Appendix

Project Evaluation Report

 

Page Last Updated Sunday, April 27, 2008 9:12 PM

Project Plan

Project Title

Pharmaco-Phonetics

Project Manager

Jerry Bates

Sponsor

Dr. Michael Grant

Date

February 18, 2008

Project Evaluation Report

April 28, 2008

Revision History

#

Revision Date

Revised by

Approved by

Description

1.

2/18/08

  Grant 2/21/08 Original version

2.

2/21/08

Bates

  Per sponsor comments and as submitted to Dr. Brescia

3.

3/1/08

Bates

  89 drugs in the "Autonomic Drugs to Know" source document will be included in the system. This change is made because the client specified the autonomic list as the preferred set of drug names, per the faculty member. This exceeds the original range of 30-50 drugs.
         

Scope

The project will

  1. Create an online system that presents drug names together with their audio pronunciation.
  2. Use a public domain database software for the system.
  3. Deduce the appropriate record structure for the database after analyzing the hierarchicalstructure inherent in the provided drug list.
  4. Create the drug records beginning with the high priority items specified by the client, using 30-50 drugs asthe minimum number. The system can accommodate up to four brand names for each generic drug name.
  5. Acquire, catalog and store audio pronunciation files for the drug names.
  6. Employ the following priorities for the audio sources: (1) new audio recording, (2) existing audio recordings located from third-party sources, and (3) renderings from existing video provided by the client.
  7. Depending on available resources, locate existing phonetic spellings for drug names and add them to the drug record. (e.g., Hydalazine = hye DRAL a zeen)
  8. Design and create a web-based interface so learners can access the system from the network.
  9. Design a user interface to support learner-selection of drug names for practice.
  10. Provide on-screen controls for the learner to activate the audio file.
  11. Develop the prototype using a development server that is separate from the client’s system.
  12. Collaborate with the client’s IT representative to install and test the new system on the client’s server.
  13. Create a system maintenance job aid for the client’s IT representative.

The following activities are critical to the success of the project, but beyond the scope of the project:

  1. Quality video source files that can be efficiently rendered into audio files.
  2. Authorization by M3 talent to use their audio-video recordings
  3. Permission for design team to access client’s host system.
  4. Specification of where on the host system the product will reside (server space).
  5. Learner access to high-speed Internet-connected computers with audio capacity.
  6. Learners having on-campus access to the system through the UTHSC library.

What the project will NOT deliver:

  1. All 692 drugs originally provided by the client. Instead, the project will deliver 30-50 drugs, based on the prioritized list provided by the client.

[top]

Work Breakdown Structure Deliverables

  1. Analysis report
    • Theanalysis report will present the result of the initial project analysis. The report will describe the overall context for the performance system, the characteristics of the learners, and their specific learning context. The report will also describe the current and desired performance, and delineate the discrepancy between them which the system will be designed to address. The report will be presented to the client for review and approval.
    • As part of context analysis, the UTHSC IT resource will be consulted to determine the specifications of the host system, and a system accommodation plan will be developed.
  2. Project Plan
    • The project plan (this document) will define the scope of the project and list the project deliverables. The plan describes the manner in which risk, changes, and communication will be managed. The schedule and the budget will be included in the plan, as will the plans for procurement and quality assurance. This plan will be presented to the client for review and approval.
  3. Specification and Acquisition of Content
    • Using the prioritized list of drugs provided by the client, the drugs and their categories will be collated and presented to the client for review and approval.
    • New audio recordings will be created using qualified talent.
    • Existing audio files and phonetic spellings will be harvested from publicly available web sources.  Sources will be disclosed in the system documentation.
    • Product specifications will outline technical requirements and features of the system.
    • The big picture description will be presented.
    • The features of the system will be presented in a high concept statement.
  4. Rapid prototyping of system
    • The system will be designed on a development server, with test checkpoints for the host system.
    • A database system using an appropriate data structure, defined by the data dictionary, will be created and populated with the collated content.
    • A tested database connection will be established.
    • Flowcharts and storyboards for a custom-designed web interface will illustrate the visual design and explain usability and learner interaction points. 
    • Successive prototypes of the system will be generated and presented for client review, with the following sequence: (1) “look and feel,” (2) navigation, (3) access to content and (4) audio activation.  The content access prototype will be populated with 5 working audio files.
  5. Production and Formative Evaluation
    • A multi-stage formative evaluation plan will be presented, outlining the schedule, personnel, and evaluation instruments.
    • Following the prototype reviews, and the final product development, a formative evaluation will be conducted and thoroughly documented. The evaluation will include heuristic evaluation by a pair of e-learning subject matter experts. Then two sets of M2’s will be engaged to perform an observed usability test. The results of the evaluation will be presented in an evaluation report.
  6. Final system delivery and installation
    • System maintenance job aid will be delivered.
    • The product will be installed at client site.
    • The installation will be tested.

[top]

Risk Management Plan

ID

Description of Risk

Probability of Occurrence (1=low, 3=high)

Impact Description

Impact
(severity value)
(1=low, 3=high)

Response Strategy

(TENTATIVE) Responsible Person

1.

Quality of video files may not support efficient rendering into discrete audio clips

3

Alternate sources of audio clips will be necessary. One or both solution sets will be necessary: (1) qualified volunteer re-records the words and data files created; (2) existing pronunciations will be located from publicly available sources.

3

The risk will be avoided by using qualified volunteer to re-record the words and by locating pronunciations from publicly available sources.

RC: determining usability

AM: managing new recordings and creating digital files

JB: locating existing audio pronunciations

2.

Client server not compatible with Linux-based product

2

The product will have to be served from another host.

2

This risk will be mitigated by having another host available to serve the system.

RC

3.

Learners not available for formative evaluation phases

2

The product cannot be adequately tested with real users, which increases the likelihood that the product is not user-friendly

1

This risk will be mitigated by attempting to gain access to other medical students for testing.

AM/JB

4.

Phonetic spellings cannot be located for all words within the delivery time frame

2

Product will not be able to deliver the additional pronunciation cue for all words, which lessens the level of performance support.

1

This risk will be accepted, as client indicated this feature could be omitted.

AM/JB

5.

Pregnancy complications and/or early delivery for database programmer’s wife

1

Technical difficulties during product installation may delay sign-off.Mitigate through cross-training.

3

This risk will be mitigated by cross-training other team members for installation tasks.

Ray Chapman

6.

Delays in access to subject matter expert to review and confirm content

1

Can delay product development and, if access is not available, can jeopardize content accuracy.

2

This risk will be mitigated by building in sufficient time for the SME to review the product.

AM

7.

Unstable Internet access on client host system

1

Will interfere with conducting formative evaluation in timely manner at client site.

1

This risk has to be accepted since control of this risk is out of the hands of the design team.

Matt Grayson, UTHSC IT representative and RC

8.

Existing pronunciations harvested from the web only approximate pronunciations common in this geographic region.

1

May compromise the client’s desire for regionally accurate pronunciations, although the pronunciations will still be acceptable within the broader medical community.

1

This risk is acceptable because a valid pronunciation is better than no pronunciation.

AM/JB

[top]

Change Management Plan

To ensure the product is delivered on time and according to specifications, every change request must be submitted in writing (email is acceptable) and the reasons for the change explained. This includes both internal and external change requests. Requests should be directed to the Project Manager.

To submit a change request, provide the following information in writing to the project manager:

  • What needs to be changed
  • Why is this change needed
  • On a scale of 1-5, with 5 being “most critical,” rank the importance of the change.
  • (A sample change request form is provided in the Appendix)
Project manager:
  • Reviews the request
  • Logs its receipt in the change management log (sample shown in the Appendix)
  • Finds the appropriate team member to be responsible for the request
  • Communicates the request to responsible team member
Responsible party:
  • Reviews the description and, if needed, consults with the source for needed clarification.
  • Analyzes request to see what impact it will have on project scope, time requirements, resources, and quality.
  • Consults with other team members if desired
  • Prepares impact statement and recommendations (accept, deny, postpone), together with rationale.
  • Records statement and recommendations in change management log.
  • Presents recommendation to appropriate stakeholder(s) (e.g., sponsor, other team members, client) for review and approval.
  • Records stakeholder feedback in change management log
  • Finds the team member to be responsible for managing the change
  • Notifies the project manager of completed analysis, recommendations, feedback, and assignment

Project manager:

  • Signs off on change request/recommendation/assignment
  • Monitors the change process and updates status in change management log
[top]

Schedule

Ref#

Deliverable

Start

End

1.0

Analysis Report

2/5/2008

2/22/2008

2.0

Project Plan, with client review and approval

2/11/2008

2/22/2008

3.0

Specification and acquisition of content

 

 

3.1

Get drug list prioritized by client.

2/12/2008

2/19/2007

3.2

Create new audio recordings

2/25/2008

2/29//2008

3.3

Harvest existing pronunciations and phonetics.

2/25/2008

2/29//2008

3.4

Product specifications for technical requirements of system.

3/3/2008

3/10/2008

3.5

Big Picture description

2/27/2008

2/25/2008

3.6

High concept statement

3/3/2008

3/10/2008

4.0

Rapid prototyping of system

2/15/2008

3/22/2008

4.1

Set up development server

2/19/2008

2/20/2008

4.2

Create record structure for database tables

2/15/2008

2/17/2008

4.3

Build and test database connection

2/15/2008

2/20/2008

4.4

Flowcharts and storyboards

2/15/2008

2/17/2008

4.5a

Successive prototypes: look and feel

3/3/2008

3/10/2008

4.5b

Navigation prototype

3/10/2008

3/17/2008

4.5c

Content access prototype

3/17/2009

3/19/2008

4.5d

Audio activation prototype

3/19/2008

3/21/2008

5.0

Production and Formative Evaluation

3/11/2008

4/11/2008

5.1

Formative evaluation plan

3/11/2008

3/17/2008

5.2a

Design change freeze date

3/21/2008

3/21/2008

5.2b

Final production

3/24/2008

3/31/2008

5.2c

Heuristic evaluation

4/2/2008

4/3/2008

5.2d

Alpha usability test with students

4/8/2008

4/9/2008

5.2e

Beta usability test with students

4/10/2008

4/11/2008

6.0

Final system delivery and installation

4/11/2008

4/21/2008

6.1

System maintenance job aid

4/11/2008

4/21/2008

6.2

Installation

4/15/2008

4/15/2008

6.3

Test installation

4/16/2008

4/17/2008

[top]

Budget


 Task

Resource

Qty

Hours each

Rate

Total Cost

Team Hours

Associates

Manager

Client

Outside

Project Charter

 

Project Associates

2

2

30

$120

4

120

-

-

-

 

Project Manager

1

12

30

$360

12

-

360

-

-

Analysis Report

 

Project Associates

1

1

30

$30

1

30

-

-

-

 

Project Associates

1

12

30

$360

12

360

-

-

-

 

Project Manager

1

2

30

$60

2

-

60

-

-

 

Client

1

1

40

$40

-

-

-

40

-

Project Plan

 

Project Associates

2

1

30

$60

2

60

-

-

-

 

Project Manager

1

12

30

$360

12

-

360

-

-

 

Client

1

1

40

$40

-

-

-

40

-

Specify/acquire content

 

Project Associates

2

16

30

$960

32

960

-

-

-

 

outside

1

2

40

$80

-

-

-

-

80

Big picture and high concept

 

Project Associates

1

8

30

$240

8

240

-

-

-

Product specifications

 

Project Associates

1

8

30

$240

8

240

-

-

-

Database creation and connection

 

Project Associates

1

60

30

$1,800

60

1,800

-

-

-

Rapid prototype

 

Project Associates

1

120

30

$3,600

120

3,600

-

-

-

 

Project Manager

1

8

30

$240

8

-

240

-

-

Production

 

Project Associates

2

120

30

$7,200

240

7,200

-

-

-

 

Project Manager

1

30

30

$900

30

-

900

-

-

Formative Evaluation

 

Project Associates

2

24

30

$$1,440

48

1,440

-

-

-

 

Project Manager

2

8

30

$480

16

-

480

-

-

 

Outside

2

1

40

$80

-

-

-

-

80

 

Client

8

1

40

$320

-

-

-

320

-

Final system delivery, installation, training

 

Project Associates

2

12

30

$720

24

720

-

-

-

 

Project Manager

1

4

30

$120

4

-

120

-

-

 

Client

1

4

30

$120

-

-

-

120

-

Total Labor

 

 

 

 

 

$19,970

643

$16,770

$2,520

$520

$160

Materials

  • Paper for job aids (1 ream @ $4.50)
  • AIM Lab recording and processing time (32 hours @ $5/Hr = $135; contributed by U of M ID&T Department)

[top]

Staffing Plan

Staff needed

Availability (2008)

Time Required

INTERNAL

 

 

Video dubbing technician

January 23-31

12 hours

Systems analyst and database programmer

February 15-April 11

80 hours

Audio recording technician

February 25-29

10 hours

Web interface designer

March 3-April 11

60 hours

Instructional designers

January 15-April 17

125 hours

Project Manager

January 14-April 24

160 hours

EXTERNAL

 

 

Outside talent to pronounce drug names

February 25

2 hours

Formative evaluation participants

April 2-ll

8 hours

Subject matter expert to review and prioritize lists

February 20-25

3 hours

OJS Team Members:

  • Ray Chapman (RC): systems analyst, database programmer, instructional designer
  • Angela Macklin (AM): audio recording technician, instructional designer
  • Jerry Bates (JB): project manager, instructional designer

[top]

Communication Management Plan

Communication outlined here includes team, sponsor, and client communication.

  • Client representative: Dr. Brescia
  • Project sponsor: Dr. Grant
  • Team: Angela Macklin, Jerry Bates, Ray Chapman

What

To Whom

When

By Whom

How

Client Meeting and receipt of drug lists and videos

Dr. Brescia

January 22

Team

Face to face at UTHSC

Weekly progress reports indicating open matters, upcoming events requiring client review.

Dr. Brescia

Monday evening

Project manager

Normally e-mail

Weekly team meetings

 

Sunday, 3 pm
Monday 5:30 pm

Team
Team/Grant

In person (Browning Hall)
In person (AIM Lab)

Team status reports

Dr. Grant

By 5:30 each Monday

Project Manager

Posted to team website

*Project Charter

Dr. Grant, then Dr. Brescia

February 4, then 4 days later to Dr. Brescia.

Jerry Bates

Website for sponsor; email attachment for client

Feedback about documents for review

By Dr. Brescia

Within 48 hours of receipt of documents

Associate responsible for report

Via email; associate will followup with phone call if no response received.

*Analysis Report

Dr. Grant, then Dr. Brescia

February 11

Angela Macklin

 

Determination of which drugs to include in the system

Dr. Brescia (and Course Director, via Dr. Brescia)

February 20

Ray Chapman

Via email

Determination of UTHSC host system capability and availability

Matt Grayson and Dr. Brescia

February 20

Ray Chapman

Via email

Request for vita (credentials) of recording talent

Talent

February 18

Ray Chapman

Via email

*Project Plan

Dr. Grant, then Dr. Brescia

February 18: Grant
February 21: Brescia

Jerry Bates

Website for sponsor; email attachment for client

*Big picture Description

Dr. Grant, then Dr. Brescia

February 25

Angela Macklin

Website for sponsor; email attachment for client

*Product specification & high concept statement

Dr. Grant, then Dr. Brescia

March 10

Ray Chapman

Website for sponsor; email attachment for client

*Formative evaluation plan

Dr. Grant, then Dr. Brescia

March 17

Jerry Bates

Website for sponsor; email attachment for client

*Treatment design, templates, flowcharts, storyboards, style sheets.

Dr. Grant, then Dr. Brescia

March 24

Ray Chapman

Website for sponsor; email attachment for client

*Formative evaluation report

Dr. Grant, then Dr. Brescia

April 28

Angela Macklin

Website for sponsor; email attachment for client

Meetings with client

Dr. Brescia

As needed

Project associates

Via telephone or face to face

Team updates on client phone or face-to-face contacts

Project associates

Per each contact

Project associates

Post summary of conversation on team management site in discussions, send notice to team for review

NOTE: Items marked with asterisk(*) are course deliverables. They are submitted to the sponsor on the specified date. Revisions are made following sponsor feedback and then submitted to the client.The turn around time to the client is expected to be within 72 hours of the original submission date. Client response is anticipated within 48 hours of receipt.

[top]

Procurement Plan

  • Audio processing time will be procured from the Instructional Design and Technology’s Advanced Instructional Media (AIM) lab during open lab hours.
  • Talent for re-recording will be procured from R.N. from St. Jude Research Hospital
  • Production server access will be procured from Ray Chapman.
  • Project management tools will be procured from a suite of online tools available free from ZOHO.com
  • Domain name registration for the production server will be procured by Ray Chapman.
  • Interface design software (Dreamweaver, Fireworks) will be licensed from Adobe; web system delivery tools will be procured from open source database/data connection

[top]

Quality Assurance Plan

To ensure a quality product, the following quality assurance steps will be taken:

  • The data transfer of drug names from client source document to Excel will be thoroughly proofread.
  • The database of drug names will be presented to the client to procure subject-matter expert review and confirmation of classification accuracy.
  • The selection of which drugs to use for the system will be made based on the priorities given by the client.
  • Rapid prototyping will be used in product development to provide intermediate check points. The client will be provided with the following types of prototypes: “look and feel,” navigation, content access, and audio activation.
  • The database system will be thoroughly tested on the production server.
  • The installation of the system on the client host server will be thoroughly tested. Installation will be scheduled for April 15, 2008, with testing to follow on April 16 and 17.
  • A thorough formative evaluation of the product at three phases of design will be conducted, with revisions made in accord with findings. The first phase will involve two eLearning experts testing the system for usability and breakpoints. The second phase will present M2 volunteers with a list of 5 categorized drugs from the system. This test will be repeated with three separate volunteers. In the test, volunteers will be asked to locate each of the specified drugs and play its respective audio file. One of the design team members will silently observe the performance to see how the user interacts with the system, noting any technical or interaction difficulties or confusions. This information will be used to revise the system for usability and may indicate a need for revising instructions. The third and final phase of the formative evaluation will repeat the phase two protocol, but using the revised system. This beta test will be repeated with five new M2 volunteers.

Client/Sponsor Sign-off

X

   

Signature (Client)
William Brescia, Ph.D.
Director of Instructional Technology, Assistant Professor of Preventive Medicine
Office of Medical Education, University of Tennessee Health Science Center (UTHSC)

 

Date

X Accepted via e-mail

  2/21/2008

Signature (Sponsor)
Michael Grant, Ph. D.
The University of Memphis

 

Date

X Jerry Bates

  2/18/2008

Signature (Project Manager)
Jerry Bates
Open JAR Solutions

 

Date


Appendix

Product Specifications

(Forthcoming)


[top]

Glossary

  1. Acceptance: the risk response strategy which acknowledges the risk and proceeds with the expectation that the impact will be minor.
  2. Analysis Report: The analysis report includes the following components: context analysis; learner analysis; performance analysis with desired performance, actual performance, possible causes for performance discrepancy, what this proposal will address and purpose statement.
  3. Avoidance: the risk response strategy which eliminates the risk by not undertaking the causal activity.
  4. Content Analysis: The content analysis presents (1) the purpose of the task/content analysis with subject-matter expert validation; (2) the curriculum map with prerequisite skills identified; (3) performance objectives and assessment items. The analysis identifies the tasks together with their objectives, the Bloom’s taxonomy level to which each objective belongs, and the assessment times for each objective.
  5. Formative Evaluation Plan: The formative evaluation plan outlines the schedule for the stages of the formative evaluation, indicates who will be involved, and delineates the method for each of the phases. The instruments used for each phase will be included.
  6. Mitigation: the risk response strategy which undertakes a reduction in the severity of the impact.
  7. Php: The server-side hypertext preprocessing script used to enable the creation of dynamic web pages. (http://en.wikipedia.org/wiki/PHP)
  8. Record: A record is the database unit used to store the information for a single drug name. The record is structured to contain the individual types of information needed to describe the drug. The structure for this record will be defined as part of the database design process. Example: name of drug (Hydralazine), category to which it belongs (antihypertensives), subcategory (direct vasodilators), brand name (Apresoline), phonemic spelling (hye DRAL a zeen), and audio file.
  9. Research-based Instructional Strategy: The instructional strategy delineates the sequence and cluster of objectives, the pre-instructional strategies, and the assessment. The content, student participation strategies, and media selections are also included in the instructional strategy.
  10. Transfer: the risk response strategy which places the risk management in the hands of another part outside the project development team.
  11. Treatment Plan: The treatment plan provides a description of the site together with the rationale. The plan also presents the design of the interface.

[top]

Sample Change Request Form

What needs to be changed?

What are the reasons for this change?

On a scale of 1-5, with 5 being “most critical,” rank the importance of this change.

1
(least)

2
3
4
5
(most)

Submitted By:


Date:


Received By:


Date:


Request ID#


 

Downloadable version: Word | pdf


[top]

Change Diary

A summary of change requests, irrespective of the final determination.

Request #

Request Date

Source

What needs to be changed?

What are the reasons for the change?

Rank:
1-5

001
02/25/08
Brescia, via discussion with Ray The system needs to include all 89 drugs from the "Autonomic Drugs to Know" document. This is the list the faculty member most wants to have included in the system.
5
002
03/10/08
Brescia Incorporate programming capacity so UTHSC can add video clips for each drug name at a later date. Faculty member believes video will enhance the product and desires the functionality, to be implemented in the future.
5
           
           
           
           
           
           
           
 

 

Change Management Log

1. Request #

2. Request Date

3. Submitted by

4. Person responsible for review

5. Impact statement

6. Recommendation  with rationale

7. Review feedback summary per appropriate stakeholder(s)

8. Final determination

9. Person responsible

10. Current status and date

001 02/25/08 Bates Bates Acceptable Providing client with 89 key drugs in the original system is vital to customer satisfaction, and can be accomplished without adverse impact on time or resources.   Make the change entire team Integrated into planning 3/1/08
002 3/03/08 Brescia Chapman Acceptable Database can be structured to accommodate a link for a video file.   Make the modification Chapman Integrated into planning 3/5/08
                   
                   
                   
                   
                   
                   
                   
Download now Download Project Plan in pdf.

Page Last Updated Sunday, April 27, 2008 9:12 PM