Record Book 2.0 Presentation Proposal Jessica Stewart
Table of Contents Project Definition Requirements Document Budgetary Needs Vendor Selection Checklist RASIC - Responsibility Matrix Milestone Chart Project Schedule (Subject to Change) Quality Management Plan Risk Matrix for Implementation Risk Response Plan
Project Definition
Project Title: 4‐H Record Book 2.0 Project Sponsor: Oklahoma 4‐H Youth Development Project Manager: Jessica Stewart Statement of the Need and Purpose: Science, Technology, Engineering and Math (STEM) is one of the mission mandates of National 4‐H and an emphasis has been placed on STEM‐related projects within 4‐H youth development programs. By creating 4‐H Record Book 2.0, an electronic social learning management system, 4‐H members will have a platform necessary to engage them in digital literacy while maintaining the 4‐H tradition of record keeping and communicating their project work to others. Project Background: Current 4‐H Record Books contain approximately 10 pages of written report material, three pages of supporting photographs, and six pages of a member’s “4‐H story.” 4‐H Record Books are submitted annually for evaluation in the form of a hard copy version. STEM projects lend themselves to be more interactive when demonstrated, and many 4‐H members are involved in videography, digital photography, robotics and GPS mapping projects, all of which would benefit from more interactive presentation than words and pictures in a report form. In addition, an electronic social media learning engagement system will also introduce 4‐H members to digital literacy tools and creative expression, providing opportunities for them to learn 21st century skills including collaboration, visual and information filtering, intellectual capital, inventive communication, and results with real‐world application. One issue the 4‐H Record Book 2.0 system will address is that of youth members keeping poor records to be able to complete their record book for evaluation. The 4‐H Record Book 2.0 system will contain a calendar for journaling project activities and events; a blog system for the member to reflect on learning and complete the “Reflect” portion of the 4‐H learning goal of “Do‐Reflect‐Apply;” and a status update option for 4‐H members to share their successes and ownership with others within the social learning network. A second issue that 4‐H Record Book 2.0 will address is the use of paper resources and access to the 4‐H member’s record. Currently 4‐H record books are kept as hard copies in most Extension offices instead of being accessible online, thus wasting resources. In addition 4‐H members have software compatibility issues in using the Record Book template. Finally, because the 4‐H audience lives predominantly in agricultural and/or rural areas, they may not have had opportunities to experience 21st century skills. This platform would introduce them into new avenues for growth.
Goals and Objectives: Goals: 1) Create an accessible, safe online area for 4‐H project work reports 2) Provide a system that achieves STEM‐related objectives relating to digital literacy, expressive communications, and web 2.0 tools 3) Promote 21st Century skills such as collaboration, intellectual capital, and inventive communication Objectives: 1) Because 4‐H members will have access to 4‐H Record Book 2.0 at all times, 4‐ H members can work on their record books throughout the year rather than compiling all of the information a month before the record book is due. 2) 4‐H members can share their project work with other members within the system and serve as peer‐to‐peer resources. 3) Record Book 2.0 will allow Educators to evaluate books and project work at any time due to the accessibility of the system . Stakeholders: Stakeholders in the project include 4‐H members, 4‐H Extension Educators, 4‐H Volunteer Leaders, families of 4‐H members, local community organizations benefitting from 4‐H project work, and legislators who witness and experience 4‐H member project work. Expected Benefits: 1) For 4‐H Members: Members will have a secure location to store their 4‐H project records; members will have a social learning management system where they can share ideas for project work and collaborate on projects and club ideas to create synergy within 4‐H; members will be able to go beyond presenting only photographs and written material regarding their projects; members can learn from other 4‐H members if they are new to projects and need assistance in getting started; 4‐H members will learn more about the concept of digital portfolios 2) For 4‐H Extension Educators: Educators can track progress of 4‐H member through their project work social learning network and evaluate 4‐H member work using evaluation tools and metrics built in to the 4‐H Record Book 2.0 system. 3) For parents: Parents can track the work of their 4‐H member to ensure they are meeting project objectives and progressing within the 4‐H program Project Deliverables: • A secure social learning network system available to 4‐H members, parents and Educators in the use of tracking project work and providing a system so records could be evaluated more efficiently
Scope Statement: Approximately 300 senior 4‐H record book applicants and their parents would be involved in the system once implemented in addition to 77 county educators who would have viewing and comment access to 4‐H members in their respective counties. Success Criteria: Success will be measured in terms of increased participation in record book entries, improved project records when evaluated, and increased number of creative project ideas. Key Assumptions: For 4‐H members the assumption is made that each member has Internet access either at school, home, or within their local county Extension office. The assumption is also made that 4‐H members will become more engaged in reporting their project work as the system will provide a more familiar system in which many of the youth may be accustomed to due to their current use of social networking sites such as Facebook and MySpace. Constraints: • Expertise: For the success of this project, additional help beyond the Oklahoma 4‐H computer programming staff will be necessary; • Time: Because of current 4‐H Record Book evaluation submission dates, the project must be completed before May 2012; • Budget: An Open Source networking system may have to be considered if budgetary constraints do not allow for new application development; • Resources: An Oklahoma 4‐H staff member or graduate assistant would need to be available once the system is implemented to provide “train the trainer” workshops and initial administration of the social learning network Project Team Members: Jessica Stewart, project manager Budget: A TIP Grant for $30,000 would provide some compensation for a graduate assistant as well as funds to develop a network platform or add to an Open Source social learning network already in existence. Start Date: June 14, 2011 Completion Date: December 1, 2011
Main Functions
Requirements Document
The Record Book 2.0 system will serve in the following capacities: 1. As a integrated system combining calendar/journal, blog, status update, audio/video, and sharing capabilities; 2. As an online record book system documenting a 4‐H member’s project work; 3. As an evaluative tool for Extension educators and parents to assess 4‐H project work; and 4. As a resource for 4‐H members to connect, share and participate in peer‐to‐peer learning. End users will be able to perform the following activities: 4H Member Login • Add calendar/journaling entries; • Add/edit/delete blog entries; • Provide status updates on 4‐H project work, activities, or ask questions; • Upload audio, photo or video entries; • Create digital pieces to promote their 4‐H club or project; and • Share work with peers also registered on the Record Book 2.0 system • Compile work into an electronic portfolio to share with stakeholders Parent Login • View and comment on calendar and journaling entries • Add calendar entries • Comment on blog entries • Comment on status updates • View electronic portfolio Extension Educator Login • View and comment on calendar and journaling entries • Add calendar entries • Comment on blog entries • Comment on status updates • View electronic portfolio • Evaluate electronic portfolio • Upload instructional modules based on 4‐H member projects
User Characteristics Purpose of the system The primary user of this system will be 4‐H members who are between the ages of 9 and 19. Record keeping is a tradition in the 4‐H organization and currently members keep paper records. A problem within the current record keeping system is that 4‐H members fail to actually keep records. Often, 4‐ H members take a reactive approach to record keeping rather than a proactive approach. That is, they scramble to produce a record book when someone requests it versus keeping their record books updated with activities. The electronic system, which would provide tools for them to continuously update their project work, learning activities and events through a “social networking” type environment, would motivate them to use the system and keep their records current while also producing a complete portfolio report at any time it was needed.
1
Audience Analysis 4‐H members come from a variety of locations; nearly 38% live on farms; 43.8% live in towns, cities and non‐rural areas with a population of less than 50,000; and 18.3% live in urban areas and cities with a population of more than 50,000. Demographics come into play here due to accessibility of Internet services, especially high speed and broadband services. Thus, the social learning platform used will need to be friendly for those still on dialup Internet access. Secondary users include parents and Extension Educators. This group generally has more access to high speed Internet services through their places of work. In addition, the possibility of mobile device access will be explored and implemented if possible. Depending on what social learning platform is selected, users may be required to have an email address. The main obstacle with the end user that will be encountered is the concept of changing from paper records to an electronic portfolio. Further considerations: • The end user will learn how to install and/or use web cam or video camera hardware and the software associated with it if they choose to add video to their electronic record book; • The end user will learn how to use an external or internal microphone to add audio to the electronic record book; and • The end user will learn how to use the system through video tutorial.
General Constraints The primary constraint in developing this system is determining what platform will work best for the end user. Additional general constraints may include: • Browser compatibility issues; • Learning curve of users; • A secure login system; either https or SSL must be used to maintain the integrity of the user information stored within the system; and • Developing a system that abides by the Children’s Internet Protection Act that is accessible by those under 13.
Assumptions and Dependencies In developing this project, we assume: • The finished product is delivered via Internet; • Users will find the deliverable to be user‐friendly; and • Users will not need advanced computer skills to complete tasks using the system. For the success of this system, it is dependent upon: • An administrator who can monitor system usage, glitches and passwords if needed; • A coordinator who can provide trainings if necessary; and • Volunteers who will act as pilots of the system before it is deployed to the Oklahoma 4‐H community (approx. 222,000 4‐H members).
Specific Requirements This section of the document lists specific requirements for your project. Requirements are divided into the following sections:
2
1. 2. 3.
User requirements. These are requirements written from the point of view of end users, usually expressed in narrative form. System requirements. These are detailed specifications describing the functions the system must be capable of doing. Interface requirements. These are requirements about the user interface, which may be expressed as a list, as a narrative, or as images of screen mock‐ups.
3.1 User Requirements • • • • • •
End users must know how to operate a computer; End users must know basic computer functions such as using a keyboard and mouse; End users must know how to access the Internet; End users must know how to operate and configure a microphone, either internal or external; End users must know how to choose their preferred operating system; and End users must be familiar with forms and interactive web systems.
3.2 System Requirements
• • • • • • •
The system must allow real‐time status updates and microblogging functionality; The system must be functional on mobile devices; The system must be capable of handling at least 1Mbps bandwidth for interactive elements; The system must be capable of handling at least 480p of streaming video; The system must be capable of categorizing members by district; The system must be capable of handling at least 128Kps streaming audio; and The system must be capable of handling 15,000 members per district at any given time.
•
The interface must be easy to navigate and contain drop down tool bars to provide access to calendar, blog, status update and communication sharing areas within the platform; The interface must provide an option to compile information into a report or electronic portfolio; The interface must provide evaluation tools or metrics for Educators to assess project growth and work within the project; The interface must be compatible with all browsers; The interface must have an easy to locate help system so users can easily access video tutorials and other modules; and The interface must be appropriate for the audience in that it is simple to use and looks clean.
3.3 Interface Requirements
• • • • •
3
June 16, 2011
Project Name: Record Book 2.0 System Labor Project Manager Graduate assistant Total
Equipment Computer server External hard drive Total
Estimated $1,500.00 $10,800.00 $12,300.00 Estimated $8,000.00 $300.00 $8,300.00
Materials
Estimated
Stationery supplies Photocopying/Printing Postage Total
$250.00 $250.00 $100.00 $600.00
Fees, licenses External evaluator Total
Training Food Binders Total
Estimated $5,000.00 $5,000.00 Estimated $1,000.00 $160.00 $1,160.00
Travel
Estimated
Transportation Total
$300.00 $300.00
Overhead costs
Estimated
None Total
Total Expenses
$0.00 $0.00 Estimated
$27,660.00
Actual
Actual Cost Breakdown 0% 0%
0% 0% 0%
$0.00 Actual $6,186.00 $250.00 $6,436.00
100%
Actual
Labor Materials Training
Equipment Fees, licenses Travel
$0.00 Actual $0.00 Actual
$0.00
Estimated vs. Actual $14,000.00 $12,000.00 $10,000.00 $8,000.00 $6,000.00 $4,000.00 $2,000.00 $0.00
Actual $0.00 Actual $0.00 $0.00 Actual
$6,436.00
Estimated
Actual
Project Name: Record Book 2.0 System Event Budget for Event Name: PROFIT/LOSS SUMMARY Estimated Total income Total expenses
$32,750.00 $27,660.00
Actual $14,910.00 $6,436.00
Profit vs. Loss $40,000.00 Total income
$30,000.00
Total profit (or loss)
Total expenses
$20,000.00
$5,090.00
$8,474.00
$10,000.00 $0.00 Es,mated
Actual
Project Development & Research System Development System Testing System Rollout to Pilot Counties Launching to Oklahoma 4-H
Start Date Completed 6/30/11
Remaining 9
13
7/2/11 11/2/11 1/5/12
0 0 0
150 60 90
3/5/12
0
380
Vendor Selection Checklist Project Name: Record Book 2.0 System Project Manager: Jessica Stewart
Vendors
Y=1, N=0 Score
Features/Functions
Blog
Calendar
Usability
Microblog ePortfolio Networkin Permissio Security ging g ns-based
Metrics
Reporting Educator Youth Friendly Friendly
Other criteria of importance
Company Philosophy
Other Comments
Licensing Structure
Elgg
4
Y
Y
N
N
Y
N
Y
N
N
Fair
Fair
Y
robust framework on which to build all kinds of social environments
SocialEngine 4
4
Y
N
Y
N
Y
N
Y
N
N
Fair
Fair
N
passionate about creating the world's best social network software
Xoops
6
Y
Y
N
Y
Y
N
Y
N
Y
Good
Poor
Y
Ideal tool for community
Vague website
Mahara
8
Y
N
Y
Y
Y
Y
Y
Y
Y
Great
Good
Y
e-portfolio system with a flexible display
Interoperate Open Source w/Moodle; personal learning environment
GoingOn
5
N
Y
N
N
Y
N
Y
Y
Y
Fair
Fair
N
enables academic institutions to deliver new, more engaging models of knowledge management and social collaboration
Lots of flexibility. Unlisted - vague Not designed as a learnercentered platform.
Con: Open Source Programming structure looks challenging. Pro: Lots of plugins. 1 License per site; $250
Open Source
Responsibility Matrix (RASIC) Project Name:
Record Book System 2.0
Project Manager: Jessica Stewart
WBS Element 1.1. Define need
Project Team Members Jeff S.
Carl H.
Charles C.
Susan M.
I
I
I
I
I
A
C
C
A
C
C
A
A
I
I
I
I
1.2 Background 1.3 Goals/Obj.
I
1.4. Deliverables 2.1 Requirements
S C
2.2 Vendor 2.3. Schedule
Dwayne H.
I
2.4. Milestones 2.5 ResponsibiliNes
I
I I
I
I
2.6 OrganizaNon
C
C
2.7 Budget
A
3.1 Quality Plan
A
3.2 Risk Response
C
3.3 Summary
C
3.4 PresentaNon
I
I
I
C
R
I
C I
I
I
I
Key: R = Responsible, A = Approval Required, S = Support Required, I = Must Be Informed, C = Must Be Consulted.
Other Stakeholders James T.
4‐H Members
Educators
S
C
I I
S
C
I
C
A
S
I
I
I
I
I
I A A C I
med, C = Must Be Consulted.
C I
Launching to Oklahoma 4‐H
System Rollout to Pilot CounBes
Start Date Completed System TesBng
System Development
Project Development & Research
8/10/10 11/18/10 2/26/11 6/6/11 9/14/11 12/23/11 4/1/12 7/10/12 10/18/12 1/26/13 5/6/13 8/14/13
Remaining
Project Schedule
0
Record Books 2.0 System Today's Date:
6/6/11
Monday
(vertical red line)
Project Manager: Jessica Stewart Start Date: 6/6/11
[42]
Monday
23 - Jan - 12
1 1 1 1 1 1 1 1
16 - Jan - 12
0 0 0 0 0 0 0 0
09 - Jan - 12
1 1 1 1 1 1 1 1
02 - Jan - 12
0% 0% 0% 0% 0% 0% 0% 0%
26 - Dec - 11
1 1 1 1 1 1 1 1
19 - Dec - 11
1/05/09 1/05/09 1/05/09 1/05/09 1/05/09 1/05/09 1/05/09 1/05/09
12 - Dec - 11
1/05/09 1/05/09 1/05/09 1/05/09 1/05/09 1/05/09 1/05/09 1/05/09
05 - Dec - 11
Task Category 1 Sub Task level 2 Sub Task level 2 Level 3 Task Level 3 Task Level 4 task Sub Task level 2 Sub Task level 2
28 - Nov - 11
1 1.1 1.2 1.2.1 1.2.2 1.2.2.1 1.3 1.4
21 - Nov - 11
5 1 1 5 1 1
14 - Nov - 11
0 0 0 0 0 0
31 - Oct - 11
5 0 1 10 3 3
07 - Nov - 11
0% 0% 0% 0% 0% 0%
24 - Oct - 11
5 1 1 5 1 1
17 - Oct - 11
6/24/11 6/19/11 6/20/11 7/01/11 6/22/11 6/24/11
10 - Oct - 11
6/18/11 6/18/11 6/19/11 6/20/11 6/20/11 6/22/11
03 - Oct - 11
Assignments - Week 3 Jessica Quality Management Plan Risk Response Plan Assignments - Week 4 Jessica Deliverable Summary Presentation
26 - Sep - 11
3 3.1 3.2 4 4.1 4.2
19 - Sep - 11
5 0 4 5 1 5
12 - Sep - 11
0 5 1 0 0 1
29 - Aug - 11
3 2 3 3 3 4
05 - Sep - 11
0% 100% 25% 0% 25% 25%
22 - Aug - 11
5 5 5 5 1 6
15 - Aug - 11
6/15/11 6/14/11 6/15/11 6/15/11 6/15/11 6/16/11
08 - Aug - 11
6/13/11 6/13/11 6/13/11 6/13/11 6/13/11 6/13/11
Jessica
25 - Jul - 11
2.2 2.3 2.4 2.5 2.6 2.7
Vendor Selection Checklist Project Schedule Milestone Chart Responsibility Matrix Project Organization Chart Budget
01 - Aug - 11
0 0 0 0 0 0 0 3 0
11 - Jul - 11
5 1 1 1 1 1 1 2 5
18 - Jul - 11
Days Remaining
5 5 5 5 4 2 1 5 2
End
04 - Jul - 11
Days Complete
100% 100% 100% 100% 100% 100% 100% 56% 100%
Start
27 - Jun - 11
Working Days
5 1 1 1 1 1 1 5 5
Task Lead Jessica
20 - Jun - 11
% Complete
6/10/11 6/10/11 6/10/11 6/09/11 6/09/11 6/09/11 6/08/11 6/17/11 6/14/11
Tasks Project Definition Define Need Provide Background What is the problem? What is a solution? Define Goals/Objectives Benefits and Deliverables Assignments - Week 2 Requirements Document
13 - Jun - 11
Duration (Days)
6/06/11 6/06/11 6/06/11 6/06/11 6/06/11 6/08/11 6/08/11 6/13/11 6/13/11
WBS 1 1.1 1.2 1.2.1 1.2.2 1.3 1.4 2 2.1
06 - Jun - 11
First Day of Week (Mon=2): 2
[42]
Quality Management Plan
Project Name: Record Book 2.0 Last Updated: June 19, 2011 Purpose of the Quality Management Plan
The Quality Management Plan guides the activities of Oklahoma 4‐H Youth Development staff in their development of the Record Book 2.0 system for Oklahoma 4‐H youth members, Extension Educators, parents, and stakeholders. In addition, the Quality Management Plan establishes standards for quality of services to those using the Record Book 2.0 system. The plan will be considered a working document, as it will be updated continuously to reflect changes within the system as it evolves. The purpose of this Quality Management Plan is to provide: 1.) Processes for assessment, remediation and ways to improve the Record Book 2.0 system; 2.) Indicators for which performance is measured; and 3.) A work plan documenting completion criteria that leads to the success of the project.
Metrics and Tools
To promote the success of the Record Book 2.0 system, several tools will be used to assess system quality and functionality: 1.) Cycles of usability testing: The Record Book 2.0 system will be tested by real users for functionality, interest, and motivation. Once the basic system has been developed, it will be released as a beta version to urban and rural groups of 4‐H members, parents, and Extension Educators. Usability testing will be the primary method used throughout the development process and will be scheduled as follows: a. First usability test: Beta version to selected groups (approximately 50 youth and 5 Extension educators in each of the four 4‐H districts in Oklahoma) estimated November 2011 b. Second usability test: Beta version released to pilot counties (at least four counties selected from each of the four 4‐H districts in Oklahoma), estimated January 2012 c. Third usability test: Final version released to 4‐H system, estimated March 2012 2.) Internal audit by project team members a. Oklahoma 4‐H staff, including the State 4‐H program leader, the state science and technology specialist, and a 4‐H district program specialist will test the system by creating profiles, adding their vita as their “e‐portfolio.” information and creating and uploading a test tutorial video. In familiarizing themselves with the system, they will be aware of how the system operates and can be used as a resource for future testing and assessment. 3.) External audit by another state 4‐H organization
a. Texas 4‐H state and/or district staff will be asked to test the system for functionality and practicality and will be provided a checklist with which to evaluate the system. They will be encouraged to add additional checklist criteria if needed. 4.) Pilot county reviews a. The pilot counties selected for beta testing in January 2012 will be asked to provide 3‐month reviews of the system once implemented. Counties will be provided a checklist with which to evaluate the system as well as be asked to provide feedback on functionality, practicality and whether it is meeting the goals of the traditional record book system. 5.) V‐method approach a. The v‐method approach will be implemented to ensure the validation and verification of each deliverable and interim deliverable created. The v‐ method for the Record Book 2.0 system is shown below. Lower order testing includes the unit development and testing processes and higher order testing includes the cycles of usability testing, internal and external audit testing and post implementation assessment.
Success criteria and meeting project goals
Post implementation assessment through pilot county review
Organization requirements and ensuring usability and completeness of system
User acceptance/ evaluation
System design specifications
Meet module (blog, calendar, etc.) specifications
Internal and external audit testing
Cycles of usability testing/user acceptance
Internal system testing
Unit development/testing
Completion Criteria Deliverable readiness factors: • Lower order testing stage o Unit development and testing: Interim deliverable is ready when 75 percent of the features and functions of the system are developed and implemented into the Record Book 2.0 system. Testing will include functionality of the following units: Calendar, blog, status update/microblog, audio upload, video upload, training module upload, reporting function, digital expression function; sharing function o Internal system testing: Interim deliverable is ready when mock records entered are stored properly within the PHP or SQL database system and can be accessed accordingly. Records are numbered correctly and no issue such as overwriting records or truncation of information is present. • Higher order testing stage o Cycles of usability testing: Interim deliverable is ready when test groups assess the beta version, explore the system and provide feedback in the form of surveys distributed through Survey Monkey. A response rate of at least 50 percent must be received before results will be assessed and testing progresses. o Internal and external audit testing: Interim deliverable is ready when both internal and external audits have been completed and corrections have been implemented into the system. o Pilot county review and assessment: Deliverable is ready to be implemented to the statewide system once pilot counties have returned their 3 month usability reports and checklists in March 2012. Expected response rate is 80 percent. Once all feedback has been evaluated and changes, if necessary, have been made to the system, it will be ready to launch at the statewide level, estimated date April 2012. Once the system has been implemented, success will be measured in terms of increased participation in record book entries (new record book year as compared to previous record book years) records showing improvement when evaluated, and increased number of creative project ideas.
Checklist Template for evaluation (working document) Overall System The system was easy to log in to and directions were straightforward. The system provided clear navigation. The system did not cause glitches with my preferred Internet browsing software. User enjoyed using the system.
Individual Functions Calendar User was able to add entries to the calendar easily. User was able to edit and/or delete entries to the calendar. User was able to add journal entries to calendar dates and activities. Updates posted on the user’s profile page. User felt as though calendar entries were valuable within the system. If a parent or Educator user, could comment on calendar and journaling entries.
Blogging User was able to add blog entries easily. Blog posting screen was easy to navigate and logical. Ability to add tags to blog was available. User felt as though blog entries were valuable within the system. If a parent or Educator, could comment on calendar and journaling entries. Status Updates User felt as though status updates about project work were fun to post. Status updates were reported into record book e‐portfolio system when prompted. If a parent or Educator, could comment on calendar and journaling entries. Media Uploads User was able to easily add audio and video pieces to the profile or blog page. User felt that audio and video upload was a valuable addition to the record book system. Sharing User could share project status updates, audio, video and blog entries with peers on the system. User could indicate what could be shared with peers. E‐Portfolio/Reporting Reporting/e‐portfolio function performed as user desired. E‐portfolio report included all information from calendar, journaling, blog entries and status updates. Report was formatted in a way that was pleasing to the user. Parents and Educators could view electronic portfolios. Educators could evaluate electronic portfolios.
Y/N Y/N
Educator functions Educator could create and upload instructional modules for 4‐H projects.
Y/N
Risk Matrix: Implementation of Record Book 2.0 System Risk Number
RISK
7
Level of technology expertise above that of the Educators or parents Inconsistent use of technology by 4-H members System not delivered on time 4-H system resistant to using technology Record Book Enrollment exceeds expectations Security concerns/issues Lack of 4-H member Internet access
4
Technical issues related to the system, i.e. reporting/e-portfolio system not delivering as needed
3 2 5 1 6 8
Impact Scale 1 = Almost no impact 2 = Minor impact 3 = Moderate impact 4 = Significant impact 5 = Project failure
1 2 3 4 5
Project Impact
Probablity
Risk Factor (Impact x Probability)
Risk Priority
3
3
9
2
Mitigation
4 3
4 2
16 6
1 3
Mitigation Acceptance
5
4
20
1
Mitigation
2 1
2 2
4 2
3 4
Acceptance Acceptance
2
2
4
3
Acceptance
3
2
6
3
Mitigation
= = = = =
Probability Scale Very Unlikely - 0% to 5% probability Unlikely - 6% to 35% probability Likely - 36% to 65% probability Highly Likely - 66% to 95% probability Almost Certain - 96% to 100% probability
Risk Response
Risk Response Plan Description
Item ID Priority Factor
Level of expertise exceeds that of the 3 Educators or parents.
2
9
Mitigation
Inconsistent use of technology by 4-H 2 members
1
16
Mitigation
System not delivered on time.
3
6
Acceptance
4-H system resistant to using technology
5
1
1
20
Areas where Probability may be reduced
Areas where Impact may be Reduced
6/19/11
Jessica Stewart, Jeff 6/20/11 S.
Educators and parents will not utilize technology; continuation of old record keeping system will remain in place; no progress made.
Continuous training presented in a variety of formats: Face-to-Face, Centra, In-Service.
Schedule additional training; ask other state specialists to integrate the system into their areas (curriculum, STEM, volunteers).
Development of training modules; collaboration with state specialists on creating promotional package for system showing benefits.
6/19/11
Jessica Stewart, Jeff 6/20/11 S.
Records will still remain outdated; peer-to-peer learning will not advance; quality of records will lower.
Provide audience specific training and promotion of the system.
Utilize state 4-H council members and 4-H ambassadors to create workshops for peers on the new system.
4-H members will be reminded that record keeping leads to scholarships and awards. Promotional package will be created.
6/19/11
6/20/11
Provide compelling case for why the system is beneficial to the 4-H system. Provide incentives to using the system.
Ask pilot counties to provide training in Provide demos of other state their districts. Assign 4-H programs using similar pilot counties as systems for record keeping. mentors to other counties if needed.
Response Last Date Status Risk Owner Strategy Updated Assigned
Mitigation
Open
Open
Open
6/19/11
Jeff S., Charles C.
Consequence
Implementation is delayed.
6/20/11
All stakeholders in 4-H will be at a disadvantage. Project failure.
More server space will need to be developed; further programming on system; additional funding secured.
Record book Enrollment exceeds expectations and more server space 6 or system requirements needed
3
4
Acceptance
6/19/11
6/20/11
Security concerns/issues
8
4
2
Acceptance
6/20/11
Programmer, 6/20/11 Jessica S.
Lack of 4-H member Internet access
7
3
4
Acceptance
6/20/11
E-portfolio reporting system does not work as needed
4
3
6
Mitigation
6/19/11
Action Item
Parents or educators do not allow 4-H members to participate
Provide cyber-safety training to users
Develop safe Internet policy guidelines that corresponds to CIPA Act
4-H members do not participate as fully as expected 4-H program 6/20/11 developer
Additional development of the e-portfolio system. Additional funding.
Change to the record Discuss and approve new keeping structure record book structure if and acceptance of necessary new system.