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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.


PResentation for RB 2.0