EDID 6511: Facilitating and Managing Learning 1

Project Development Plan

by

Kanika Cooper-Carrington 313500149

A Paper Presented in Partial Fulfilment

Of the Requirements of
EDID 6511 – Facilitating and Managing Learning
Semester III, 2018-2019

University: University of the West Indies Open Campus

Course Coordinator: Dr. Camile Dickson-Deanne
Date: 29th June, 2019
EDID 6511: Facilitating and Managing Learning 2

Table of Contents
Back Ground................................................................................................................................................................................................................................ 4
Project Charter............................................................................................................................................................................................................................ 4
Scope Management Plan........................................................................................................................................................................................................... 11
Objective.................................................................................................................................................................................................................................... 12
Requirements............................................................................................................................................................................................................................. 12
In Scope...................................................................................................................................................................................................................................... 12
Out of Scope................................................................................................................................................................................................................................ 12
Roles and Responsibilities.......................................................................................................................................................................................................... 13
Scope Control.............................................................................................................................................................................................................................. 14
Work Breakdown Dictionary...................................................................................................................................................................................................... 17
Time Management Plan............................................................................................................................................................................................................ 19
Gantt chart................................................................................................................................................................................................................................. 20
Gantt Chart Showing Critical Path.......................................................................................................................................................................................... 22
PDM activity table...................................................................................................................................................................................................................... 23
PDM Charts................................................................................................................................................................................................................................ 24
Project Key Milestones............................................................................................................................................................................................................... 25
Key Meeting Dates...................................................................................................................................................................................................................... 26
Quality Management Plan........................................................................................................................................................................................................ 26
Cost Management Plan............................................................................................................................................................................................................. 31
Risk Management Plan............................................................................................................................................................................................................. 34
EDID 6511: Facilitating and Managing Learning 3

Change Management Plan........................................................................................................................................................................................................ 37

Communication Management Plan.......................................................................................................................................................................................... 39
References.................................................................................................................................................................................................................................. 45
EDID 6511: Facilitating and Managing Learning 4

Back Ground
The Independence and Memorial parades in Tobago are yearly celebrations within Trinidad and Tobago. In Tobago specifically, the

bands that participate in the parades are paramilitary bands. These bands participate voluntarily as there is no monetary rewards in doing so. The

bands includes, the Trinidad and Tobago cadets force, the Boy’s Brigade and the S.D.A Pathfinder’s band. Each year 2-4 person from the

Trinidad and Tobago Defence Force band based in Trinidad journey to Tobago to assist in preparing the bands for these national parades. There

are two main military parades, the Independence Day parade in the month of August and Memorial Day parade in the month of November.

Practice for the Independence day parade starts approximately 3-5 weeks before the actual parade with approximately 20 -30 pieces of music to

learn. Memorial Day parades' practice starts at least 2-3 weeks before actually parade with approximately 8-12 pieces of music to learn. 

Unfortunately, these paramilitary bands in Tobago are not up to date where music literacy is concerned.

Project Charter

Project Name: Music Literacy Blended Project Sponsors: Tobago House of Assembly & Trinidad and Tobago Defence Force

Course
Project Manager: Kanika Cooper- Email Address: Kanika-16@hotmail.com

Carrington
Creation Date: May 15th, 2019 Last Revision Date: May 20th, 2019
EDID 6511: Facilitating and Managing Learning 5

Date of Project Approval: May 20th, 2019

Project Requestor: Trinidad and Tobago Defence Force

Proposed Start Date: May 1st , 2019 Proposed End Date: November 31st, 2019

Project Description: The music blended literacy course would appeal to members of the various paramilitary bands across Tobago. This

course would be delivered through blended learning, both face to face and online. Face to face session would include practical sessions.

These sessions would be geared towards producing a better output of the quality of music at various parades.
Project Purpose:

There is an increasing need for persons within the marching bands to be able to read and interpret music scores and develop proper

playing techniques. It was noticed in previous years that most time is spent helping these members with music literacy, therefore, there is

little time to practice selected music scores in preparation for parades, thus a low quality of performance is produced.
Objectives: To assist band members of para-military marching bands across Tobago in music literacy education.
Project Goals and Outcomes:

1. All band members from each band should be able to read and interpret music scores with little or no help.

2. Each member would learn the current techniques use to play their instrument of choice.

3. Music theory and practical certification

Project Deliverables:
EDID 6511: Facilitating and Managing Learning 6

The deliverables for this project would be media contents such as video presentations. E-Learning and face to face delivery which would

include practical training sessions.

Project Scope:

Music Literacy Blended Course would be delivered both online and face to face, with practical sessions for members of the various para-

military marching bands in Tobago. This course would be implemented at periods before these specific parades, which would assist with

the current problem.

Business Case:

It is very tedious and difficult to have members of the defence force available to teach bands for Independence and Memorial day parade

before a certain time period, which is at least 3 weeks before the event. If band members and individual band leaders are able to read and

understand music literature, there would be no need for these military persons to come before schedule time. The selected music which is

usually sent ahead of their arrival can be interpreted and worked on, thus cutting cost and time that is usually incurred by having these

person in Tobago for a longer time period.

Constraints: The constraints are as follows:

1. Time

2. Money

3. Physical teaching/learning space

EDID 6511: Facilitating and Managing Learning 7

Benefits: The benefits are as follows:

1. With all band members learning to interpret and understand music literacy, they would be an improvement in the output of music

during parades.

2. Less time would be spent teaching the interpretation of music during the practice sessions for parades.
Project Team: Key Stakeholders:

 Kanika Cooper-Carrington( Project  Tobago House of Assembly(THA)

Manager)  Trinidad and Tobago Defence Force(TTDF)

 Jabel Erica Bercasio  Project Manager and Project Team

 Sharon Persad Other Stakeholders:

 Dauran McNeill  The Associate Board of the Royal Schools of Music (ABRSM)

 Orthwin Simmons  Members and Leaders of various paramilitary bands across Tobago

Assumptions: Budget: $300,000.00

By implementing the music literacy blended Items to be covered with budget:

course, it is of the belief that the musical  Accommodation

output of all bands would increase. In  Airfare

EDID 6511: Facilitating and Managing Learning 8

preparation for Independence and Memorial  Meals

Day parades, there would be no need for  Teaching accommodation

lengthy practices as persons would be able to  Transportation

understand the music with little or no help.
 Materials needed for teaching

Risks:

1. Low turnout of band members from individual bands in Tobago.

2. Unavailability of flights and sailings between Trinidad and Tobago

3. No funding

4. Unavailability of personal playing instruments

Key Dependencies:

 The Tobago House of Assembly would be responsible for accommodation and transportation of members of the Trinidad and

Tobago Defence Force selected to teach music literacy.

 The Trinidad and Tobago Defence Force is responsible for selecting suitable personnel’s qualified to teach music literacy

 The leaders of all bands are responsible for motivating their members to attend
EDID 6511: Facilitating and Managing Learning 9

 The management of the band is responsible for covering the course for music theory exams to be written.
Project Time line:

May – Project Initiation

 Meeting with Sponsors and stakeholders

 Locating and Furnishing Buildings

 Drafting project layout

June- Registration

 Scheduling Classes

 Designing Moodle/online portal

July – Introduction to Music Theory (face to face)

 Music Notation

 Understanding basic music scores

August- Practical Sessions

 Use of music scores from previous parades

September- Online Sessions

 Quizes
EDID 6511: Facilitating and Managing Learning 10

 Evaluations

 Tests

October- Progress Reports

 Preparation for Grade 1 Music Theory Exams

 Progress and Evaluation Reports

___________________________                                    ______________________________

Tobago House of Assembly Kanika Cooper-Carrington
Project Sponsor                                                               Project Manager

Scope Management Plan

The scope management plan provides clarity as to how the project team will determine which type of requirements need to be collected

for the project. Music Literacy Blended Course would be delivered both online and face to face, with practical sessions. This course would be

implemented at periods before these specific parades, which would assist with the current problem. The project main goal would be to assist

band members in the area of music literacy which would help to improve the output of the music at National parades, especially the

Independence and Memorial Parades. It was determined that the project be completed within 7 - 8 months, which would then allow band

members who wish to become certified in the grade one music theory exam through the Associate Board of the Royal Schools of Music
EDID 6511: Facilitating and Managing Learning 11

(ABRSM) would be able to sit the exam in November 2019. Only members of the paramilitary bands that take part in the National Parades

would be allowed to register and partake in music literacy online course.

Objective

To assist band members of paramilitary bands across Tobago in music literacy education.

Requirements

The requirements for this project as determined by the project management team and key stakeholders are:

 Itemize gaps between what exists currently and the ideal as stated in the goals/mission.
 Recording of the level of participation within the course.

In Scope
 Informing stakeholders of the project
 Scheduling classes
 Registering participants for the course
 Locating physical classroom and office space
 Evaluating the outcome of course

Out of Scope

This project does not involve:

EDID 6511: Facilitating and Managing Learning 12

 Preparing students for practical exams

 Providing Instruments for band members
 Reporting to the management or leaders of each band
 Reporting to the media

Roles and Responsibilities

Project Management Role Responsibility

Team
Kanika Cooper-Carrington Project Manager Oversees project and ensures there is a smooth flow of
operations.
Jabel Bercasio Resource Manager Responsible for all resources used and needed for project
completion. They would be able to request for available
resources through project manager and also ensures that the
resources are used correctly.
Sharon Persad Communication and Information Responsible for facilitating correspondence between relevant
Technology specialist stakeholders and project team and manager, and also any IT
related problems.
Dauran Mc Neil Finance Manager Responsible for all financial matters and reporting them to
the project manager. Responsibilities includes but not limited
to, audits, financial statements, budgets and any purchases
conducted.
Orthwin Simmons Time and Quality Specialist Responsible for ensuring that tasks are completed within the
specified time frame and the highest quality output given.

Table 1: Showing roles and responsibilities

EDID 6511: Facilitating and Managing Learning 13

Project Resources

The resources necessary for this project have been approved by the sponsor and stakeholders. These includes photocopying services and

the use of the computers at the Scarborough library. A building or office space divided into 3 sections, to be used for practical sessions, online

learning and office space for project team. The building should be furnished with chairs, tables, white board markers and music stands and at

least 20 computers with internet access.

Scope Control

Members of the project team will work together to avoid scope creep, which is the changes continuous or uncontrolled growth in a

project’s scope, at any point after the project begins. They would do so by focusing on the tasks outlined in the work breakdown structure (WBS)

and perform only these tasks. The project manager will ensure that the process/task outlined in the WBS shown below are carried out without

unauthorised change.

Work Breakdown Structure

EDID 6511: Facilitating and Managing Learning 14

The scoping of a project requires that clear goals are stated which will form a major part of the project charter. The work Breakdown

Structure of the Music literacy blended course as shown below were developed through collaboration among the project team and stakeholders

after extensive research was done. The WBS shows task related to project initiation, location of classroom and office space, project launch and

monitoring and evaluation.

EDID 6511: Facilitating and Managing Learning 15

PROJECT TITLE  Music Literacy Online

Course
DATE 31st May 2019

PROJECT  Kanika Cooper-Carrington

MANAGER
EDID 6511: Facilitating and Managing Learning 16

Figure 1: Showing work breakdown structure

Work Breakdown Dictionary

Level WBS Code Element Name Definition

1 1 Project Conception Initiation
EDID 6511: Facilitating and Managing Learning 17

1.1 Project Planning The project team would consist of five members inclusive of the
project manager. These persons would do the initial planning
including the project charter, goals and objectives of the project.
At this stage meetings would be held with the relevant
stakeholders and sponsors.
1.1.1 Advertising Course would be advertised to the various paramilitary bands
across Tobago by means of a flier containing all the relevant
information.
1.1.2 Registration Participants would be invited to register for the course.
1.1.3 Orientation Orientation would be held to give participants the materials
needed for course and pertinent needed information pertaining to
the starting of the course.
1.2 Locate Classroom Project team and stakeholders would begin the process of viewing
and selecting proposed buildings to host project.
1.2.1 Furnish Classroom Enhancement, such as cleaning painting, furnishing and other
preparation activities to be done to classroom
1.2.2 Furnish Office Enhancement, such as cleaning painting, furnishing and other
preparation activities to be done to office spaces
1.2.3 Tables, Chairs and White boards Furniture would be added as needed into classroom and office.
2 2 Logistics
2.1 Computer Equipment’s 20 computers would be sourced/purchased to be used
2.1.1 Server
2.1.2 Network/Internet Acquiring Bmobile land line and internet connection.
2.1.3 Printers One printer would be purchased for use by the project team.
2.1.4 Presentation Media Projectors, screens, audio speakers to be used for presentation
2.2 Training Materials Manuscripts and Music Stands
2.2.1 Work Books Textbooks, Manuals
2.2.2 Handouts Additional Information that cannot be found in text or manuals
would be printed. Music scores for practical sessions.
3 3 Resources
3.1 Course/Class Schedule Course schedules are developed/ Classes time and dates are
EDID 6511: Facilitating and Managing Learning 18

scheduled
3.1.1 Online Portal Open Online portal and classes are opened ahead of the starting of class
allowing students to familiarize themselves with the online portal
3.1.2 Practical Sessions Scheduled Practical sessions scheduled
3.1.3 Classes Begins Face to Face sessions begin
3.2 Instructors The number of Instructors would be sourced based on the class
size and number of classes.
3.2.1 Subject Matter Expert This person would oversee all instructors and act as a guide for
them as the teach classes.
3.2.2 Course Developer This person/s develops the online course as it progresses
4 4 Administrative Management
4.1 Quality Management Ensure quality training and project is maintained
4.1.1 Risk Management Identification of possible failures and the likelihood of them
occurring.
4.2 Staffing Support Providing support to persons involved in the management of the
project.
4.2.1 Evaluation and Assessment Both an evaluation of the project and the course would be
evaluated and assess to ensure that it is meeting the requirements
and needs of the sponsors, stakeholders and participants.
4.2.2 Progress Reports Project process and assessment reports are done.
Table 2: Showing work breakdown dictionary
EDID 6511: Facilitating and Managing Learning 19

Scope Verification

The Success Criteria for this project would be been determined using the requirements of the sponsors and requestor. The project would be

deemed successful when it meets the requirement of the Board of Management and Key stakeholders. The project manager along with the

project team will determine as the project progresses if it is in alignment with its stated objectives and requirement by comparing progress

against the scope management document. Once completed, this would be approved and deemed successful.

Time Management Plan

A good project has an official end date. In order to meet this date, the Music literacy blended course needs a schedule. The project manager
would use the Gantt chart and PDM to manage their own time and the team’s time to ensure that the schedule is met.
EDID 6511: Facilitating and Managing Learning 20

Gantt chart
EDID 6511: Facilitating and Managing Learning 21

Figure 2: Showing Gantt chart

EDID 6511: Facilitating and Managing Learning 22

Gantt Chart Showing Critical Path

Figure 3: Showing Critical Path

EDID 6511: Facilitating and Managing Learning 23

PDM activity table

ACTIVITY PREDECESSOR DURATION (DAYS)

A Project planning - 2

B Locate classroom and office space A 12

C Computer equipment’s B 15

D Training materials B 15

E Course/class schedule C 4

F Instructors D 26

G Classes Begins E, F 2

H Quality Management G 127

I Staffing Support G 110

Table 3: PDM activity table

EDID 6511: Facilitating and Managing Learning 24

PDM Charts

C E H
A B G
D F I

Figure 4: PDM charts illustration

EDID 6511: Facilitating and Managing Learning 25

Project Key Milestones

Mile stones Dates

Letters to stakeholders – Stakeholders would be given letters 20th May 2019- 22nd May 2019
informing them of the project and all relevant information. They
would also be given a stipulated period to respond.

Location of Classroom and office space – The process to acquire a 20th May – 31st May 2019
temporary space to be used for the purpose of the project. Within this
period, all action necessary to acquire building would be done, such
as lease or rental agreement being signed.
Registration Period – During this period all band members would be 23rd May – 31st May 2019
allowed to register in preparation for the upcoming orientation and
commencement of classes.
Orientation Period- Registered person would be invited to an June 2nd 2019
orientation where details such as commencement of classes and items
need for class would be given.
Logistics – Hard ware, software, tables, chairs, and networks needed 4th June – 18th June 2019
to facilitate course.
Resources – All items pertaining directly to the course, such as class 27 May – 02 July 2019
schedule, instructors, subject matter experts etc.
Course Commencement – Classes would begin. 1st -2nd July 2019
Risk Management- Although risk management would be done at 7th May – 8th November 2019
initial planning stage. It would be done after three weeks from
commencement date of classes. This would help to eradicate any new
risk that arises.
Quality Management – Overtime various key aspects of the program 20th May 2019 – 8th November 2019
would be monitored and assess to ensure the best quality is produced.
Table 4: Showing key milestones
EDID 6511: Facilitating and Managing Learning 26

Key Meeting Dates

Meeting Dates
Meeting of Project team to define roles and responsibilities May 18th 2019
Meeting to draft project charter May 19th2019
Meeting with project sponsors May 20th 2019
Meeting to draft letters to stakeholders May 21st 2019
Meeting to finalize registration and commencement of May 24th 2019
class/course dates.
Table 5: Showing key meeting dates

Quality Management Plan

Deliverables for Quality Management

1. 95% attendance in classes.
2. Successful completion of modules
3. Competence in playing musical instruments
To ensure and maintain quality for the Music literacy blended program, the 8 Total Quality Management approach would be used, along with
four main processes of quality management to help to meet the needs and expectations of the stakeholders, beneficiaries and sponsors.
Eight Total Quality Management Four Processes of Quality Management
Approach
 Strategic and Systematic  Quality Definition
 Integrated System  Quality Assurance
 Employees Involvement  Quality Control
 Process Centred  Quality Improvement
EDID 6511: Facilitating and Managing Learning 27

 Customer Focus
 Continuous Improvement
 Decision Making
 Communication

Table 6: Showing quality management plans and approaches

Four Processes of quality management used:

1. Quality Definition- This would be agreed upon by the sponsor, key stakeholders, project team and beneficiaries.

 The sponsors which are the Tobago House of Assembly and the Trinidad and Tobago Defence Force would like the participants to

produce a higher quality and quantity of music at the national parades and route marches. This includes a wider variety of selected tunes,

clear tones, well accented phrases and clear cut offs among other things.

 The key stakeholders and beneficiaries would like to have member’s music literacy skills being improved so that they can become

certified in music theory in the near future.

 The project management team want to have a successful project which would meet all the needs and expectations of every one.

2. Quality Assurance - A consultant would be hired to conduct audits of the music literacy blended course. Structured reviews of quality

management activities would be audited. Any problem detected during audit would be approved through the change control process.
EDID 6511: Facilitating and Managing Learning 28

3. Quality Control - For quality control the use of a cause and effect fishbone diagram as a tool that would help to compare actual quality

performance with goals and define appropriate action in response to a shortfall. In quality control for managing the attendance of

participants to the class, the goal is to have at least 95 % attendance in classes. If there are only 55 % attendance, the use of the fish bone

diagram would help the project team to determine and focus on why the problem occurs.

Figure 5: Fishbone diagram

4. Quality Improvements - Reworking of the structure of classes to improve attendance from 55% to 95%, closing the gap between little or

no completion of modules to successful completion of all models and competence in playing musical instruments.
EDID 6511: Facilitating and Managing Learning 29

The Music literacy blended course would implore the use of six of the TQM approach

Focus on the
Customer

Integrated Continuous
System Improvement

TQM

Strategic and
Employee systematic
Involvement approach

Process
Centered

Figure 6: Showing TQM approach

EDID 6511: Facilitating and Managing Learning 30

Employees Involvement, Process Centred and Customer Focus

All members of the project team and personnel involved with the quality management process. The process would be managed by the

quality management specialist and overseen by the project manager. The objective of the music literacy blended course is to assists band

members of paramilitary marching bands across Tobago in music literacy education. All activities conducted main aim would be to achieve this

objective. The quality management process would be process centred on the objectives but its main focus would be on the customer.

Continuous Improvement

Continuous improvement using quality assurance. A quality plan and checklist would be used during project implementation phrase, this

checklist would be used by the project team to ensure the outputs would be delivered according to the quality requirements. Quality audits would

be done in all areas of the course. More focus would be placed on specified areas such as course schedule, practical sessions, online portal and

methods of assessments.

Decision Making and Communication

Decision-making based on facts from the data gained from the quality audits. The communication strategy used would be the use of

email for all correspondence, specified forms for reporting, followed by face to face communication.
EDID 6511: Facilitating and Managing Learning 31

Cost Management Plan

The cost management plan would include activities such as planning, estimating, budgeting, financing, funding, managing and
controlling costs so that the project can be completed within the approved budget. This cost for these activities was calculated in phases, each
activity was completed within the budgeted allocation for each phase.

Step 1: Resource Planning

Units of Measure: All quotes should be made in US dollars to avoid uncertainty as the East Caribbean dollar, Barbadian dollar, and the Trinidad
and Tobago dollar is among the currencies used by the consumers of the product. This will establish a common ground.
Level of Precision: all values or cost of items for expenditure will be round up as to prevent a budget shortfall.
Level of Accuracy/ Threshold: All items priced should be linked to the WBS for accountability
Reporting Formats: All transactions done would be entered into a system used by the Tobago House of Assembly for accountability purpose.
They are the sponsor, accountability of the funds being used must be shown.

Step 2: Cost Estimating

Analogous estimates from similar recent projects were used to determine the cost estimates for this project.

Step 3: Cost Budgeting

The budgeting for this project was done in phases. The cost was estimated by taking into account all activity costs for each phase. The table
below shows the estimated course compared to the actual cost.
EDID 6511: Facilitating and Managing Learning 32

DESCRIPTION START AND ACTUAL COST ESTIMATED

OF WORK END DATES COST
PHASE 1 Project Conception 20th May – 2nd $50,000.00 60,000.00
and Initiation June 2019
PHASE 2 Logistics 4th June – 18th $100,000.00 110,000.00
June 2019
PHASE 3 Course Resources 27th May – 2nd $50,000.00 55,000.00
July 2019
PHASE 4 Administrative 17th June – 8th $30,000.00 35,000.00
Management November 2019
Total Actual Cost = $230,000.00 Total Estimated Cost = $260, 000.00

Step 4: Cost Control

At this step, the allocated budget is reviewed and spending is tracked. The table below shows the calculated cost variance (CV), cost
performance index (CPI), schedule variance (SV) and schedule performance index (SPI).
PHASE 1 PHASE 2 PHASE 3 PHASE 4
CV= EV-AC CV= EV- AC CV= EV- AC CV= EV- AC

=$60,000 - $50,000 =$110,000- $100,000 =$55,000 - $50,000 =$35,000 - $30,000

=$10,000 =$10,000 =$5,000 =$5,000

SV= EV – PV SV= EV-PV SV=EV- PV SV=EV- PV

=$60,000 - $50,000 =$110,000-$100,000 =$55,000 – $50,000 =$35,000 - $30,000

= $10,000 =$10,000 =5,000 =$5,000

EDID 6511: Facilitating and Managing Learning 33

SPI= EV/PV SPI= EV/PV SPI=EV/PV SPI=EV/PV

=$60,000 - $50,000 =$110,000/100,000 =55,000/50,000 =$35,000/$30,000

=1.2 =1.1 =11 =11.67

CPI= EV/AC SPI=EV/AC CPI=EV/AV CPI=EV/AV

=$60,000 - $50,000 =$110,000/100,000 =55,000/50,000 =$35,000/$30,000

=1.2 =1.1 =11 =11.67

The value of the CV in all phases is greater than zero, this is a good indicator that the project is under budget. The threshold for the financial

control of this project are SPI less than 0.8, and CPI of less than 0.9. No corrective action needed.
EDID 6511: Facilitating and Managing Learning 34

Risk Management Plan

The project team during its planning stage identified a lists of project risk that may hinder the successful completion of this project. The diagram

bellow shows the framework used to identify possible risks.

EDID 6511: Facilitating and Managing Learning 35

Identify
Risks

Measure,
Analyze
control and
Risk
monitor

Risk
Managment

Evaluate
Implement
the Risk

Plan Action

Figure 7: Showing risk management plan.

Identification of Risks

 Low turnout of band members from individual bands in Tobago

EDID 6511: Facilitating and Managing Learning 36

 Unavailability of flights and sailings between Trinidad and Tobago

 Low funding

 Availability of personal playing instruments.

Analysing, Evaluating and Action plan of risks

EVENT IMPACT RESPONSE

Low turnout of band members from High Motivation of band members through

individual bands incentives and rewards for attendance and

participation.
Unavailability of flights and sailings between Medium Substitute online learning where face to face

Trinidad and Tobago sessions are unavailable. In some cases

classes can be rescheduled

Low Funding Medium In cutting cost, the use of the lecture room at

the library and computers would be used for

online learning.
Unavailability of personal playing High Stakeholders of the relevant bands would

instruments seek to source funding for instruments for

band members.
Table 7: Showing Evaluation and Analysis of Risks
EDID 6511: Facilitating and Managing Learning 37

Implementing, Measuring, Controlling and Monitoring

Changes would be implemented by phases, as these changes are being implemented they would be further assessed to make sure they are

aligned with the project goals and objectives and also that it stays within budget.

Change Management Plan

The change management plan would show change control process. Changes to any project must be carefully considered and the impact

of the change must be clear in order to make any type of approval decisions. Many organizations have change control boards (CCBs) which

Step 1 Step 6
Identity the need Implement Change
for change

Step 5
Step 2
Final Decision to be
Log change request made

Step 3 Step 4
Conduct evaluation Submit change
of the change request and analysis
EDID 6511: Facilitating and Managing Learning 38

review proposed changes and either approve or deny them. For this project the change control board would consist of the project requester,

project sponsor, project manager and two stakeholder. This is an effective way to provide oversight and ensure adequate feedback and review of

the change is obtained. The change management plan would provide guidance as to who has approval authority for changes to the project, who

submits the changes, how they are tracked and monitored.

EDID 6511: Facilitating and Managing Learning 39

Step1: Requestor will submit a completed change request form to the project manager.

Step 2: The project manager will maintain a log of all change requests for the duration of the project.

Step 3: The project management team will conduct an evaluation of the impact of the change to cost, risk, schedule, and scope.

Step 4: The project manager will submit the change request and analysis to the sponsor for review.

Step 5: The change control board will discuss the proposed change and decide whether or not it will be approved based on all submitted

information.

Step 6: If a change is approved by the change control board, the project manager will update and make changes to project as well as ensure any

changes are communicated to the team and stakeholders.

Any team member or stakeholder may submit a change request for the music literacy blended project. The project sponsor will chair the

meeting and any changes to project scope, cost, or schedule must meet the approval of the change control board. All change requests will be

logged in the change control register by the Project Manager and tracked through to completion whether approved or not.
EDID 6511: Facilitating and Managing Learning 40

Communication Management Plan

 Communication Type Description Frequency Format Participants/ Deliverable Owner

Distribution
EDID 6511: Facilitating and Managing Learning 41
Weekly Status Report Email Weekly Email Project Status Communication

summary Sponsor, Report Manager

of project Team and

status Stakeholders
Weekly Project Team Meeting to Weekly In Project Team General Project Manager

Meeting update Person information

project

manager

Project Monthly Review Status Monthly In Project Status and Project Manager

(PMR) update and Person Sponsor, project

progress of Team, and progress

project Stakeholders Presentation

Project phases review Present As In Project Phase Project Manager

completion Needed Person Sponsor, completion

of each & Team and report

phase Email Stakeholders

Reporting problems, Review of As In Project Problems, Project Manager

proposed changes and any Needed Person Team, proposed and Sponsor

hindrances. changes using Stakeholders changes

and change review

hindrances request
EDID 6511: Facilitating and Managing Learning 42

The directory for all communications is as follows:

Name Title Email Office Phone Cell Phone

Tobago House of Project Sponsor THA.gov.tt@gmail.com (868)639-2188 -
Assembly
Kanika Cooper- Project Manager Kanika.Cooper2@my.open.uwi.edu - 1(868)495-3522
Carrington
Jabel Bercasio Resource Manager jabelerica.bercasio@my.open.uwi.ed - 1(767)265-7418
u
Sharon Persad Communication sharon.persad@my.open.uwi.edu - 1(868)352-1894
Manager
Dauran Mc Neil Finance Manager dauran.mcneil@my.open.uwi.edu - 1(242)535-5479
Orthwin Simmons Time and Quality orthwin.simmons@my.open.uwi.edu - 1(784)430-3058
Specialist
Trinidad and Program/ Course TTDF@gmail.com (868) 634-4554 -
Tobago Defence Manager
Force

Communications Conduct
EDID 6511: Facilitating and Managing Learning 43

Meetings: The Project Manager will distribute a meeting agenda at least 3 days prior to any scheduled meeting and all participants are

expected to review the agenda prior to the meeting. During all project meetings the time and quality specialist will ensure that the group adheres

to the times stated in the agenda and the communication manager will take all notes for distribution to the team upon completion of the meeting.

It is imperative that all participants be at each meeting and also be on time. Unavailability to meetings should be communicated to the

communication manager in a timely manner where possible, who will then inform the project manager. Meeting minutes will be distributed no

later than 24 hours after each meeting is completed via email.

Email: All matter pertaining to the music literacy blended course should be communicated through email unless otherwise stated. It

should be addressed to relevant persons with the project manager being included. Content highlighted issues should be brief, containing all

relevant information with respect.

Other modes of Communications: While informal communication is a part of every project and is necessary for successful project

completion, any issues, concerns, or updates that arise from informal discussion between team members must be communicated to the Project

Manager so the appropriate action may be taken.

Flow of Communication
EDID 6511: Facilitating and Managing Learning 44

Students/participant Communication
s Manager

Project Manager Project Team

Sponsor

The flow of communication would be used for all reporting and grievances, and would only change in emergency situations. For emergencies

the project team and communication manager may be skipped, and proceed straight to project manager.
EDID 6511: Facilitating and Managing Learning 45

References

ISO 9001: Customer-Focused Quality Management System Retrieved from https://www.cebos.com/blog/iso-9001-customer-focused-quality-

management-system/.
Markgraf, B. (2019). The Importance of a Work Breakdown Structure. Small Business –
Chron.com. January 28, 2019. Retrieved from http://smallbusiness.chron.com/importance-work-breakdown-structure-54294.html

Westcott R. T. (2013) The Certified Manager Of Quality/Organizational Excellence Handbook, Fourth Edition.