systems.,. Computers & Learning process, 53(3), 761-774.
Welsh, T. E., Wanberg, R. C., Brown, G. K., & Simmering, J. M. (2003). E‐learning: emerging uses, empirical results and future directions.International Journal of Training and Development, 7(4), 245-258.
Wu, H. J., Tennyson, D. R., & Hsia, L. T. (2010). A study of student satisfaction in a blended e-learning system environment. Computers & Education, 55(1), 155-164.
