BA E-concept 1. sem. Milestone project fall 2011

 2011 EAL – E‐concept 1 sem. Autumn JEANETT DREVSFELDT. SØREN PRYDS, SHWAN SULAIMAN, BONITA HANSEN [GRADUATED PORTAL MILESTONE PROJECT] 2 Page
CONTENTS Contents ................................................................................................................................................................. 2 Introduction ........................................................................................................................................................... 4 Problem formulation .............................................................................................................................................. 4 Project Stakeholders .............................................................................................................................................. 5 The client ................................................................................................................................................................ 5 The concept in international espect ...................................................................................................................... 6 The genre of the concept ....................................................................................................................................... 6 Process of sketching idea ...................................................................................................................................... 8 Future plan for the concept ................................................................................................................................... 9 Promotion strategy ................................................................................................................................................ 9 Aspects of F‐commerce ........................................................................................................................................ 11 Project Characterize .............................................................................................................................................. 12 Project development model ................................................................................................................................. 13 Communication plan – company and customers ................................................................................................. 18 Project planning method ...................................................................................................................................... 19 Project pre‐study .................................................................................................................................................. 23 Risk assessment ................................................................................................................................................... 24 Next phase of the project: ................................................................................................................................... 25 Conclusion ............................................................................................................................................................ 27 Litterature list ....................................................................................................................................................... 28 Appendixes .......................................................................................................................................................... 29 Appendix C – project pre‐study ........................................................................................................................... 34 Project plan ............................................................................................................................................................... 36 1. executive summary ................................................................................................................................ 36 2. Background, objective and goal ....................................................................................................... 36 JEANETT DREVSF ELDT email: [email protected] Tlf.: 61 70 23 91 | S ØR EN PRYDS email: [email protected] Tlf.: 27 38 82 44 3 Page
3. Requirement specification ................................................................................................................... 37 4. Handover and implementation .......................................................................................................... 37 5. Situational analysis and stakeholders ................................................................................................ 37 6. Milestones, activities and schedule .................................................................................................... 38 7. Organization and staffing ..................................................................................................................... 38 8. Project budget ........................................................................................................................................ 39 9. Communication and quality assurance ........................................................................................... 39 10. risk analysis and response planning ............................................................................................... 40 11. Other ..................................................................................................................................................... 40 Appendix D – Mock‐up .......................................................................................................................................... 41 JEANETT DREVSF ELDT email: [email protected] Tlf.: 61 70 23 91 | S ØR EN PRYDS email: [email protected] Tlf.: 27 38 82 44 4 Page
INTRODUCTION Today unemployment amongst people with academic educations are rising and becoming a growing problem in Denmark. Why is this growing problem and why are the graduated students not getting jobs? This is what we want to create a tool for: We want to create a student portal for graduated students on higher level educations. This portal is a tool for keeping track of the graduates and if, when and where they get jobs. This information can then be used to find out which graduates succeed in their hunt for a job and what they might be doing different than the fellow graduates that are still unemployed. The portal could also be used to keep in contact with these people and maybe offer them guidance and courses which can improve their chances of finding a job. There is no such portal in Denmark today. To get a better overview of our concept and what it has to offer then we will use the CAB method where we take a closer look at its capability, advantages and benefits. Capability: Keep track of students which have graduated from higher level educations and gather information about their job situation. It can also be used to contact the graduates for interviews, courses and guidance. Advantage: Schools that use this tool might end up with a higher rate of their students getting jobs, which they could use when promoting their school in hopes of getting more students to choose their specific school instead of others. Benefit: This tool can be beneficial for both graduates and society: The graduates might find jobs and Denmark will have less people who are unemployed which means more tax income and less payment to those without jobs that need financial support. PROBLEM FORMULATION 
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Will this e‐concept help in keeping track of the alumnus after several years? Can we actually measure if the education is actually usable in real world by track number of graduated student whom get a job? User do not want to have another profile in a new (no name) social network – how to solve this problem? Will the user information (that updated into their profile) be good enough for the institution to make report/analysis base on statistic data? Is there any further future in the project? Or it just going to be “another‐NOT‐successful social media” Who actually should be a “REAL” target group, the end user who own the profile or the institution who actually going to own the system? What is the benefit for the end users? What parts of project need outsource/sub‐supplier? Who's going to pay for this project? How to get fundings? JEANETT DREVSF ELDT email: [email protected] Tlf.: 61 70 23 91 | S ØR EN PRYDS email: [email protected] Tlf.: 27 38 82 44 5 Page
PROJECT STAKEHOLDERS Stakeholders are people or/and companies that are working with or for us in this concept development. All of them have an interest in this project succeeding. Some of them is contributing with money and a workforce, but they do also have some demands. The stakeholders for this project: Our selves: We need to put time and knowledge into this project if we want to be able to have a great end product which we maybe able to sell to the schools. The suppliers: They supply the project with a workforce and knowledge, and in return the want to get paid for their work. An example of suppliers could be the firm(s) that is going to program the portal for us. The schools: They are our “customers”. They are given a useful portal if they are willing to pay for it. End user: The graduates need to be willing to share their personal information on the portal or otherwise the portal will be useless. They have the opportunity to gain a job in the end. THE CLIENT At the beginning of this project we do not have a client. We want to develop the project further before we go out and try to sell it to a client. But we have a clear idea of what our clients would be. Our clients will be the school where higher level of educations is taught. This means universities, colleges and other schools in the same category. At first we will focus on the nearby clients so this would be schools such as Syddansk University and College Lillebælt. Syddansk University was established in 1998 when three different schools. Syddansk University has 20.000 students and has departments in Kolding, Odense, Esbjerg, Slagelse, Sønderborg and Copenhagen. They have more than 3200 employees. It is especially these academic educations that are taught at SDU where the students have problems finding jobs after graduation. College Lillebælt has 8000 students and has department in Odense, Svendborg and Vejle. At College Lillebælt it is possible to study to become a nurse, multimedia designer, teacher, socialworker and many more. All of the educations have that in common that they have a lot of practical work where the students get to test what they learn while taking these educations. College Lillebælt has a workforce of 700 people at the moment. JEANETT DREVSF ELDT email: [email protected] Tlf.: 61 70 23 91 | S ØR EN PRYDS email: [email protected] Tlf.: 27 38 82 44 6 Page
THE CONCEPT IN INTERNATIONAL ESPECT Our main focus on this project is the Danish market to begin with. There are several of reasons why we are choosing to do that. One of the reasons is that our idea partially came to life and was based on how the Danish job market is at the moment. Even though there is an international crisis at the moment and that we see problems with growing unemployment everywhere in Europe and the rest of the world, then the job markets in the countries are very different. It might not be the same groups of people in society who are having problems finding jobs in Spain as it is USA or in Bulgaria. This is why it would be wisest to make and finish this concept for one country at the time. When we are done with one country then we can move on to the next and change the parts according to how their society and job market are different from the prototype / first concept. Another thing that is different from country to country is that there is a difference on when society counts a person as unemployed. In England people in internships are counted as having a job while that same person in the same internship in Denmark would be counted as unemployed. So one person might look unemployed in the portal in Denmark while a person in the same situation in England might not – this will make it difficult to compare numbers between the countries. Another problem could be that the law revolving how much of your personal information a company (or student portal) can share with others (like a company that is interested in the student portal database to find possible employees) can be different from country to country too. All these things need to be looked into before the portal can be launched internationally. THE GENRE OF THE CONCEPT In this project, we using “genre” as a guideline to understand and identify the user expectation of content and elements on our product, since genre can provide a framework for considering more effective communication online. Based on research1 on a similar product, the Alumni web portal, the results show that there is a familiar pattern of the way information is organized, for example: 1. Way of content Once the user entered the alumni web portal, they expect to see direct information about their formal school, such as a welcome message, announcement and events. On most pages it also shows the service that they can offer to the alumnus student. 2. Type of information The information on the web is always up to date. It is mostly short like a headline but often comes with the link to read the full article on other pages. 3. Format of information The format of information is text based and there are not many pictures involved, the navigation is simple and there is not a lot of menus. 4. Writing style Since it is an official document that is released from the institution, the writing style is very formal. 1
Appendix B page 30 JEANETT DREVSF ELDT email: [email protected] Tlf.: 61 70 23 91 | S ØR EN PRYDS email: [email protected] Tlf.: 27 38 82 44 7 Page
5. Screen design The screen design for the alumni web portal uses a grid and module based design. It does not use a lot of photo as there is more emphasis on information. There is a lot of empty space on the web and they also have a minimal use of color, mostly their own institution's theme color. 6. Organization of content The page navigation is a few groups of menus, e.g. news/headline, announcement, event, and service. The research also showed that a few pages have extra menu for the alumni to find/offer jobs and some have menus for the school web store where they can buy T‐shirt, mug or other school souvenir. 7. Quantity of content The content is made up of short information segments, and it is updated very frequently. Advantage of using the genre method is that now we can narrow down the concept of our final product. This way the user will gain maximum use of the product and also things are going to be the way they expect it to be. JEANETT DREVSF ELDT email: [email protected] Tlf.: 61 70 23 91 | S ØR EN PRYDS email: [email protected] Tlf.: 27 38 82 44 8 Page
PROCESS OF SKETCHING IDEA Since the group came to the decision to make a graduated portal as a semester project, the group has been discussing a lot about “what can the final product do?” Sometimes we discussed about “what kind of content will this product have?” but we never reach the point where we discussed about “what it will look like?” until this week, the project week. We started our sketching process by following some of the steps that were taught in the sketching class. 1. Brain storming session ‐ All the group members has to come up with everything they can think of, everything, and anything. All the items were written on post‐it notes, and in this way it will be very easy for us to move it around in the next step. 2. Organizing group of data – After the previous step, we basically start sorting out the cards. Many of the cards were duplicates, so we just group them together. In this step, we sort the sticky notes to three main groups. Menu, content and back end function. 3. Define element on each page – in this step we agreed that we will start with having 3 simple pages. • Landing page ‐ the page that the user sees when they first enter the website. This page will have simple navigation menu for people to see different information and also a log in function. • User main page – this is the page that user will see after they login. The menu is slightly different from the landing page but web elements of the site is still the same •Administration main page – this is a back end page for institution to login and update the date. 4. Sketch first draft – During the discussing from the previous step, we already start having some sketch, because we find that it is easier for us to explain what we have in our mind using drawing. And when we got a finalize what we will have in each page, we basically start sketching. At first we all just sketch our own idea but we have to include the element that have to be there. 5. Combining sketch – after we share our sketch to each other, we discuss and try to combine the things that we like together, and this time we draw a nicely wireframe sketch. Group has end the final step of sketching the idea with wireframe sketch by using the process mentioned above. This technique help the group to get come up with the best design for the product where we all can agreed on, and the final sketch also help the designer to get the clear picture for the thing he have to design and this way he can avoid work and then fixing the work because he misunderstanding what he have to do. JEANETT DREVSF ELDT email: [email protected] Tlf.: 61 70 23 91 | S ØR EN PRYDS email: [email protected] Tlf.: 27 38 82 44 9 Page
FUTURE PLAN FOR THE CONCEPT It is important to have an idea of what your brand/concept is going to be like in the future to avoid running into problems that could have been avoided if these thing were taking into consideration beforehand. It is also good to have ideas for future development so that other concepts on the market will not come in our take the lead. Market: At first we are focusing on the Danish market, but in the near future we could spread to the Scandinavian market and maybe in 5 years to the all the European nations. In 10 years we could be looking at going vest to United States, Canada and South America. In 20 years time the goal could be that this Student portal was a tool that was being used all over the world. To use this tool there is a need for computers and internet, so the spread of this tool will be easiest in countries where most of the population has access to those two things. New features: Right now this student portal is for graduates that have an academic degree, but in the near future we should look into getting other unemployed graduates from other kinds of educations into the system too. Later when the use of the portal has spread to other countries then the feature of searching across countries would be useful for people that are searching for jobs in other countries than their own. PROMOTION STRATEGY 2 In this phase of the project we could not reach the final strategy to promote our product yet, but according to our pre‐understanding and expectations and using some of promotion cases in the promotion mix, which include the several online and offline ways for promotion we are going to create the basic plan for our promotion strategy. Our group
Ministry of education
Univercity
Users
Manufacturer
Wholesaler
Retailer
Consumer
Taking into account the business face of our concept, we need to sale our product/service to universities, colleges and institutes or even the ministry of education in Denmark and in this case the push strategy will be the plan. So our promotion strategy has to fit the target organization, in this case we have to choose the relevant way to present our production to the ministry or universities/colleges and wherefore we can use some relevant elements from the promotion mix3. 2
http://learnmarketing.net/promotion.htm | 3 Nov 11 JEANETT DREVSF ELDT email: [email protected] Tlf.: 61 70 23 91 | S ØR EN PRYDS email: [email protected] Tlf.: 27 38 82 44 10 Page
Promotion mix
Adverticing Personal selling
Direct marketing
Sales promotion
Public relation
In our case we have to get a direct connection with the target organization to promote our Digital product/service and therefore we need to find the right person from the target organization and getting contact with. According to this strategy the Personal selling and Direct marketing are the relevant ways. THE PRODUCTS LIFE CYCLE PLC STAGES 4 As we know that the life cycle of our product is still in the introduction stage than our promotion needs to have an informative style and we have to attract the attention of the target organization. Introduction
Decline
Growth
Maturity
And when our product gets the successful introduction stage, than we have to change the promotion strategy to fit the growth stage, than we have to think about the advertising in both online and offline ways and create public relations and finding several ways to present our product/service to the users. 3
http://learnmarketing.net/promotionexpanded.htm | 3 Nov 11 4
http://learnmarketing.net/promotion.htm | 3 Nov 11 JEANETT DREVSF ELDT email: [email protected] Tlf.: 61 70 23 91 | S ØR EN PRYDS email: [email protected] Tlf.: 27 38 82 44 11 Page
ASPECTS OF F‐COMMERCE The product of concept we are developing, aside from the system itself, have some interesting features. One of them is to be able to link your social media to our profile. Linking your facebook profile to our system will make it easier for the user to “auto generate” their information on the profile. What might be missing, since the schools where the alumni went already have some information about them. LinkedIn fx. does not have that. So the profile will not be incomplete to begin with. Our success is measured in users. The more who create profile the better the system becomes. But how to create awareness? Beside the actual website, we also have a facebook‐site, where people can like us and so on. Here are some of the ways we will use facebook and other social media to attract f‐commerce5: 
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First of all we will create a company site on different social media6. Here we can display our product and create a dialog with the community. On facebook the user can “like” our company site, so it displays on their profile wall. Communication is important so user will be able to comment on the facebook site, when we release an announcement. Also once the user has linked their facebook profile to the alumni portal profile, it will generate content on the user’s facebook wall. Fx. “I just found my old class by using the alumni portal for free, and can follow the entire class’ career and gives me new job opportunities”. Hopefully the user will get new job opportunities though the portal, and write about it in their favorite social media. We will not spam the users facebook wall, just show the users friends what benefits there are using our product. We want to show f‐commerce how important networking is, if you want a new job. And of course highlight our product as a tool that can turn around the increasing unemployment7 numbers. It’s not what you know but how you know8. http://en.wikipedia.org/wiki/Social_commerce | 3 Nov 11 6
http://econsultancy.com/uk/blog/5672‐goodbye‐e‐commerce‐hello‐f‐commerce | 3 Nov 11 7
http://www.ae.dk/analyse/nye‐arbejdsloshedstal‐knap‐9‐arbejdslose‐ledigt‐job | 3 Nov 11 8
http://www.telegraph.co.uk/news/1541157/Its‐not‐what‐you‐know‐but‐who‐you‐know.html | 3 Nov 11 5
JEANETT DREVSF ELDT email: [email protected] Tlf.: 61 70 23 91 | S ØR EN PRYDS email: [email protected] Tlf.: 27 38 82 44 12 Page
PROJECT CHARACTERIZE The project portrait is a tool that is used to analyze special challenges in a project. It will give an overview of the project situation and character. By doing that, we will look at four approaches, each of which highlights key aspects of project management. They are called the four images, and are business image, technical image, organizational image and political image. Our project portrait is depictured as seen on the figure. Fig. Diagram of our project portrait Business image The business image is high with all the research and project management conducted. We are using much time on the projects scope and having a plan so we are try to find out how the resources are provided. We are also depended on external factors that may vary. Technical image Since we are developing concept for a new product, our technical image is the highest (in this phase of the developing cycle anyway). It is hard to foresee what skill the external team may need. Later it will shift to marketing, when the product is done and business image will be the main focus because of promotion. Organizational image We know who are going to use our product, and can explain the relationship between project solutions, product and the community. We also have a good understanding of the stakeholders and can inform and educate so others can use our product. So the entire organizational image is low. Political image Political image is also low, but since we need to include the universities/schools, they have a political influence. We are on the resources (both financial and info) they provide in order to make a successful product. JEANETT DREVSF ELDT email: [email protected] Tlf.: 61 70 23 91 | S ØR EN PRYDS email: [email protected] Tlf.: 27 38 82 44 13 Page
PROJECT DEVELOPMENT MODEL The general project we use can be seen below. We feel this model gives us a good overview what needs to be included to make a successful, and help see the hole of our project. It’s phase based, and have relevant analysis that easily show if the concept in development is faulty, and need to be binned (pre‐study). fig. project model JEANETT DREVSF ELDT email: [email protected] Tlf.: 61 70 23 91 | S ØR EN PRYDS email: [email protected] Tlf.: 27 38 82 44 14 Page
PRINCE2 Now that we have a general of the project, we also need a project management tool. PRINCE2 provides a structured method for managing projects within a clearly defined framework. PRINCE2 describes procedures to coordinate people and activities in a project, how to design and supervise the project, and what to do if the project has to be adjusted if it doesn’t develop as planned. fig. PRINCE2 framework Sometimes PRINCE2 are considered inappropriate for small projects or where requirements are expected to change. This is why we also be using the software development method Agile and especially scrum under product development. We hope PRINCE2 and Agile will benefit from each other. JEANETT DREVSF ELDT email: [email protected] Tlf.: 61 70 23 91 | S ØR EN PRYDS email: [email protected] Tlf.: 27 38 82 44 15 Page
THE COCKBURN SCALE Before getting to Agile software development methods however, we will describe how much formal process our software‐based concept requires. This is done with the Cockburn Scale, looking at project's development staff and the worst probable effect of an unremedied defect. Process criticality is defined as: 
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Loss of Life (L) Loss of Essential Money (E) Loss of Discretionary Money (D) Loss of Comfort (C) The Cockburn Scale L
L6
L20
L40
L100
E
E6
E20
E40
E100
D D6
D20
D40
D100
C C6
C20
C40
C100
1-6
7-20
21-40
41-100
We are four people in our team, so until we get funding from the sponsors we a C4‐ “low cost” project. JEANETT DREVSF ELDT email: [email protected] Tlf.: 61 70 23 91 | S ØR EN PRYDS email: [email protected] Tlf.: 27 38 82 44 16 Page
AGILE The project”Alumni Portal” uses the software development tool, Agile9 as a planning method for adaptive planning and response to change in the project. fig. Agile Software Development methodology The framework for Agile is an iterative, incremental for project management tool called Scrum10 . fig. Scrum process 9
http://en.wikipedia.org/wiki/Agile_software_development, | 2 Nov 11 | The Software Project Manager’s Bridge to Agility, by Michele Sliger and Stacia Broderick 10
The Scrum Papers: Nuts, Bolts, and Origins of an Agile Process, by Jeff Sutherland JEANETT DREVSF ELDT email: [email protected] Tlf.: 61 70 23 91 | S ØR EN PRYDS email: [email protected] Tlf.: 27 38 82 44 17 Page
Using the predefined roles we will have a more dynamic approach to our project and create a beneficial dialog with stakeholders and team(s) throughout the project. Also it’s suitable for a small number of developers, unlike PRINCE2. fig. combining PRINCE2 and scrum. We have considered DSDM Atern, but we find burndown chart a better tool then timeboxing. Burndown chart seems easier to manage, and becomes small milestone which are easy to measure. JEANETT DREVSF ELDT email: [email protected] Tlf.: 61 70 23 91 | S ØR EN PRYDS email: [email protected] Tlf.: 27 38 82 44 18 Page
COMMUNICATION PLAN – COMPANY AND CUSTOMERS As mentioned in the project plan, we are using the principles of scrum. We are using the daily scrum to find out we are in the process and where we are headed. Here you can see we communicate daily and also when we are doing a sprint. What Meetings Audience Frequency Responsible Comm tool Daily Scrum (work) Team Daily PM Key stakeholders Team, contractor Start, middle and end of project Beginning of sprint 2 weeks FB, face to face, phone Face to face PM, QM End of project Face to face, facebook Face to face, skype Face to face Steering Committee Decision Team, client/sponsor Team Monthly Face to face Monthly Formal status reports PM, PP Twice monthly Face to face, skype, facebook Site, facebook Team, client/sponsor Team Sprint Planning Meeting Negotiations Evaluation PM CEO Reports / Other comm Internally we use meet every day, but also uses social network like facebook. Other decisions are taking over the phone or the text. We have found that not being face to face can be a disadvantage, when one of us faces a problem. It can by a huge help asking for a team members opinion in the flesh. We use a cloud‐based project management tool in which the PM hands out tasks and every team member can use and manage. It give a great overview of the status of the project, and where we are headed. We see social media as an advantage to communication our vision to customers (users of the site). In our product there will be news‐page and a way for the customer to interact using social media. We will make sure to have a company site on facebook and other social media. This is a way to open a dialog with the community, as well as our sponsor and make sure our product life up to what they expect. JEANETT DREVSF ELDT email: [email protected] Tlf.: 61 70 23 91 | S ØR EN PRYDS email: [email protected] Tlf.: 27 38 82 44 19 Page
PROJECT PLANNING METHOD Using a dynamic system development method an appropriate where we don’t know solution yet. You can keep making newer version which means that it become difficult to make requirement specifications. This method is high on management demand but works well with other models like Agile. fig. DSDM spiral model MILESTONE METHOD In this project we are doing a comprehensive view, which is suitable for a smaller projects. Objective Create a substantial concept that satisfactorily can be executed by a development team, to make online web portal that unite the graduated students and can share information about their life and further career(s). Goal To make an online system with easy access for graduated students. Also statistics for teachers, administrators, Ministry of Education etc. to access and use for own benefit. Resource requirement THE CONCEPT TEAM The internal project organizations are consisting of four group member Jeanett, Bonita, Søren and Shwan. Each had provided different side of strength and aptitude. Therefore the responsibility and tasks will be divided based on the each competency in order to empower project resource. JEANETT, as a group PR and manager will be a key contact person BONITA, will have theproject charter as a main responsibility which includes project strategy, planning and allocate task to each group member. JEANETT DREVSF ELDT email: [email protected] Tlf.: 61 70 23 91 | S ØR EN PRYDS email: [email protected] Tlf.: 27 38 82 44 20 Page
SØREN, will perform Quality Assurance. As he is the “brain” of the group, his focus will be identification of methodologies and theory that will be use for project. SHWAN, as a researcher and designer whose main task will be research and collaborated data. Shwan will also in charge of design lead. STRENGTHS: The most important point of strength in our group is the good communication and the Environment of respect and friendship. Each of the group members is ready to help the other member if necessary and the malty culturally is the great advantage of the group and gives our group more opportunities for the possible international business contacts. Author strength points in our group when handling works: 
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The flexibility in the work times. Good listening to each author’s opinions. Moderation. Collaboration. Organization and arrangement. Academically way of working on the project. WEAKNESSES: The times of top dedication to work changes per group member, each one have a different work dedication time, which makes the implementation work together a little complicated, so that is what makes us working individual on our tasks, and the meetings were just to discuss what we have been done and divide the tasks and analyzing the work. Another min point in our group is the domination of the academic measures on the creativity and imagination, May the reason for this last is a school requirement. TEAM CORE VALUES 11: Our team has been working hard on the both Milestone projects E‐concept development & E‐project management where the responsibilities were divided as tasks for each group member but with a unit values and objectives. We have been able to work at home and then meet up at school during the project days to discuss, divide tasks and approve changes. At the beginning of the work process when the group started the planning phase it was decided that zoho.com would be used as the main project management tool. “Zoho.com” is being used to keep track of jobs, tasks and 11
Riding stuff: http://www.teambuildersplus.com/mission_vision.html JEANETT DREVSF ELDT email: [email protected] Tlf.: 61 70 23 91 | S ØR EN PRYDS email: [email protected] Tlf.: 27 38 82 44 21 Page
meetings and deadlines. It is an online service and can be used by all members, this website was a useful online software to organize the work process and keep the system in our team for the project management. Mission: At this stage of our project, we are about planning to arrange for build the foundation stone for our digital product, which is the graduated portal website. Our product has the academic, social and informational characters or faces, it should be able to be used from the graduated students to find old classmate and to keep contact and change experiences and the graduated student can also keep the connection with the university our institute and get information about new offered studies or/of possibilities. So in this case we have to build up a digital product with different functionalities and that needs big preparation process and team collaboration. Our virtual clients are the national universities in Denmark. We are going to create digital product accordance to the requirements of the universities and our team should have the flexibility in negotiation and finding the ways to present the product on the client. The main goal is to deliver a new web product to our clients and provide a new digital service for the graduated students cope with the needs and demands of the universities. Vision: Throughout the structured work and good communication between us as on team, we can try to create international networks and present our digital product on colleges and universities around the world, so different academies and schools can have a benefit using our service and of course If we reach that our project will be a business on a global level. Internally our vision is to involve the ministry of education in our client list. Values: The values that we rely on as a team in our work to gather and external dealings are: Respect the opinions of each team member, acceptance of constructive criticism, Honesty, Inclusiveness, Patience and Fun. EQUIPMENT According to the Basic expectations of the initial concept idea for this semester, throughout the duration of the planning, researches and implementation of the project the used software’s and tools will be as follows: 
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MSOffice will be used as text editing tool Zoho will be used as a Project Management Software & Collaboration Adobe Photoshop will be a main software that is used for image editing when necessary Adobe Illustrator will be used to create needed vector graphic element such as logo and also other graphics that will used through the project InDesign will be used to lay‐outing the report and relevant documents TIME There are 4 people working on this concept for 5 days. The daily estimated work‐time is 8 hours. JEANETT DREVSF ELDT email: [email protected] Tlf.: 61 70 23 91 | S ØR EN PRYDS email: [email protected] Tlf.: 27 38 82 44 22 Page
MONEY Have is the money estimate for needed resources. Firstly our team needs an office to work in. Location12 An office at 163 m² cost per. month about: 7800 kr.‐ Salary13 We have been giving different roles and titles in this project, and here is the salary for the suitable role, so we know what to expect to get paid. Project manager 42.800 kr.‐ Produktionsplanlægger 34.400 kr.‐ Quality Manager 37.200 kr.‐ Designer 36.400 kr.‐ Hardware14 Form the equipment we can see what we need to pay for here. 2 x Apple MacBook Pro 2 x ASUS Eee PC 1011PX 15580 kr.‐ 3214 kr.‐ Software15 4 x Microsoft Windows 7 Home Premium 4 x Microsoft Office Home and Business 2010 2 x Adobe Creative Suite 5.5 Master Collection 3164 kr.‐ 5524 kr.‐ 12038 kr.‐ There will be added more to the budget later on, when we start with outsourcing, and bringing in other teams. MATH ESTIMATION METHOD ‐ LICHTENBERG TECHNIQUE The “successive principle” will be used later on, because with only our milestone we do not feel that we have sufficient data to make any use of it yet. T_expected=(T_max+(3×T_probability )+T_min)/5 T_actual=T_expected +⁄‐ 2×S S=(T_max‐T_min)/5 GANT CHART Open chart from Zoho showing the milestone project. A cloudbased project management tool that is easy to use and sets up individual tasks easily. 12
http://aberdeen.dk/kontor‐44‐telegrafvej‐5‐st‐tv‐ballerup/ | 2 Nov 11 13
https://www.lederne.dk/lho/Ansaettelsesvilkaar/ansaettelsensstart/loen/LedernesLonstatistik.htm | 2 Nov 11 14
http://www.edbpriser.dk/ | 2 Nov 11 15
http://www.edbpriser.dk/ | 2 Nov 11 JEANETT DREVSF ELDT email: [email protected] Tlf.: 61 70 23 91 | S ØR EN PRYDS email: [email protected] Tlf.: 27 38 82 44 23 Page
PROJECT PRE‐STUDY In this project, group have start pre‐study phase very late, more over this subject didn’t been look at very seriously, not until the project week. And without this study, the group has a very difficult time to work with the milestone project. Because many tasks cannot just do in the short period of time. Below are the lists of the left over subject that need to be look at; 
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Limitations Requirement specification Handover and implementation Situational analysis Project budget Communication plan Quality assurance Change management Group has agreed that all the subject mention above will be study and it will be answered with it the final project time. JEANETT DREVSF ELDT email: [email protected] Tlf.: 61 70 23 91 | S ØR EN PRYDS email: [email protected] Tlf.: 27 38 82 44 24 Page
RISK ASSESSMENT In the Risk assessment we will try to identify the risks for the project and how to respond to them, so they can be minimized. RISK IDENTIFICATION In our alumni portal there are different kinds of risks. The most important are listed here: 
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User signin. We cannot control the users, only the tools made for them to use. Universities/schools attitude forwards our product. Do they feel they get value for money? Will universities/schools provide the necessary information we need? There are only so many universities/schools. Once they all have the product, how can we still make money of it? We need money. From venture cup, Ministry of Education or money institute. To buy equipment, our salary and so on. Outsourcing the product development. Will we have the right team and will they deliver a decent product? And do they believe in the project? Alumni portal exists in other countries, but not in Denmark. New market. Concept development team immature. Qualitative Risk analysis This analysis helps us get a greater understanding of what risk events could happen, and what consequences it will have on our concept development. We have already identified the most important risks and by using The Mini Risk Method, we can respond accordantly. The Mini Risk Method. Probability 1 to 5 2 Impact 1 to 5 2 Risk value P* I 4 4 4 16 Sufficient resource management 3 5 15 New market in DK 4 2 6 Concept development team immature 5 4 20 Risk Shortest of numbers of user sign in Immature technology Risk response Clear guide to users that can educate them. Look for alternatives, and continually do usability tests. Organize and make budget all in advance. Research old markets in other countries. Study, and keep building our individual competencies. There is a clear picture that our greatest risk is the team lack of experience in e‐concept development. But looking at the project goal, it will be advisable to priorities the events that will have a massive impact on the project for other reasons. This will be done byexpanding the Mini Risk Method we can look at the product quality,calendar time and resources. JEANETT DREVSF ELDT email: [email protected] Tlf.: 61 70 23 91 | S ØR EN PRYDS email: [email protected] Tlf.: 27 38 82 44 25 Page
Quantiative Risk analysis The Mini Risk Method added with product quality, calendar time and resource. Risk Universities/schools delaying info Q 4 T 3 R 3 3 1 4 3 4 3 2 1 4 4 4 5 4 2 2 Delay due to lengthy contract negotiations Limitation on target group makes product harder to keep selling Product development delays (outsourcing) Lack of funds for project Sum total = Q = Product quality Risk value P * I = Probabilit
y 1 to 5 2 Impact 1 to 5 1 T = Calendar time Q 8 T 6 Risk response R 6 Make contract with penalty with things get delayed. 3 12 9 Make standard contract from “prince2” to minimize delays. 12 8 4 Search alterative use of product or alternative market (countries). 16 16 20 Add penalty with contract is unfulfilled. 4 2 2 Negotiate with sponsors 43 4 41 4 R = Resources Unfortunately there is none of the triple constraints that have the highest risk value, meaning that our focus will be on every three constraints. RISK RESPONSE PLANNING The greatest risk is the team lack of experience in e‐concept development. For now we must accept this risk, and have the foresight to realize that as time go by, the knowledge of the team will expand and keep doing so. Because of the teams sufficient programming skills we need an external team to make the product. To be able to “control” what is outsourced, we need contract that makes sure that any breach will resolve in penalty. This is some of the responses that will reduce risksin our concept development. Making contracts the in universities/schools is also necessary to reduce cost, and of course looking at all risks throughout the project is advisable to make a high quality product in the end. NEXT PHASE OF THE PROJECT: There were some parts we wanted to include in this report, but for different reasons we did not have time or the information that we need to include it before our deadline. We do want to cover these subjects so here is a list of things that we want to include before our final deadline in December. Interview with Michael Lundorff JEANETT DREVSF ELDT email: [email protected] Tlf.: 61 70 23 91 | S ØR EN PRYDS email: [email protected] Tlf.: 27 38 82 44 26 Page
We want to have an interview with a leader of a school to hear their opinion of our student portal and maybe get some ideas for more specific details that we as students maybe have not thought about. Survey and interviews We want to do a survey or/and interviews with what would be potential users of the portal – the graduates (both unemployed and graduates with jobs). Technical specifications In the next part of our project we will specify the technical specifications so that we have those to the company that is going to do the programming of the student portal. Price, outsourcing and business negotiation We already know that we want to outsource the programming of the portal, but to whom and how much is not clear yet. When we have the technical specifications then we can begin to negotiate with different companies on a price and time range. In the end we want to be able to give a price on what this concept would cost. Social media strategy We want to come up with a strategy for social media revolving this concept. Both when launching and spreading the news about the portal, but also if we want to include some already existing types of social media in the project (LinkedIn, Facebook or others). JEANETT DREVSF ELDT email: [email protected] Tlf.: 61 70 23 91 | S ØR EN PRYDS email: [email protected] Tlf.: 27 38 82 44 27 Page
CONCLUSION During this part of our project we have gotten a clear idea of our concept and what needs to be done further along. We have work with sketching and mock‐ups for the portal. We have decided to outsource the programming of the portal itself so we can get more qualified people to do it. Then we can spend our time on developing the concept more into details instead of spending time on programming. We will focus on the Danish market first since we found out that there can be differences from job market to job market in different countries. A goal in the future will then be to spread the use of the portal to other countries. We found out that there is other alumni portals in other countries, but they are not completely like our and they also only cover a few schools, and not a whole country. But these other alumni sites can be to great inspiration to us. In the half of the project we have also gotten a clear idea of how each member of our group work and what our strengths and weaknesses are. These will be useful for us for the rest of the semester. We still have some loose ends that need to be tired up in the next part of the project. But we are aware of what these parts are and have a plan for when they need to be done in the near future. JEANETT DREVSF ELDT email: [email protected] Tlf.: 61 70 23 91 | S ØR EN PRYDS email: [email protected] Tlf.: 27 38 82 44 28 Page
LITTERATURE LIST Books + notes “Project Management – a complete guide”, by Bo Tonnquist and Jens Hørluck “The Software Project Managers´s Bridge to Agility” by Slieger abd Broderick. Addison‐Wesley, Managing Projects Large and Small (Harvard Business Essentials): The Fundamental Skills for Delivering on Budget and on Time “Et projekts portræt”. Af Mikkelsen og Riis www.prodevo.dk/pdf/portraet.pdf, Prodevo 1998 Jeff Sutherland and Ken Schwaber: “Nuts, Bolts, and Origins of an Agile Process. “ Cultures and Organisations –Software of the mind. Geert Hofstede, Gert jan Hofstede, Michael Minkov Communication in Global Business Negotiations – A geocentric approach, Jill E. Rudd and Diana R. Lawson “Web Project management” – Ashley Friedlein, 2001, Morgan Kaufmann Publishers “A Project Guide to UX Design” by Unger & Chandler Buxton, Bill (2007) Sketching User Experiences, Morgan Kaufmann Paul, Christina (2008) Digital Art (2008) (Second Edition) Remediation (2000), Bolter and Grusin “Genre: A useful construct for researching online communication for the workplace”, CARLINER Saul, BOSWOOD Timothy (2004) Websites http://learnmarketing.net/promotion.htm http://learnmarketing.net/promotion.htm http://en.wikipedia.org/wiki/Social_commerce http://econsultancy.com/uk/blog/5672‐goodbye‐e‐commerce‐hello‐f‐commerce http://www.ae.dk/analyse/nye‐arbejdsloshedstal‐knap‐9‐arbejdslose‐ledigt‐job http://www.telegraph.co.uk/news/1541157/Its‐not‐what‐you‐know‐but‐who‐you‐know.html http://www.teambuildersplus.com/mission_vision.html http://aberdeen.dk/kontor‐44‐telegrafvej‐5‐st‐tv‐ballerup/ https://www.lederne.dk/lho/Ansaettelsesvilkaar/ansaettelsensstart/loen/LedernesLonstatistik.htm http://www.edbpriser.dk/ http://alumni.massart.edu/s/1432/start.aspx?sid=1432&gid=1&pgid=61 http://www.alumniportal‐deutschland.org/services/about‐the‐alumniportal‐deutschland.html http://www.isb.be/page.cfm?p=78 http://elearning2.huc.edu/continuinged/ http://alumni.fredonia.edu/AboutUs.aspx http://www.alumnilive365.mcgill.ca/news/alumni_services/students/ http://www.alumni.uni‐stuttgart.de/ehemalige/index.en.html http://www‐alumni.tp.edu.sg/aps_home.htm https://www.sthildas.org/podium/default.aspx?t=109109 https://apps.ivey.ca/AlumniPortal/loginpage.aspx JEANETT DREVSF ELDT email: [email protected] Tlf.: 61 70 23 91 | S ØR EN PRYDS email: [email protected] Tlf.: 27 38 82 44 29 Page
APPENDIXES APPENDIX A – SKETCHING PROCESS JEANETT DREVSF ELDT email: [email protected] Tlf.: 61 70 23 91 | S ØR EN PRYDS email: [email protected] Tlf.: 27 38 82 44 30 Page
JEANETT DREVSF ELDT email: [email protected] Tlf.: 61 70 23 91 | S ØR EN PRYDS email: [email protected] Tlf.: 27 38 82 44 31 Page
JEANETT DREVSF ELDT email: [email protected] Tlf.: 61 70 23 91 | S ØR EN PRYDS email: [email protected] Tlf.: 27 38 82 44 32 Page
JEANETT DREVSF ELDT email: [email protected] Tlf.: 61 70 23 91 | S ØR EN PRYDS email: [email protected] Tlf.: 27 38 82 44 33 Page
APPENDIX B – RESEARCH ON GENRE JEANETT DREVSF ELDT email: [email protected] Tlf.: 61 70 23 91 | S ØR EN PRYDS email: [email protected] Tlf.: 27 38 82 44 34 Page
APPENDIX C – PROJECT PRE‐STUDY Project brief Commercial (web strategy) 
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What need to happen? o The target group to use the product o User to generate content o Update the profile frequently How important is it for this site to generate revenue? o It is not important, because it is a non‐profit website o We sell it to uni., but uni. let the users use it for free Do you have any products or service offerings you feel would sell well over the Web? o As website itself, NO. Financial •
What ROI are you looking for from the Web? o ROI of uni. To have the product is to sell more courses to graduated students. 
What financial benefits are you seeking from the Web (revenue, new customers, brand building etc.) o Money o New customers (different schools) o Brand building – become a recognized brand o Expand market to aboard •
Who are your target group on the Web? o Our target group = uni. + Collages o Web target group = graduated students •
What information do you have on the users of your current Web site? o We don’t have current website o We will have provided information from school o User’s profile start‐up e.g. name, graduation year, classes attended •
Which of your competitors’ site, or other sites, do you admire, and why? o Exact site, NO o Similar site is… (Check Kirsten’s email) Creative (Client graphics at hand or) JEANETT DREVSF ELDT email: [email protected] Tlf.: 61 70 23 91 | S ØR EN PRYDS email: [email protected] Tlf.: 27 38 82 44 35 Page
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How far could this site take on a life off its own versus sticking closely to existing brand/product offerings? o It is a unique new brand that could expand to other countries o Think about this more later Do you have brand or corporate design guidelines that should be followed? o Yes, we have a theme colors o Cooperate ‘Skin’ for each uni./school Technical ( Backend integration to mainframe) •
What level of security are you expecting of the system? o It’s kind of security page with login and also integrated to the school internal system o Including backend function for school administrators •
Are you expecting us to devise a testing strategy? o Depending on customer demands •
Who will be the primary point of contact for technical matters? o Søren Contents (Client want´s a lot of pages) •
What content do you currently have that you plan to use online? o Will add later, need to discuss about this •
Do you propose to have user‐generated content on o Yes, it is user profile and create content that way. Budget, schedule and resource needs 
No question now – add later JEANETT DREVSF ELDT email: [email protected] Tlf.: 61 70 23 91 | S ØR EN PRYDS email: [email protected] Tlf.: 27 38 82 44 36 Page
PROJECT PLAN
Project name
Client /Sponcer
Project manager
Graduated portal /Alumni portal
Univercity/ Collage/ Insitutation in denmark (for now)
Jeanett Drevsfeldt
1. EXECUTIVE SUMMARY
A short summary of the project plan
student portal for graduated students on higher level educations. This portal is a tool for keeping
track of the graduates and if, when and where they get jobs. This information can then be used
to find out which graduates succeed in their hunt for a job and what they might be doing
different than the fellow graduates that are still unemployed. The portal could also be used to
keep in contact with these people and maybe offer them guidance and courses which can
improve their chances of finding a job. There is no such portal in Denmark today.
2. BACKGROUND, OBJECTIVE AND GOAL
Background
Description with a clear and defined connection to the goal and the business value.
It is a advisable to connect to any related project in the background description
Objective
The impact the project is expected to create, e.g. why it is important to execute the project
Create a substantial concept that satisfactorily can be executed by a development team, to
make online web portal that unite the graduated students and can share information about
their life and further career(s).
Goal
The result the project should deliver e.g. what should be achieved when the project is executed.
To make an online system with easy access for graduated students. Also statistics for teachers,
administrators, Ministry of Education etc. to access and use for own benefit.
Limitations
What the project should not deliver. The purpose is to avoid false expectations among the
different stakeholders.
JEANETT DREVSF ELDT email: [email protected] Tlf.: 61 70 23 91 | S ØR EN PRYDS email: [email protected] Tlf.: 27 38 82 44 37 Page
3. REQUIREMENT SPECIFICATION
Product requirement
Requirements on the project’s result/product
Project requirement
Requirement on the execution and prioritization between the project’s triple constraints.
Prerequisites
Demands on the project’s sponsor’s sponsor/owner or client that have to be achieved to ensure
the project’s execution and result.
4. HANDOVER AND IMPLEMENTATION
How to deliver the product to the client and implement it into the environment it is meant for.
5. SITUATIONAL ANALYSIS AND STAKEHOLDERS
SWOT – analysis
Mapping and analysis of external and internal factors that might affect execution
Strengths
Weakness
Opportunities
Threats
Conclusions
JEANETT DREVSF ELDT email: [email protected] Tlf.: 61 70 23 91 | S ØR EN PRYDS email: [email protected] Tlf.: 27 38 82 44 38 Page
6. MILESTONES, ACTIVITIES AND SCHEDULE
Milestone plan
An overarching flow chart or table of the project’s most important milestones (start from WBS)
Activity list
List of activities where time and resources are estimated (start from the WBS) structure under
work assignment.
ID
Activity
Resources
Start
Stop
Bar chart/Gantt chart
Activity plan with a time axis where duration and connection between activities and milestones
are shown. Present the schedule in a separate document.
7. ORGANIZATION AND STAFFING
Roles, responsibilities and authorities
Organizational structure that specifies project roles and with this authorities and responsibilities.
JEANETT, as a group PR and manager will be a key contact person
BONITA, will have theproject charter as a main responsibility which includes project strategy,
planning and allocate task to each group member.
SØREN, will perform Quality Assurance. As he is the “brain” of the group, his focus will be
identification of methodologies and theory that will be use for project.
SHWAN, as a researcher and designer whose main task will be research and collaborated data.
Shwan will also in charge of design lead.
Staffing plan
Who is given which role in the project (obtain information from project organization)
JEANETT DREVSF ELDT email: [email protected] Tlf.: 61 70 23 91 | S ØR EN PRYDS email: [email protected] Tlf.: 27 38 82 44 39 Page
8. PROJECT BUDGET
The project’s preliminary calculation – an outline of internal and external costs for resources
needed to execute the project.
Internal cost
Axp. 200000 kr.
External cost
N/A
Other cost
N/A
Summary = ???
9. COMMUNICATION AND QUALITY ASSURANCE
Reports and documents
Rules and routines on how to follow up and report on the project. (progress report)
Teacking process that coming with zoho software
Communication plan
Plan for disseminating information in the purpose of guaranteeing the right target group, get the
right information at the right time and through the right channels.
who
why
what
when
how
responsible
Jeanett
Søren
Bonita
Shwan
Quality assurance
Processes to guarantee the project will fill the needs for which it was started.
Change management
Routines on how to manage changes and how to record this in the project and documents.
JEANETT DREVSF ELDT email: [email protected] Tlf.: 61 70 23 91 | S ØR EN PRYDS email: [email protected] Tlf.: 27 38 82 44 40 Page
10. RISK ANALYSIS AND RESPONSE PLANNING
Risk idenfication, risk evaluation and risk response planning
Risk
Probability
Impact 1
Risk value
1 to 5
to 5
=P·I
Q T
R
Q T
R
Universities/schools delaying info 2 4 3 3 8 6 6 Delay due to lengthy contract negotiations 3 1 4 3 3 Limitation on target group makes product harder to keep selling 4 3 2 1 12 Product development delays (outsourcing) Lack of funds for project Sum total = 4 4 4 5 16 1 4 2 2 4 43 44 41 Risk response
Make contract with penalty with things get delayed. 12 9 Make standard contract from “prince2” to minimize delays. 8 4 Search alterative use of product or alternative market (countries). 16 20 Add penalty with contract is unfulfilled. 2 2 Negotiate with sponsors 11. OTHER
JEANETT DREVSF ELDT email: [email protected] Tlf.: 61 70 23 91 | S ØR EN PRYDS email: [email protected] Tlf.: 27 38 82 44 41 Page
APPENDIX D – MOCK‐UP JEANETT DREVSF ELDT email: [email protected] Tlf.: 61 70 23 91 | S ØR EN PRYDS email: [email protected] Tlf.: 27 38 82 44