Evaluation

This project has been both successful and unsuccessful. We have all done what has been set and expected of us by our project manager, but the roles we have been set are not great. The only roles we have been set have not been to do with the actual making of the project, but with helping him do it. The project was only to make a prototype.

Also, there has been an overall lack of communication between members of the project. When one of us has been ill, the others have no connection, so will not work in sync. We are under the impression that the project was flawed as not enough jobs to go around. So the project consisted of a lot of waiting around for various hosting sites, and doing initial research. This is because we realised early on the time constraints are too strict for us to complete the project. So we went for a rough prototype. However, this was also impossible as the hosting sites we tried kept falling through and that other matters such as A-Level exams took priority. This means the task force was ineffective, and so the project could not be done to the best.

However, all criteria have been thought through and theoretically completed. We have a rough mock of this system

Project - Customer Contact

Interview with Miss Walpole

WHAT DOES THE CURRENT SYSTEM OFFER?
Saved in staff 
Seperate spreadsheets (one per year group)
Password needed to edit
Shows CATS, Reading ag, MEs
Intervenction (flags up when below MEs)
Allows teachers to hide certain things

WHAT DO YOU WANT TO CHANGE WITH THE CURRENT SYSTEM?
Make easier
Intervection function doesn't work
Annoying having one per year group
Make it so it is able to run reports

DO YOU WANT TO KEEP ANYTHING FROM THE CURRENT SYSTEM?
Information stored
Hiding system 

WHAT DO YOU WANT TO BE ABLE TO WITH THIS DATA?
Enter
Edit
Export
Show to others

HOW DO YOU WANT TO ACCESS THE DATA?
Possible better spreadsheet
Decide what you want to see

Specification

Specification

We have been presented the task, by The John Bentley School, of creating a new system for the teachers, parents, and students to access student grades and track their progress and feedback. We have been told that this should include:

·         The ability to view the grades and other information of students easily

·         The ability for students and parents to also view the grades of the student

·         Teachers need to be able to edit the information

·         A section for teachers to record actions taken as well as comments for the student/ parents

·         Three permission levels associated with the accounts, Teacher, Student and parents

·         A way to export the information in a printable format

·         Filters to hide irrelevant information to the teacher and also have some fields hidden for the different permission levels.

Success Criteria

The success criterion for this task is to produce a working prototype of our internet-based solution. We will not make the finished product as this will take a lot more time, and funding. So, with the current level of backing from external sources, a prototype is the only feasible product.

Project Team

Project Manager / Lead Programmer – Ashley Coles

Lead Designer – Daniel Buckwell

Lead Researcher – Christian Plumb

Researcher – George Bishop

Issues with Current System

The feedback we have had from the current system is that it is too complicated and hard to navigate and use, some of the functions either dont work, or cannot be figured out. Also, the fact that there is multiple spreadsheets for the different year groups, which makes the system even more difficult to navigate. Also there is no system in place to find a specific person. For example, anybody below their Minimum Expectation.

Potential Risks to Our Project

A big risk to our project is cost minimisation. As we are planning to go down the route of web-hosting, with an in-built registration system, this could quickly become very costly, as it involves webhosting, and a registration service from a different company. Obviously we will need to be able to identify and use open source software or free webhosting where possible, as we have minimal funding. However, the free alternatives are less reliable, or might not do exactly what we need. This means that if we rely on them too heavily then our solution might not be as effective as we first anticipated. The way of getting around this problem would be using paid software and buying a site domain. This would be more expensive though, and seeing as we are self-funded, this may not be financially viable. So we will likely have to find the right balance between free and paid software for an optimised spend-to-quality ratio.

Another risk is the actual execution of the coding aspect of our solution. This will require us to be able to write code to a fairly high quality. This will be difficult as we have not been officially taught any of the coding languages we are planning to use, so all of it will be self-taught, so bugs could be hard to resolve and we will need to rely heavily on online guides and tutorials for integrating different types of code (For example HTML and SQL). For the resolution of this we believe that the best course of action is for there to be one Lead programmer, and for the rest of the team to have a basic knowledge of all coding languages used, so if the programmer gets stuck, or there is a bug, the rest of the team can assist will the correction. This will be especially helpful, as if the programmer has been writing code for a while, they may forget something, and then when the project is being tested, the testers can identify and report the exact problem.

As well as these aspects, the simple communication between the members of the group could become challenging. This is because there is not one platform we are all on simulatiously. This means that it could become difficult to get in contact with another member of the team. This could be rectified in a number of ways though. For example, the project manager could specify a certain time when we all must be on Skype, so we can discuss any problems, and make decisions on the next step in the project’s creation. Also, there could be one or two days a week where all of the team met up face-to-face, and work through problems. This would be the best way for the team to keep contact, as it is easiest and most effective when in person.

Available Resources and Issues Effecting Project Management

The project manager is the person in control of the direction, planning, execution and reviewing of a project. They have to control everything from the actual completion of the task to the resources required to do so.
The resources managers have available to them are immensely larger than what they need. They will have all manner of different materials and workforces available to ensure that the project goes smoothly and is completed to as high a standard as possible. There are four main categories of resource available:

Overview of Resources

• Finance - One of the most important resources available to a manager is their cash flow, if the income of cash fails, then the project cannot function, it cannot pay for information, its people, or its premises, so will grind to a halt. There are many different sources of finance, these could include sponsors, the parent company, bank loans, venture capitalists, the list could go on. These sources vary in the aspects of risk, with venture capitalists being most risky, as they will invest large quantities of cash, but wanting a high level of interest quickly paid back. Whereas getting money from the parent company will be the least risky, as it is in their interest that you succeed, and if you do succeed, then it will greatly benefit them. The finance is used in order to pay for all things related to the project. This includes premises, staff, information, and all other resources affiliated with the project.
•  Information - This resource is key to the success of a project. All of the stages of the project lifecycle could be followed to the letter, but if this key resource is not used, or is inadequately provided, then the whole project could be technically inaccurate, thus useless. There are many sources of information that is useful to a project manger, these could include the Internet, books/magazines (for surveys), newspapers and experts in specific fields. These are all very useful sources, but perhaps the most useful is an expert, as they can provide detailed information about a subject as well as being able to explain it and back it up. However, this could mean they would require extra payment, so could set the project back financially; An alternative would be using the Internet, which would keep costs low, but could be less accurate.The information  is necessary to ensure that the project is technically sound, and is as accurate as possible as to ensure that the project does not have any bugs or problems.
• People - People are the driving force behind a project. The better qualified the workforce in a project is, the better the quality of the project. If sub-par staff are used, who are either unqualified or inexperienced, then they will not be as effective, so the project will suffer either due to taking too long, or being inaccurate. An experienced person will be able to advise how to progress with the project with reference to past projects they have worked on, and an expert would be able to make decisions based on their high level of education/training/expertise. Whereas an inexperienced, untrained person will not be able to offer many great ideas or insights into how the project will best succeed, this however, does not mean it will fail, just that it will be more likely. This is important as the people who work are vital, as a project wont get done is nobody is working on it!
• Facilities – The facility of which a project is carried out is a very important aspect of the making of a project. Considering the nature of the project, a suitable facility must be chosen. For example, if the project is curing a disease, then you would choose a facility like a laboratory, or hospital, and not an office. Also, the quality of the facility will be a factor in the cost and quality of the project, as the better facility will in turn offer better resources. Using again the example of a lab, a cheaper lab will offer only the basic facilities, whereas an expensive lab could offer intricate and rare types of computers or lab equipment. This is important as if the facility is bad, then the project will be, so if you wish to ensure a higher rate of success, you need to secure an adequate facility.

Aspects Impacting on Project Management

• Finance - Financial problems can be caused by a large amount of things, these include such things as poor planning, unskilled work, or unforeseen problems (such as the recession). All of these have an effect on the cash flow of a business, as all of these directly effect the financial stability of the business, good or bad. If recession hits, then small businesses will be failing, so you may loose a supplier, or buyer. Or your company might go under, and this will shut down the project permanently. However, if a recession hits and takes down a competing business, this will help as it puts you as the only option, possibly earning you more money from the project. Also, if project manager does not fully set out his sources of finance , then he could find himself with no money coming in, and a lot of fee's building up, this then poses an obvious problem. Finance can be deal with by clearly setting out all sources of finance, producing a cash-flow forecast, and accounting a contingency fund.
• Skills - Unskilled workers have been described in the People bullet point previously, but if they have been trained well, or had a superior education, then they will be able to produce a good, technically efficient product. This will make sure that the business secures the customer and gets the highest amount of money possible from the customer, maximising profits. Unskilled workers will not be as expensive, so if you budget to high, then these might be all which is available. However, a skilled worker will be able to produce a far better outcome, but come at a premium.
• Change - People do not like change, but sometimes it is necessary. If i use the example of you are using a coding language to make a new program, then you will have to choose a programming language. This will be chosen as it should be the most efficient way to get what you want to do done. This, however, could cause unrest as it might cause the staff to have to learn a new language, which will be time-consuming and hard. However, a skilled project manager will be able to turn this around and make it a positive by using types of training, which makes the staff feel invested in. However, this could cause financial difficulties.
• Communication - I have provided an overview of communication in the Communication bullet point previously. It is very important that it is carried out, as if done efficiently, then it will help the team work in unison, with knowledge of where the different parts of the projects are at. Adversely, if communication is low or non-existent, then nobody will know where the project is at. This will mean that people will be completing things when they don't need to be, so will be harder to piece together at the end.
• Time - Time is a massive factor on which hinges the sucess or failure of the project. If you plan well, set out reasonable time slots for parts of the project, and allow time for error, so if someting goes wrong you have time to rectify it. Then if you do not plan time, or dont plan it well, then the project will fail as people will not know when to start or finish their tasks. This will mean that there will be tasks completed wrong, too late, or not at all.
• Facilities - If low level facilities are used, then inferior equipment will be used so the end product will be less useful. this is because the project will be predicated on the quality of the software and hardware. And the more expensive facilities wil be able to provide better hardware.

Project Lifecycle

Project Lifecycle

This is the typical project lifecycle, it consists of four main phases, with a fifth which should be performed at all the four main stages.

This first stage is to gather your resources and team so you can have easy and fast access to any and all supplies needed.

The second stage of a product lifecycle is to design what you are going to do. This means that you have to plan what you are going to do so that you have a rough idea of what processes you will go through to reach the endgame. This is important as if you do not complete this important step, then you will go into the project blind, and possibly overlook important aspects which could result in the delay or failure of the task.

Stage three is project execution, this is the stage where all the manpower and resources are used in order to complete the given project for a given purpose and/or client.
The fourth stage is project closure. This involves the final run through of the project checking that all of the parts of the project are completed to an acceptable standard. Also, you will go back through the project evaluating what you did at each step, then review how you did it and if you can make any improvements.
There is a stage which is completed in unison with all other stages, this is project communication. This should be used at every stage as it is important to constantly keep communication as to make sure that all areas and stages of the projects are being done in unison and correctly.

How a Project can Fail
By not following these steps, then you put into jeopardy the whole project. As if you do not sufficiently prepare, then you can lack the resources when it comes to the project execution stage, or if an insufficient amount of planning is done then you could have overlooked a specific part of the project, which when you get to it, requires special attention or time which you do not have.
The project execution can easily go wrong if you have not communicated the the first parts of the cycle well enough, so if you mess up the project communication, then the plan may not have been properly communicated, and therefore the people involved in the project may not be fully aware of what is going on and when. And at the project closure phase, if the project is not properly checked for things missing or errors then a large chunk of information or a necessary part of the project might be useless, inaccurate, or even missing!
Also, if the project is not backed up properly and there is a failure with the software, and you loose the files, then the project is as good as over, as tall resources used up to that point was wasted. This would be devastating to the length of time and the financial backing the project needs.
Training is an issue as if the project doesn't have the best trained people available, then the project cannot be completed to the highest standard possible, so will be sub-par to other competing projects and could be scrapped. Involvement can also be an issue as if a team member lacks involvement and communication with the other team members then they will not be as motivated as they do not fully understand what it is they are doing or are not convinced it is important, so are therefore demotivated. If insufficient resources are provided, then this will also ruin the project as they will literally not be able to finish due to lack of what they need. Or it will postpone the completion date until they do.


Peddlers: a shop which sold bicycles opened in Calne, and was open for roughly five months before going under. this is because they did not have a strong, well though plan and so they did not have a good advertising strategy. this means that the only way anyone knew about it was by seeing it, which is impractical as a shop such as that one needs to have a good reputation (as bikes are viable to break if not from a reputable company), and if there is an ineffective (or no) advertising campaign, then people will not buy from the business, and it will fail, like it did.

Duke Nukem Forever: This game was hyped up with advertising and its tag-line '12 years in the making'. However it was a complete flop, it had poor sales and even worse reviews. Scoring a pathetic 5.5/10 from IGN. this shows that they did not plan the game well enough,as the target audience was off, as it was aimed at teenagers, but its story was very bad, the gameplay was rubbish, and so the game failed. This is because there was insufficient communication between the execution and review stages, so when the game was done, the reviewers did not get back the right information, so the problems with the game could not be rectified.


Relation to my Project
These points relate to my project and i will take all of it on to further my projects.
These projects tell of how people simply do not think things that are vital to the success or failure of projects. This means that their projects fail and they loose money and time, as well as reputation.
From the peddlers example, i must make sure that people are aware of what i am doing, and I must keep in constant contact with the client/clients as to ensure that what i am doing is up to standard and that if it is wrong, the problem can be respecify more quickly and easily.
In duke nukem, the game was poorly designed with an outdated mindset. As it was delayed, they failed to reconsider the market for gaming, so when it came out, it failed. So i must constantly keep an eye on the actions of competitors and what they are doing as to assure i am staying ahead of them and in tune with my target market in order to maintain the validity and popularity of my end product.