Stakeholders and Management Strategy

Dr. Richard Lui and Mr. Alan Siu are main stakeholder of this project. Besides, Head of SAHK, student helpers, other leaders, members and information technology department staffs are possible stakeholders.  

Once project is endorsed by PSC, project team will arrange a kick off meeting with all stakeholders or corresponding representatives to align everyone on the project objective and expectation. This helps to keep project team member and stakeholders in the same page. In addition, this also helps to clear the responsibility of every participant.

Project team will establish regular project progress update with key and important stakeholders via weekly brief project progress update email. Beside the brief progress update, PSC meeting will also be held update key stage completion. In case unexpected event happens and have a major impact to the project, meeting will be immediately scheduled to update stakeholders and make decisions.

Project Risks and Control

Stakeholders and project team members will be engaged during project start to identify the risks involved in the project. Periodic reassessment and proper escalation channel will also be in place for tightening the risk control. Below are the risks identified and the ways we adopted to manage it in the project.

  1. Insufficient Budget
    We will establish a weekly reporting on the project financial with key stakeholders in order to closely monitor the budget. All spending on the project must be justified and approved by the PM. We will also consult an experienced software development lead in ensuring the cost estimation is reasonable. Buffer is included in the project budget to cater for unexpected event.

  2. Lack of Stakeholder Communication
    We planned to send out brief project status report every week by mail. Therefore, stakeholders can keep updated about the project. Besides, periodic PSC meeting with key stakeholders will be held. This can ensure a timely feedback from stakeholders which avoid surprise and unexpected burden from stakeholders.

  3. Security issue discovered in library/framework used
    In software development, it is very common to speed up by using existing framework. However, external libraries may contain vulnerabilities. Change of framework due to security issue will cost a lot. Coding and testing may need to conduct again.
    Use frameworks from reliable and popular source can reduce the likelihood of this risk. Also, choose frameworks updated frequently. So, security patches may release in short time once discovered.

  4. Scope Creep and Gold Plating
    To avoid scope creep and gold plating, additional requirement from stakeholders must be reviewed by the development team. An estimation on the effort will be given. The project PSC must endorse the change in scope with possible additional funding/change in timeline.

  5. Student Helpers Are Too Busy
    Coding of this project will be handled by student helpers. Students may have heavy workload on their own study. For example, near the end of semesters, students need to concentrate on finalizing their study projects and examination preparation.

Student Work Load against Study Period

To handle this risk, we will plan workload of students according to semester period. At semester break, students do not require do revision or assignment. Thus, they can work more on this project. At the start of semester, normally students will also have less study workload. In middle of semester, there may be mid-term test and assignments. So, less work will be assigned. For end of semester, suspension of development will be allowed as students need to focus on study at that period.

Project Success Criteria and KPIs

  1. System Usage
    We target to achieve 95% system take-up rate by comparing the participant in Air Activity badge with the number of registered system user.

  2. Paper Reduction
    We will compare the number of papers printed before and after the system go live. Mainly for the test paper and activity log sheet printing. We expect a 95% reduction in paper usage.

  3. Question Paper Preparation Time
    This system aims to assist leaders in question paper set up. So, one KPI is time reduction on question paper preparation.

  4. Error Rate of Automatic Marking
    We will observe number of manual grading adjustment due to marking system error. We target the manual adjustment rate of written question to be less than 5%. For multiple choice question, the error rate should be 0%.

  5. Budget and Timeline
    The project should be completed with high satisfaction within the endorsed budget and timeline.

  6. System Performance
    Download and upload in assessment system should only take reasonable time. Data transaction should be committed in short time and no data loss is allowed.

  7. System Defect and Stability
    The system should go live with no major defect within first 3 months. Thus, assessment system should be stability, with high reliability and availability.