RQF LEVEL V

TRADE:SOFTWARE
DEVELOPMENT
MODULE CODE: SFDIP501

TEACHER’S GUIDE
Module name: SMALL SCALE ICT PROJECTS
Table of content

2
 Acronyms
WBS: WORK BREAKDOWN STRUCTURE
SWOT: strengths, weaknesses, opportunities
RACI: Responsible, Accountable, Consult, Inform
ICT: Information and Communication Technology

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 Introduction

This module describes the performance outcomes, skills and knowledge required
to support the management of low risk, straightforward information technology
(IT) projects within an organization. This module applies to information and
communications technology (ICT) practitioners who need to support the
initiation, implementation and completion of small-scale IT projects. The projects
can range across a wide range of ICT related financial, management and
business areas. The provision of support within these projects is a key
component of ICT environments.

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Module Code and Title: SFDIP501 SMALL
SCALE ICT PROJECTS

Learning Units:
1. Support project commencement
2. Support project plan development
3. Support project development and delivery
4. Support project closure
 Learning Unit 1: Support project commencement

Picture/s reflecting the Learning unit 1

STRUCTURE OF LEARNING UNIT

Learning outcomes:
1.1 Proper observation of business opportunity to ensure the project
objectives are acquired in accordance with the project set goals
1.2 Proper Identification of stakeholders and gather requirements in
accordance with the project specifications
1.3 Appropriate Preparation of a project charter or project proposal in
reference with the project sponsor requirements

Learning outcome: 1.1 Proper observation of business

opportunity to ensure the project objectives are acquired in
accordance with the project set goals

2
 Duration: 5hrs

Learning outcome 1 objectives:

By the end of the learning outcome, the trainees will be able to:
1. Develop correctly the introduction to business project.
2. Describe carefully ICT business project information.
3. Understand carefully Project decision log .

Resources
Equipment Tools Materials
Chalks  Internet
 Internet
 Computers
Handout  Electricity
 PowerPoint pens
Projector

Advance preparation:
 Name of project
 Firstly, you must have information about project
 Purpose of project

Indicative content 1.1.1 Proper observation of business

opportunity to ensure the project objectives are acquired in
accordance with the project set goals

Summary for the trainer related to the indicative content (key notes
using bullets such as ticks etc.)

3
  INTRODUCTION TO BUSINESS PROJECT
BUSINESS PROJECT INFORMATION
When managing project information, managers need to do almost an
interruptible task of gathering and distributing information on the
activities and processes. This task turns around collecting project data
that describes status, assignments and performance.
Actually these are the key information on any project. When you know
the current status of assignments and the current level of team
performance, you can make efficient decisions and solve ongoing
problems.
 Goals vs. objective:
A goal is an achievable outcome that is generally broad and long-term
while an objective defines measurable actions to achieve the overall
goal. Find out the real differences between the two to inform your
team’s strategy.

 PROJECT DECISION LOG

Project decision log definition:
In project management, decision logs are a way to keep project
stakeholders on the same page.
On a long project, project managers, sponsors and teams make a lot of
decisions. A project decision log is simply a list of all decisions made on
the project. It includes:
 A reference for decision
 Date decision made
 What was agreed and why
 Who agree to it
 Where you can find more information or supporting
documentations
Project decision log example:

Re Date Description Agreed by

f
1 01/08/2010 If user requirements are more Team
than three months old they will
not be used they will be
revisited
2 12/08/2010 Decision for software Project manager
upgraded will be taken on
15/10/2010
3 26/08/2010 No new server will be Technician lead,
purchased: software to be Infrastructure
made to work on existing architect
architecture

4
 Theoretical learning Activity
(example: ask trainees to brainstorm about within groups)
1. In a group of four trainees discuss about the difference between
objective and goal.
2. Based on the definition of project decision log enumerate any
three examples of Project decision log

Practical learning Activity

 …………………………………… (Example: Trainees in pair perform
…………………)

Points to Remember (Take home message)

Remember that:
 A project decision log is simply a list of all decisions made on
the project. It includes:
 A reference for decision
 Date decision made
 What was agreed and why
 Who agree to it
 Where you can find more information or supporting
documentations

Learning outcome 1.2 Proper Identification of stakeholders

and gather requirements in accordance with the project
specifications

Duration: 5hrs

Learning outcome 2 objectives:

By the end of the learning outcome, the trainees will be able to:
1. Identify clear the requirement of the project.
3. Understand carefully the Identification of project stakeholders

Resources
Equipment Tools Materials

5
 Chalks  Internet
 Internet Handout  Electricity
 Computers pens
 PowerPoint
Projector

Advance preparation:
 Name of project
 Firstly, you must have information about project

Indicative content 1.2.1 Proper Identification of

stakeholders and gather requirements in accordance with the
project specifications

Summary for the trainer related to the indicative content (key notes
using bullets such as ticks etc)

 IDENTIFICATION OF PROJECT REQUIREMENTS

Let’s first define requirement in a project. The requirement is the

expectation of project stakeholders on project outcomes.
Collect requirements are the process of determining,
documenting and managing stakeholder needs and requirements
to meet project objectives.
Hence, in collection requirement process, the first step is to identify
stakeholders’ needs.
Second, document these needs and requirements. And then, manage
them throughout the project to meet the project goals.
Project Requirements Analysis Process

Teams perform project requirement analysis to ensure project clarity,

completeness, and relevance. The purpose is to design a product to
meet stakeholder needs.
The project requirements analysis process is as follows:

1. Identify Stakeholder Requirements: You can use several

methods for identifying requirements, including reviewing

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 previous project materials and brainstorming sessions.
2. Document Requirements: Create an official record of all
requirements, and store it in an easily accessible location to keep
everyone on the same page.
3. Manage Progress: The project requirements document is one
piece of the larger project management puzzle. Managing
progress throughout the project will ensure all deliverables meet
the stakeholder's expectations.

How Do You Identify and Gather Project Requirements?

Gathering project requirements is one step in the requirements

management process and typically takes place at project onset. To
gather requirements, talk with stakeholders, document all observations,
and review the project as a team.
These seven research techniques will help you identify and gather
project requirements following project initiation:

1. Brainstorm: Perform internal and external research to gather as

many ideas as possible to create a preliminary requirements list.
This will arm you with questions when meeting with stakeholders.
2. Take Inputs from the Project Charter: The project charter
describes your project’s roadmap. Be sure to review this
document so that your requirements remain in scope and aligned
with objectives.
3. Interview Stakeholders: Ask clarifying questions to identify
your stakeholders’ critical features or functionality. Talk to
multiple people, as you may find that the stakeholders you initially
talk to are not the decision-makers.
4. Send Questionnaires: Ask stakeholders to answer a series of
questions about the project needs. Doing so ensures everyone has
an opportunity to submit their project requirements and that they
start thinking about the project.
5. Perform a Gap Analysis: Perform a gap analysis that compares
the current state with the desired future state. This will help you
identify areas of improvement that you can include in the project
requirements.
6. Observe End-Users: Watch end-users and stakeholders in action
to gain insight into behaviours and preferences that you might not
get from talking alone.
7. Review Requirements with Stakeholders: Review all project
requirements with the stakeholders before finalizing them. This
ensures everyone is on the same page and comfortable with the
project’s direction.

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 Theoretical learning Activity
 (example: ask trainees to brainstorm about………. within groups)
1. Outline any five research techniques will help you identify and
gather project requirements.
2. Define requirement in a project

Practical learning Activity

 …………………………………… (Example: Trainees in pair perform
…………………)

Points to Remember (Take home message)

Remember that:

The project requirements analysis process is as follows:

1. Identify Stakeholder Requirements: You can use several

methods for identifying requirements, including reviewing
previous project materials and brainstorming sessions.
2. Document Requirements: Create an official record of all
requirements, and store it in an easily accessible location to
keep everyone on the same page.
3. Manage Progress: The project requirements document is
one piece of the larger project management puzzle.
Managing progress throughout the project will ensure all
deliverables meet the stakeholder's expectations.

Learning outcome: 1.3 Prepare A Project Charter or Project

Proposal in Reference with The Project Sponsor Requirements

Duration: 5hrs

Learning outcome 3 objectives:

By the end of the learning outcome, the trainees will be able to:
1. Prepare project proposal requirements

Resources
Equipment Tools Materials

8
 Chalks  Internet
 Computers Handout  Electricity
 PowerPoint pens
Projector

Advance preparation:
 Name of project
 Firstly, you must have information about project
 Purpose of project

Indicative content 1.3.1 Prepare A Project Charter or

Project Proposal.

Summary for the trainer related to the indicative content (key notes
using bullets such as ticks etc)

 PREPARATION PROJECT PROPOSAL REQUIREMENTS

Definition of project proposal
A project proposal is a project management document that’s used to
define the objectives and requirements of a project. It helps
organizations and external project stakeholders agree on an initial
project planning framework.
PROJECT PROPOSAL REQUIREMENTS
1. SCOPE DOCUMENT
Scope document is a written document that includes all the required
information for producing the project deliverables. It is useful tool to
outline the project’s deliverables and identify the constraints,
assumptions and key success factors.
Project title
Project
leader
Details of the project
Project aim and purpose
Detail the overall aim and purpose of the project. This should be a
short statement that captures exactly what the project has to
accomplish.
Project objectives
Detail what will be delivered as the result of the project.
Out of scope
Detail what will not be delivered as the part of the project
Benefits identification

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 Detail the benefits that this project will bring to the organization
Research of previous/existing projects
Detail the research undertaken to review previous/existing projects. Is
there any existing documentation you could learn from or adapt? Are
there any outputs from that project that you could re-use?
Equality& Diversity
Which groups of the population will ultimately benefit from this
project?
2. GANTT CHART
A Gantt chart is a way of showing the timeline of the project. Like the
work plan it does not only display the time when an event is supposed
to take place in your project though. It can also show who is responsible
and which task depends on each other.
Let us see different steps on how to use Gantt chart in project
proposal:
- To produce an accurate timescale for the project
-Breaking down the structure of the project
-Showing team members how their work relates to others
-Schedule of work on a day to day basis throughout the entire duration.
-Able to be used in the critical path method.
3. COSTING AND INVOICE
In project proposal you must well study the cost of all resources of the
project such salaries of workers, materials that you will use and other
things that will consume the money and to plan what you will do when
your assumptions on your project will not be achieved. This study must
be done by using a drafted invoice that will be using when you are
executing your project to ensure that your project will not fail or to fall in
loss.
4. PROJECT DECISION LOG
In project proposal is where all important decision must be taken and to
study clearly the project constraints and risk analysis in order to ensure
if the project will be successful and these decisions must be shared
among all stakeholders and team members.

5. RISK ANALYSIS
In project proposal risk is associated with things that are unknown. More
things are unknown at the beginning of a project, but risk must be
considered in the initiation phase and weighed against the potential
benefit of the project’s success in order to decide if the project should
be chosen.

6. PROJECT SECURITY
Project security in project proposal studies if all workers will have their
rights and that the resources (materials) will be kept in security manner
and to ensure that the project will terminate on time.

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 Theoretical learning Activity
 ………………………………. (example: ask trainees to brainstorm
about………. within groups)
1. Discuss about project proposal as its definition.
2. Complete with: scope document. grant chart
a. The way of showing the timeline of the project
is……………
b. ……………a written document that includes all the
required information for producing the project
deliverables

Practical learning Activity

 …………………………………… (Example: Trainees in pair perform
…………………)

Points to Remember (Take home message)

Remember that:
The requirements for preparation of project proposal are:
1. Scope Document
2. Grant Chart
3. Costing and Invoice
4. Project Decision Log
5. Risk Analysis
6. Project Security

Learning outcome 1 formative assessment

Written assessment
 Assessment tools
1. Discuss about project proposal as its definition.
2. Complete with scope document. grant chart
a. The way of showing the timeline of the project is……………
b. ……………a written document that includes all the required
information for producing the project deliverables

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 3. Differentiate from goal and objectify
4. Answer true or false:
a. Gantt chart is a way of showing the timeline of the project.
b. Project security in project proposal studies if all workers will have
their rights and that the materials will be kept in
security

5. Outline any five research techniques will help you identify and
gather project requirements.
6. Define requirement in a project

Please mix different assessment tools for

triangulation and relevancy of assessment

Practical assessment
 Assessment tools
 Assay
 Task to be performed
 Observation checklist

Learning Unit 2: Support Project Plan Development

Picture/s reflecting the Learning unit 2

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STRUCTURE OF LEARNING UNIT
Learning outcomes:
2.1 Efficient break down of the requirements to identify tasks and
resources needed to complete the project plan according to the project
specifications
2.2 Precise schedule of project tasks, including realistic time frames and
costs if required in accordance with the project plan and project
specifications
2.3 Proper Allocation of task responsibilities to project team members in
accordance with the available member’s capacity
2.4 Proper Agreement on a process with the sponsor to manage risks or
unexpected events that may arise and affect project objectives in
relation with the project specifications

Learning outcome :2.1 Efficient break down of the

requirements to identify tasks and resources needed to
complete the project plan according to the project
specifications

Duration:4hrs

Learning outcome 1 objectives:

By the end of the learning outcome, the trainees will be able to:
1.Describe how to make Work breakdown structure.
2. Identify correctly the Scope document .

Resources
Equipment Tools Materials
Chalks  Internet
 Computers Handout Electricity
 PowerPoint pens
Projector

13
 Advance preparation:
 Name of project
 purpose of project
 Time that will be used to run the project

Indicative content 2.1.1 Efficient break down of the

requirements to identify tasks and resources needed to complete
the project plan according to the project specifications

Summary for the trainer related to the indicative content (key notes
using bullets such as ticks etc)

 Definition of project plan

A project plan takes into account the approach the team will take
and helps the team and stakeholders document decisions made
regarding the objective, scope, schedule, resources, and deliverables.
What are the steps to planning a project?

 WORK BREAKDOWN STRUCTURE

It is useful to create a work breakdown structure to identify and break
down the deliverables in the project. A WBS is the foundation of project
planning. Get the team together and brainstorm all the deliverables in
the project, in no particular order. Write them down on sticky notes and
put them on a whiteboard. Once everyone has thought of as many
deliverables as they can, break each deliverable down into successively
smaller chunks of work. Break down the deliverables to a point where
the project manager can easily manage them. Once completed, arrange
the sticky notes into groups under the major areas of activities. Add,
change, remove and shuffle the sticky notes until your WBS is accurate,
complete and logical. The purpose of a WBS is to decompose the project
deliverables into easily manageable work packages.

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  SCOPE DOCUMENT
Planning is the stage that comes after the initiation stage and before
execution and control. Now scope document is developed, enhanced
and redefined until it forms a definitive plan for the rest of the project. In
this phase the team that is planning the project subdivides the project
deliverables (as identified in the project scope document) into smaller,
more manageable deliverables, then they list the activities required to
deliver those deliverables and identify the resources and time required
for those activities.
The project plan document is the deliverable that terminates the
planning phase (and opens the execution phase of the program cycle
management). The project plan will include a detailed description of the
activities, i.e the work needed in order to produce the project
deliverables that were not specified in the project scope document.
project scope document includes:

1.The rationale behind the project

2.Key objectives
3.Statement of work
4.Major deliverables
5.Key milestones
6.Major constraints
7.Scope exclusions
Three aspects of project scope

1. Definition
2. Work Breakdown Structure (WBS)
3. Management
 GANTT CHART
Gantt charts are useful for planning and scheduling projects. They help
you assess how long a project should take, determine the resources
needed, and plan the order in which you will complete tasks. They are
also helpful for managing the dependencies between tasks.

 COSTINGS AND INVOICE

In project planning invoice plays an important role in management of
the project where project manager makes a plan and prepare an invoice
of cost for materials bought and cost of money spent on different

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activities.

Theoretical learning Activity

 (example: ask trainees to brainstorm about………. within groups)
1. Explain the following key terms
a. Project plan document
b. Scope document
c. Work Breakdown Structure

Practical learning Activity

 …………………………………… (Example: Trainees in pair perform
…………………)

Points to Remember (Take home message)

Remember that:
 The Project Specifications are:
1. Work Breakdown Structure
2. Scope Document
3. Gantt Chart
4. Costings And Invoice
 Three aspects of project scope

1. Definition
2. Work Breakdown Structure (WBS)
3. Management

Learning outcome2.2 Precise schedule of project tasks,

including realistic time frames and costs if required in
accordance with the project plan and project specifications

Duration:3hrs

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 Learning outcome 2 objectives:
By the end of the learning outcome, the trainees will be able to:
1.Describe how to Highlight project tasks.
2. Identify correctly the project specifications .

Resources
Equipment Tools Materials
Chalks Internet
 Computers Handout Electricity
 PowerPoint pens
Projector

Advance preparation:
 Name of project
 purpose of project
 Time that will be used to run the project

Indicative content 2.2.1 Precise schedule of project tasks,

including realistic time frames and costs if required in accordance
with the project plan and project specifications

Summary for the trainer related to the indicative content (key notes
using bullets such as ticks etc)

 Time Frames and Costs If Required in Accordance with

The Project Plan and Project Specifications

Highlight Project Tasks

In project planning highlighting tasks allows a project manager to
generate a weekly report on the status of tasks of the project in order to
provide stakeholders with a list of highlights.
Identification of Project Specifications
1. Project Time Frame
A time frame is a period of seconds, minutes, days, hours, weeks,

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months in which something may happen or in which something may
occur. Example of time frame is when a project has two weeks to be
completed means two weeks is project time frame of that project.
2. Project Cost Estimation
Project cost estimation is the process of predicting the quantity, cost
and price of the resources required by the scope of a project. Since cost
estimation is about the prediction of costs rather than counting the
actual cost, a certain degree of uncertainty is involved.

The most common way to estimate costs is to make a list of items you
need and add up their costs. Make sure you include all applicable costs
such as equipment and parts, materials and supplies, labor, financing,
fees and licensing, transportation and acquisition costs for land or
facilities.

Theoretical learning Activity

 (example: ask trainees to brainstorm about………. within groups)
1. Using your brain think about the function or role of highlight
project tasks.
2. Differentiate from project time frame and project cost estimation

Practical learning Activity

 …………………………………… (Example: Trainees in pair perform
…………………)

Points to Remember (Take home message)

Remember that:
 Project Specifications are
1. Project Time Frame
2. Project Cost Estimation

Learning outcome 2.3 Proper Allocation of task responsibilities

to project team members in accordance with the available
member’s capacity

Duration:3hrs

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 Learning outcome 2 objectives:
By the end of the learning outcome, the trainees will be able to:
1.Describe how to Highlight project tasks.
2. Identify correctly the project specifications .

Resources
Equipment Tools Materials
Chalks Internet
 Computers Handout Electricity
 PowerPoint pens
Projector

Advance preparation:
 Name of project
 purpose of project
 Time that will be used to run the project

Indicative content 2.3.1 Proper Allocation of task

responsibilities to project team members.

Summary for the trainer related to the indicative content (key notes
using bullets such as ticks etc.).
 Definition of key terms
Projects are a series of decisions. Each decision should, ideally,
be the result of thorough research, counseling from the team and
historic data. Project managers use a decision log to keep
stakeholders updated on who authorized a decision and how it
came about.

Decision log is a critical communication tool that all project

managers need to understand. You can use project management
software, templates or simply a notepad to track decisions. But
before we get into how to make one, let’s better understand the
definition of a project decision log.

Task allocation? It is how tasks are chosen, subdivided,

assigned, and coordinated to resources (typically human
resources). Task allocation and segmentation give rise to the
division of labour often observed in organizational functions, units,

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 and teams, where individuals specialize in different tasks within
the company.

 Defining Roles and Responsibilities

Consciously defining each person’s role, his or her responsibilities,
goals, and success criteria within the team can have an immediate
positive impact.
It ensures that:
Everyone knows their tasks. It sounds simple, but when roles are
clear, people (a) know their duties, (b) understand what is required, (c)
realize the expected behaviors, (d) recognize what needs to be
accomplished, and (e) identify and appreciate their contributions to the
team’s overall success.
Tasks get completed. Under tight deadlines, tasks often slip through
the cracks in high-pressure environments. It is especially true for the
undesirable chores which no one wants to do! However, when everyone
knows their responsibilities and those of others, there is greater
accountability, safeguarding that tasks are not forgotten (intentionally
or otherwise).
People cooperate more effectively. There is less conflict and
‘political’ maneuvering when desirable, high-profile tasks are equally
distributed or tracked to ensure they are not continuously handed to the
same person. Also, individuals have far more respect for colleagues
when they can see the vital part they play in the group’s overall
success. A respectful, equitable environment is more positive,
collaborative, communicative, and creative.
Communication is improved. Not just improved, also reduced, which
is crucial. Think about how many emails are sent and phone calls made
to check on what is being done, who is doing it, and when it is due?
Imagine the extra effort that can be committed to other, more critical
tasks, thereby improving efficiency and productivity

Theoretical learning Activity

 (example: ask trainees to brainstorm about………. within groups)
1. Outline the roles and responsibilities to the project team
member.
2. What do you understand about Decision log?

Practical learning Activity

 …………………………………… (Example: Trainees in pair perform
…………………)

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 Points to Remember (Take home message)

Remember that:
 Positive impacts due to know your responsibility are:

 Everyone knows their tasks.

 Tasks get completed.
 People cooperate more effectively.
 Communication is improved.

Learning Unit 2 formative assessment

Written assessment

1. Identifying the different project management planning methods and

tools
2. Explain different methods of communication and communication
styles
3. Identify the organisation values and policies relevant to the project
4. Describe the risks associated with small scale projects, cost, scope
and timelines.
5. Explain work breakdown structure
6. Multiple Choice Questions
A. . _____________________is the application of knowledge, skills, tools
and techniques to project activities to meet project requirements.
a) Project management
b) Program management
c) Project portfolio management
d) Requirements management
. A is a temporary endeavour undertaken to create a unique product
service, or result. a) A program
b) The process
c) Project
d) Portfolio
3. Which of these is not one of the constraints of a project?
a) Scope
b) Resources
c) Team
d) Budget
4. The project you are managing has nine stakeholders. How many
channel of communications are there between these stakeholders?
a) 9

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 b) 8
c) 45
d) 36
5. Which of the following should be taken into account when planning a
project?
a) Political environment
b) Social environment
c) Operational environment
d) All of the above

Please mix different assessment tools for triangulation and

relevancy of assessment
Practical assessment
 Assessment tools
 Assay
 Task to be performed
 Observation checklist

22
 Learning Unit 3: Support project development and delivery

Picture/s reflecting the Learning unit 3

Source:https://www.pexels.com/search/Support%20project%20development
%20and%20delivery%20/

STRUCTURE OF LEARNING UNIT

Learning outcomes:
3.1 Appropriate design of project schema in reference with
specifications and requirements
3.2 Proper development of project components according to the agreed
process
3.3 Proper Verification of the project deliverable in reference with the
project expectations and sign off as complete

Learning outcome 3.1 Appropriate design of project schema in

reference with specifications and requirements

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 Duration: 2hrs

Learning outcome 1 objectives:

By the end of the learning outcome, the trainees will be able to:
1. Define correctly Project decision log
2. Make carefully Work breakdown structure
3. Differentiate Costings and invoice

Resources
Equipment Tools Materials
Chalks Internet
 Computers Handout Electricity
 PowerPoint pens
Projector

Advance preparation:
 Name of project
 purpose of project
 Time that will be used to run the project

Indicative content 3.1.1 Appropriate design of project

schema in reference with specifications and requirements

Summary for the trainer related to the indicative content (key notes
using bullets such as ticks etc)

 Elements of a Decision Log

A decision log helps with change analysis because it captures key

decision-making data. Basically, it’s like a spreadsheet. Each column
notes a specific part of the decision. Here are some of the items that
should be included in any decision log.

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 Project name: Keeps all the decisions made in the project
together
Project manager: The person in charge
Identification number: Assign one to each decision to make it
easier to refer to
Decision Title: Titling a decision differentiates it from others
made over the life cycle of the project
Date: When you made the decision and any deadlines related to it
Area: Which aspect of the project you’re discussing
Description: An overview of the decision you’ve made
Rationale: The reason for the decision and any comments or
disagreements cited
Alternatives: Other options you discussed but decided against
Expected impact: Briefly outline what you think the decision will
change
Contributors: List everyone who contributed to the decision
Approval signature: The sign-off, usually from the project
managerremain

 Work breakdown structure

That is an illustration that show how work can be broken down

 Costings and invoice

Cost Management Plan?
A cost management plan sounds simple. It’s an outline of the cost
estimation for the project—but that includes all allocation and how the
project manager will control those costs to bring the project in as
budgeted.

 Gantt chart

A Gantt chart is a project management tool that illustrates work

completed over a period of time in relation to the time planned for
the work.

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 Theoretical learning Activity
 (example: ask trainees to brainstorm about………. within
groups)
1. Outline any seven Elements of a Decision Log.
2. In a group of five you are asked to discuss about grant chart using
diagrams

Practical learning Activity

 …………………………………… (Example: Trainees in pair
perform …………………)

Points to Remember (Take home message)

Different elements of Decision Log

 Project name:
 Project manager
 Identification number:
 Decision Title:
 Date:
 Area:
 Description:
 Rationale:
 Alternatives:
 Expected impact:
 Contributors:

26
  Approval signature:

Learning outcome: 3.2 Proper development of project

components according to the agreed process

Duration: 2hrs

Learning outcome 2 objectives:

By the end of the learning outcome, the trainees will be able to:
4. Define correctly Project decision log
5. Make carefully Work breakdown structure
6. Differentiate Costings and invoice

Resources
Equipment Tools Materials
Chalks Internet
 Computers Handout Electricity
 PowerPoint pens
Projector

Advance preparation:
 Name of project
 purpose of project
 Time that will be used to run the project

27
 Indicative content: 3.2.1 Proper development of project
components according to the agreed process

Summary for the trainer related to the indicative content (key notes
using bullets such as ticks etc)

What is the project management lifecycle?

The project management lifecycle is a step-by-step framework of best

practices used to shepherd a project from its beginning to its end. It
provides project managers a structured way to create, execute, and finish
a project.
The Project Management Lifecycle: 4 Steps
1. Initiating

In the initiation phase, you’ll define the project. You’ll sort out the project
goals, scope, and resources of the project, and what roles are needed on
the team.
Tools and documents used in the initiation phase can include:
2. Project proposal: The project proposal defines a project and outlines
key dates, requirements, and goals.
3. Project charter: This is a definitive document that describes the
project and main details necessary to reach its goals. This can include
potential risks, benefits, constraints, and key stakeholders.
4. RACI chart: A RACI chart plots the roles and responsibilities of
members on a project team.

 Project risk analysis

Analysing risk is an important part of the project planning process.

Having a clear sense of the project risks you face, can help you prevent
or prepare for upcoming risks.

28
 Source:https://asana.com/resources/project-risks
SWOT analysis
SWOT stands for strengths, weaknesses, opportunities, and threats.
A SWOT analysis goes beyond identifying the risks for a project because
it also identifies the strong points in your project.
 Strength: What do we do well?
 Weakness: What could be improved?
 Opportunity: What are our goals for the year?
 Threat: Where are our competitors outperforming us?

Theoretical learning Activity

 ………………………………. (example: ask trainees to
brainstorm about………. within groups)
1. What stand for SWORT in full word?
2. In your groups you are asked to discuss about steps
of Project Management Lifecycle.

29
 Practical learning Activity
 …………………………………… (Example: Trainees in pair
perform ………

Points to Remember (Take home message)

Remember that:

The Steps for Project Management Lifecycle are:

1. Initiating
2. Planning
3. Execute and complete tasks
4. Close projects
 SWOT stands for strengths, weaknesses, opportunities, and
threats. A SWOT analysis goes beyond identifying the risks
for a project because it also identifies the strong points in
your project.
 Strength: What do we do well?
 Weakness: What could be improved?
 Opportunity: What are our goals for the year?
 Threat: Where are our competitors outperforming us?

Learning outcome 3.3 Proper Verification of the project

deliverable in reference with the project expectations and sign
off as complete

Duration: 1hrs

Learning outcome 3 objectives:

By the end of the learning outcome, the trainees will be able to:
1. To discuss correctly the following key terms:
 Project decision log
Project log
Project proposal / business case
Scope document

Resources
30
 Equipment Tools Materials
Chalks Internet
 Computers Handout Electricity
 PowerPoint pens
Projector

Advance preparation:
 Name of project
 purpose of project
 Time that will be used to run the project
 Having more information about project

Indicative content 3.3 .1 Proper Verification of the

project deliverable in reference.

Summary for the trainer related to the indicative content (key notes
using bullets such as ticks etc)
 project deliverable
Project deliverables are the output you expect to have at the end of
your project.
Deliverables vs. project objectives
Your project objectives will help you set your project deliverables, but
project objectives are broader than your deliverables. When you define
your project objectives, you’re also capturing the benefits and outcomes
you expect from those deliverables, especially as they relate to the
grander scheme of your project goals and business objectives.
The two types of project deliverables
External deliverable
This is probably what you think of when you hear “project deliverable.”
External deliverables are anything you’re producing for clients, like a
product or new feature, a social media or marketing campaign, or a
sales deck. External deliverables will help you win or maintain your
customer base.
Internal deliverables
An internal deliverable, as the name suggests, is something that
benefits your company but may not directly impact your customers. This
includes things like a company training course or a quarterly budget
report.
5 tips to manage and track your deliverables
1. Clearly define your deliverables
Before you can hit your project deliverables, you first need to know what
they are. Aim to create your project deliverables while you’re creating

31
your project plan and defining your project objectives.
2. Share your deliverables with key stakeholders
Knowing your project deliverables won’t be helpful if you don’t have
buy-in from key stakeholders.
3. Coordinate work with visual project management tools
In order to hit your project deliverables, you need to effectively track
your team’s work so you know exactly who’s doing what by when.
4. Keep your team up to date with status reports
A project status report is a timely update with high-level information
about how you’re progressing towards your project deliverables.
5. Measure success when you finish your project
Hopefully, you’ve hit all of your project deliverables.

 Project proposal

How to Write a Project Proposal:

There are several key operational and strategic questions to consider,
including:
Triple Constraint: How can we address the triple constraint of project
scope, schedule and cost?
Core Problem: What is the core problem we’re trying to solve?
Resources: What resources will be available?
Timeline: What project timeline are we working within?
Budget: What project budget do we have to work with? How does this
affect our goal setting?
Strategic Goals: What are the strategic goals of our client, and how
does our proposal align with those goals?
Responsible Parties: Who are the people responsible for the project?
What are their goals and motivations?
Client Benefit: How will the client benefit from the completion of our
project? What is their primary goal?
Project Deliverables & Success: How will success of the project be
measured? What deliverables do our stakeholders expect to see at
closure?
project log
A project log is a consolidated place for the project team to
track any changes made to the project.

Why you need a project history log

It doesn’t matter if you have small projects or big, complex ones
—you need a project history log, because:

 A project log helps you keep track of what happened on

the project.
 It records action items and tasks.
 A project history log helps you learn from past mistakes

32
 instead of repeating them.
 A project log helps you bring new team members up to
speed quickly by enabling them to get a quick overview of
where things are at in the project and to see related issues
that were already addressed, so they don't waste their
time revisiting those topics unnecessarily (or make the
same mistakes!).

Theoretical learning Activity

(example: ask trainees to brainstorm about………. within
groups)
1. Discuss about any four key operational and strategic
questions to consider for project proposal.
2.

Practical learning Activity

 …………………………………… (Example: Trainees in pair
perform …………………)

Points to Remember (Take home message)

Remember that:
There are the two types of project deliverables
External deliverable
This is probably what you think of when you hear “project
deliverable.” External deliverables are anything you’re producing
for clients, like a product or new feature, a social media or
marketing campaign, or a sales deck. External deliverables will
help you win or maintain your customer base.
Internal deliverables
An internal deliverable, as the name suggests, is something that
benefits your company but may not directly impact your
customers. This includes things like a company training course or a
quarterly budget report.

33
 Learning outcome 3 formative assessment
Written assessment

Please mix different assessment tools for

triangulation and relevancy of assessment
1. Answer True or False:
a. SWOT stands for strengths, weaknesses, opportunities,
and Task.
b. 4 Steps of Project Management Lifecycle Are:
Initiating: Project proposal, Project charter, RACI
chart.
2. Multiple choice
A. Small-scale project management are
characterised by the following factors.
a. short duration
b. low person hours
c. small team;
d. size of the budget
e) Balance between the time committed to
delivering the project itself and the time
committed to managing the project.
B. Five dimensions that must be managed on a
project
a) Constraint, Quality, Cost, Schedule, Staff
b) Features, Quality, Cost, Schedule, Staff
c) Features, priority, Cost, Schedule, Staff
d) Features, Quality, Cost, Schedule, custome

3. Project deliverables is divided into two types, so, you are
asked to differentiate Internal and external deliverable.
4. Discuss about any five elements of a Decision Log.

Practical assessment
 Assessment tools
 Assay
 Task to be performed
 Observation checklist

34
 Learning Unit 4: Support project closure

Picture/s reflecting the Learning unit 1

Source:https://www.bing.com/images/search?
q=php+Support+project+closure+&form=HDRSC3&first=1

STRUCTURE OF LEARNING UNIT

Learning outcomes:
4.1. Determine appropriate Preparation of ICT support or maintenance
documents, if applicable, in accordance with the project specifications.
4. 2. Create proper Documentation of the lessons learned the project as
per the project specifications

Learning outcome 4.1 Determine appropriate Preparation of

ICT support or maintenance documents, if applicable, in
accordance with the project specifications.

Duration:3hrs

35
 Learning outcome 1 objectives:
By the end of the learning outcome, the trainees will be able to:
1. Understand correctly security project.
2. Make carefully business report.

Resources
Equipment Tools Materials
Chalks Internet
 Computers Handout Electricity
 PowerPoint pens
 Projector

Advance preparation:
 Name of project
 purpose of project
 Time that will be used to run the project
 Having more information about project

Indicative content 4.1.1: Determine appropriate

Preparation of ICT support or maintenance documents, if applicable

Summary for the trainer related to the indicative content (key notes
using bullets such as ticks etc)

36
  Definition of project closure
Project closure is the last phase of a project. It’s when the project
manager verifies that the client, stakeholder or customer has accepted
the project deliverables.
security report?

This report is a document that a security officer or security guard writes.

It includes many details about events occurring within a person's shift.
These reports contain investigation, interviews and observations — and
they are crucial to ensuring safety and accountability.
five different types of security report that
you might need to complete at work:

Daily activity: This is a summary overview of the events and

activities that occur during your shift. It includes details about
your routine and any unusual things you notice.
Incident: An incident report details a specific incident that
occurs on the property you are responsible for securing. This
would include things like a volatile individual, theft or a fight.
Accident: This gives details about any accident that occurs on
the property you secure. This would include things like a fall,
broken objects or large spills.
Maintenance: A maintenance report logs the condition of
security equipment and grounds that you protect. It offers
information about things that need updates, repairs or
replacement.
Summary: Summary reports offer feedback on a larger scale,
and they concern a period longer than one shift. This could be
an overview of a week, month, or quarter. This report asks for
your thoughts and assessments of potential areas of
vulnerability.

project report
Definition of Project Report
A project report serves as a master plan. It gives focus and illustrates
the feasibility of the project. It can predict future needs and help to
guide decision-making while laying the groundwork to request
financial assistance.

There are critical elements to have in the project report,

including:

 Background of the business

 Specify the project
 List the employees involved in the project
 The company aims, including the purpose of the loan
 The project aims and progress to date
 Market analysis
 Financial details

37
  Operational and financial plan
This diagram illustrates business report template example

Source: https://www.bing.com/images/search?
view=detailV2&ccid=F%2FH62Ptd&id

 Steps to a successful implementation of ICT Projects

A Project is something which has a beginning and an
end.

good project management can provide.

38
 Theoretical learning Activity
(example: ask trainees to brainstorm about………. within
groups)
1. What do you understand about project repot?
2. Outline any five critical elements to have in the project
report.

Practical learning Activity

……………… (Example: Trainees in pair perform

Points to Remember (Take home message)

Remember that:
critical elements to have in the project report, are:

 Background of the business

 Specify the project
 List the employees involved in the project
 The company aims, including the purpose of the loan
 The project aims and progress to date
 Market analysis
 Financial details
 Operational and financial plan

Learning Outcome 4. 2. Create proper Documentation of the

lessons learned the project as per the project specifications

Duration: 5hrs

Learning outcome 3 objectives:

By the end of the learning outcome, the trainees will be able to:
1. Identify and document correctly lessons learned

Resources
Equipment Tools Materials

39
 Chalks Internet
 Computers Handout Electricity
 PowerPoint pens
Projector

Advance preparation:
 Name of project
 purpose of project
 Time that will be used to run the project
 Having more information about project

Indicative content 4.2.1: proper creation of

Documentation of the lessons learned the project as per the project
specifications.

Summary for the trainer related to the indicative

content (key notes using bullets such as
ticks etc)

 Identification and documentation of lessons learned

5 steps to conduct a lessons learned
If you’re just getting started with lessons learned, use these five steps to
ensure you’re accurately capturing, documenting, and sharing the
project’s information in a way that everyone can access.
1. Identify
This is where you identify lessons learned from the project to document
in step two. The Identify phase is made up of three steps:
2. Document
The main point of running a lessons learned session is to share these
lessons with the entire team.
Format of a lessons learned report
Executive summary
Summary of findings
Lessons learned survey(s)
Recommendations in detail
3. Analyse

40
Analyze and apply the lessons learned so other teams and future
projects can benefit from it. This is especially relevant if you’re
conducting a lessons learned session mid-project. Analyze the
information from the lessons learned survey in order to effectively
improve your project for the upcoming phases. Alternatively, if you’re
running a lessons learned at the end of a project, use the Analyze phase
to glean insights and opportunities before beginning your next project.
4. Store
Store the lessons learned in a central repository that everyone can
access, like a project management tool. With a central source of truth,
as project leads can access shared information to best prepare for their
projects.
5. Retrieve
If you’re running a similar project, search for a lessons learned report
from a past project to avoid making the same mistakes from a previous
project.

Theoretical learning Activity

 ………………………………. (example: ask trainees to
brainstorm about………. within groups)
1. What are the 5 steps to conduct a lessons learned.

41
 Practical learning Activity
 …………………………………… (Example: Trainees in pair

Points to Remember (Take home message)

Remember that:
5 steps to conduct a lessons learned
1. Identify
2. Document
Format of a lessons learned report
Executive summary
Summary of findings
Lessons learned survey(s)
Recommendations in detail
3. Analyse
4. Store
5. Retrieve

Learning outcome 4 formative assessment

Written assessment
1. Define the following key terms:
a) project closure
b) security report
2. Using diagram outline 5 steps to conduct a lessons learned.

42
 3. Match the following types of security report with their
meaning:
1. Daily Summary reports offer feedback on a larger scale,
activity and they concern a period longer than one shift.
2. Summary This gives details about any accident that occurs
on the property you secure.
3. Incident: : A maintenance report logs the condition of
security equipment and grounds that you protect
4. Accident An incident report details a specific incident that
occurs on the property you are responsible for
securing.
5. Maintenanc This is a summary overview of the events and
e: activities that occur during your shift.

Please mix different assessment tools for

triangulation and relevancy of assessment
Practical assessment
 Assessment tools
 Assay
 Task to be performed
 Observation checklist
References
a. https://www.bing.com/search?
q=Introduction+to+business+project&form=CHRDEF&sp=-
1&lq=0&pq=introduction+to+business+project&sc
b. Monitoring and Evaluation of ICT in Education Projects by
Daniel A. Wagner, Bob Day, Tina James, Robert B. Korma,
©2005
c. Double Whammy – How ICT Projects are Fooled by
Randomness and Screwed by Political Intent by Alexander
Budzier and Bent Flyvbjerg, 2008
d. Planning an information systems project by Jan Grevendonk,
2002
e. https://asana.com/resources/requirements-gathering .
f. https://www.knowledgehut.com/blog/project-management/
how-to-identifying-project-stakeholders

43