JOMO KENYATTA UNIVERSITY OF AGRICULTURE AND TECHNOLOGY

(JKUAT)

REG: NO: SCT322-D1-4684/2015

COURSE TITLE: ICT PLANNING AND IMPLEMENTATION

COURSE CODE: MIT 3414

ASSIGNMENT II

1. Consider the following two general procedures:

a) First determine an objective for a project and then such for financiers and

b) First determine a donor and then the objective for a project. In what cases
procedure 1 (procedure 2) will work better?

PROCEDURE ONE (1) WILL WORK BETTER in cases whereby:

 The project to be carried out have several sub-projects which cannot be

handled at the same time.
 If the project to be carried out is not clear, then the objectives will shade light
on the project to be done is when the donors/ financiers are to be contacted.
 It will work better if the project being done is too big and the resources
required will also be demanding for more cost. This therefore will require that
the objectives are done first before the donors are contacted for funding. This
will prevent under-estimations and the over estimations.

2. Compose a project charter that has: 

a) Measurable indicators for describing the project outcome

b) Convincing explanation of the need of the project?

PROJECT CHARTER

Project Name: ICT Services and Applications Accessibility in JKUAT

Description:
This project will implement policies, procedures, service modifications and
documentation in support of accessibility capabilities and compliance for ICT
equipment, systems and services on the JKUAT campus. This project will specifically
implement those actions described in a resolution proposal document in response to
addressing barriers to University services, programs and activities by students with
disabilities, including students with vision impairments. The primary ICT services to be
remediated include Google Apps, Digital Textbooks, Digital Signs, Portals, websites for
homework and course-related content, and online placement and diagnostic exams. In
the process of addressing these areas, other opportunities and actions may be pursued
that support these objectives and benefit the campus. As they are identified, they will
be reviewed for approval and incorporation into the project scope

For purposes of this Charter, ICT is defined as:

‘Information and Communication Technology’ or "ICT" means any electronic system or

equipment used to create, convert, communicate, or duplicate data or information. This
includes, but is not limited to: software, hardware, and applications; multimedia; search
engines and databases; internet and intranet websites; course management systems;
telephones and videoconferencing equipment; automated teller machines, interactive
kiosks, and digital signs; electronic books and electronic book reading systems; and
personal response systems, such as clickers. The intent of this definition is to capture
an inclusive spectrum of current and emerging technology

Need for the Project:

 Students with disabilities have the challenge of accessibility to supported

ICT services and applications are at risk of not benefiting from various
applications critical to their academic experience, learning requirements
and education.
 A lot of disparities continue to exist between the access to and use of
supported ICT applications and services between students with and
without disabilities, including those with vision impairments. There are
potentially some implications, penalties or other negative actions, including
legal and regulatory actions that could occur and impact the CU Boulder
environment, its operations, financial standing, and its reputation if the
remediation actions are not implemented.

Clients/Customers
 JKUAT campus associates using supported ICT services and applications in
a context that requires accommodation or accessibility services, features
or capabilities. This includes students with disabilities and
faculty/instructors teaching courses that may have students with
disabilities enrolled.
 Customer Benefits/Outcomes
 Enhanced ability of students with disabilities to utilize supported ICT
services and applications in JKUAT in fulfillment of academic pursuits.
 Improved knowledge and understanding by faculty on appropriate uses of
technology for teaching and available accommodations for disabled
students.
 Enhanced usability of supported ICT applications and services for all
campus associates.
 Increased and enhanced usage of supported ICT applications and services
by all campus associates, including those with disabilities.

3. List principles of composition of work breakdown structure

 The 100% Rule: The Work Breakdown Structure (WBS) should define the total scope of the
project. If it doesn’t do this then the plans you create from the WBS will by inference have gaps
and missing components.
 Mutual Exclusivity:  there should be no overlap between any two elements in a The Work
Breakdown Structure (WBS). If there are, then you run the risk of duplicating work in the project
execution
 Include Deliverables, Not Actions: do not provide more details than necessary, this is one of the
best ways to stick to the 100% rule
 Use Common Sense: as mentioned previously, don’t go into too much detail. What you’re
looking for is enough detail so you can plan, manage and control the project.

4. In composing the time-table there are the following two general methodologies: 

1. the time-table should consist the deadlines of outcomes only and no

activities; 

2. The time-table can consist activities as. Arguments for the case 1): a)
concrete methodologies, procedures etc are assumed in determining activities; this
suppresses creativity and innovation; b) Composition of time-table and
determination of dependencies are different processes and therefore these
processes should not be mixed up. Arguments for the case 2): a) Relations between
activities and dependencies describe the fact that the outcome of the predeceasing
activity is needed for the subsequent activity; b) The outcomes of activities can be
arranged according the hierarchy of activities. It is generally accepted that the
project manager has to decide about the content and type of the time-table.
Although PMBOK Guide  defines time-table as "deliverables-oriented hierarchy”,
 this should not be interpreted as "hierarchy of deliverables”; often lower-level
elements are described by activities and identified by a concrete person/group,
upper level elements by outcomes. What is your position in this?

SOLUTION

a) The activities to be achieved must be included in the timelines since

this will help the counter check if the deliverables are obtained or not.

b) Arguments may not necessarily suppress the creativity and innovation,

this majorly depends on the nature of the variables that are being used
in the project. If the deliverables are so demanding, then it has the
direct effect on the project’s innovation.

c) Dependencies and the composition (Main content) of the timetable

must go hand in hand, this is because the if the composition is done
without the dependencies, then the deliverables may not be obtained on
a normal scale – to mean clashes and overlapping of activities may
interfere with the deliverables

3. What are the main reasons of time overrun in your projects?

 One major factor that has been identified as reasons for cost overrun in most
projects is design errors. It is important to note that proper representation of
client’s requirement and the blue print to achieving good technical input to
project execution are usually mapped out base on project designs. Thus a
design with errors practically means wrong or insufficient representation of
project deliverables. 

 Delay and cost overrun in project could be as a result of scope change. Scope
is the term that defines the entire deliverables that is expected at the end of a
project. Therefore, logically, it can be said that all project plans, estimation,
schedule, quality and base lines are usually designed base in the initial project
scope. Thus, any change in the project scope during execution will mean that
the entire initial project plan will have to be reviewed such that a reviewed
budget, schedule and quality will have to be developed. This means more time
and resources will be needed as against the initial baseline.
  Another major reason for cost overrun and delay in project is inappropriate
and inadequate procurement and faulty contractual management system.
Contracts read out virtually every aspect of a business correlation, including
payment terms, pricing, and service levels. Therefore a contract that has not
highlighted the entire project scenario may lead to dispute in the contract
system.

 The complexity of project could also be a contributing factor to delay and

cost overrun. Complexity could be define in terms of the size of the project,
most mega projects tend to have relatively long implementation period when
compared to small project. This could be affected by inflation, change in
material price and changes in exchange rates such that the initial budget may
need to be supplemented for the project to be completed.

 Finally, the post execution phase (closure) of a project contains potential

factors that can lead to delays and cost overrun. Being the very last part of the
project life-cycle it is often been ignored even by organizations, especially in
multi-project environments. Slow closeout could be seen as dragging the
various handover activities course by unresolved disputes linked with client
acceptance, contracts and procurement, change order issues not resolved, final
change orders not issued, poor close out of final account, poor documentation
of project success and lessons learnt, slow client acceptance and failing to
close the work order can allow unexpected delay and stray charges to be made
to the project

REFERENCE

1. http://www.edutopia.org/stw-maine-project-based-learning-six-steps-planning
2. https://en.wikipedia.org/wiki/Work_breakdown_structure
3. http://www.academia.edu/14469072/Two_solutions_to_the_general_timetable_proble
m_using_evolutionary_methods
4. Lecture notes
5. https://www.linkedin.com/pulse/five-causes-project-delay-cost-overrun-mitigation-
measures-buys