Method in documenting a project

a) Paper Based Document

· Paper-based report should be simple and easy to be understood. For example: written
paper work and minutes.

b) Electronic Based Document

· Individuals involved in electronic communication must be well versed in technology,
facilities, the characters and the method of application. For example: Video Conference and e-mail.

b) Program Evaluation Review Technique (PERT)

· It is a flow chart, which represents relationship or connection between tasks to be
done and project’s job arrangement, in diagram form. PERT chart refers to the boxes,
circles, and arrows network that are linked together. Each box represents the activity or task to be executed. Arrows or straight lines are used to show the relation between activities.

· There are three main components of PERT chart namely the event, activity and nonactivity.

a) Event – usually drawn as a circle or rectangle in a flow chart. Example: graphic
has been created.

b) Activity – is a process done to finish an event. It is drawn as arrows or straight
lines in a flow chart. Example: audio recording process.

c) Non-activity – marked as a dotted line presenting no work is taking place.
· Via PERT chart, activity implementation’s duration is countable and easily showed
because each activity is stated with its starting and finishing date. This technique can help the management people to take reasonable steps and plan to ensure smooth
project flow in conjunction to the chart itself conveys detail graphical information.

Liaison

· The liaison between a few partners and needs extensive planning between the partners.

· The fund provider has to unite in allocating the budget for the project development
and all the partners involved will be the owner for the application produced.

· The multimedia project development process needs all the partners to co-operate
effectively, and it will not be a one-way co-operation.

Liaison Contract

· Is the agreement made between the parties, and also having interest in the project
development.

· It involves the distribution of profits based on the ratio mentioned between both
parties, where the parties will achieve profit based on the liaison agreement.

PROPOSAL

The Purpose of Proposal

· Proposal simplifies the process of decision-making development based on the
feedback from customers, experience and developers’ discussion on method of the
multimedia project’s execution.

· The objective is to give an approach that will help customers to understand the
project’s flow in detail. Customers need a complete documentation that will help
them in decision making, whether to continue a certain development phase or not.

· Other than that, a proposal becomes a proposed paper, that is done by the
development team, in the effort to achieve a project contract and help the customers to make a comparison on the cost, quality and estimated time, that is offered by a few developer competing for a similar tender.

The Content of Proposal

· A proposal must be simple, contains simple words, and must contain these items:

1. Brief Information of the executive and general introduction.
2. Statement of the customer’s requirements from the application.
3. Description of the solution of the proposed project, along with reasons and
rationales for the solutions.
4. Choices available in a project’s development.
5. Diagram structure of the proposed project.
6. Description of human resource requirement’s description structure.
7. Task breakdown and scheduling process.
8. Cost/payment structure in the project development.
9. The project’s boundaries.

4.1.3 Description Of Proposal’s Content

a) Brief Information of the executive and general introduction

· This part explains the project type definition, its goal and brief description on
what is presented in that proposal.

b) Statement of the customer’s requirements from the application

· Proposal must contain client’s actual requirement, besides the description about the project development that can help clients to identify their needs.

c) Description of the solution of the proposed project, along with reasons and rationales for the solutions.

· Project building method ideas should consider the client’s requirement, their
necessity and the importance of project’s solution options itself.

d) Choices available in a project’s development

· The phase of defining the project from the online and offline. If there are budget
amendments, it has to be stated here.

e) Diagram structure of the proposed project

· Diagram such as the Gantt Chart, Data Flow and others helps the customers to
understand the project’s flow, compared with just reading about the project.

f) Description of human resource requirement’s description structure

· The proposal has to briefly list down the details of the members in the development team, based on their specialties. Avoid giving various works to a developer, because this will result in a task overlapping during the workflow, and
finally it will bring bad effects to the project’s development.

g) Task breakdown and scheduling process

· At this stage, the project manager has to sketch the diagram of job distribution
structure. For example, in every phase to be executed, the manager sets the estimated output. The proposal should also have the complete schedule for the
project.

h) Cost/payment structure in the project development

· Project development total cost stated here in detail by referring to the policy of
company payment policy.

i) The project’s boundaries

· The project development technology is expanding, so there will be boundaries during the project’s development. The boundary of the project is based on the
situation of the developer, customers and the technology itself.

c) Gantt Chart

· It is the other alternative to display the project schedule namely by using a bar chart called as Gantt chart. It is a calendar-oriented bar chart with each bar representing an activity.

· A bar drawn along the project’s starting and finishing date represents every activity. The darker side of bar shows the maximum delay allowed for that activity without ever spoilt the project’s finish date.

· The length of each bar is proportional to the length of the time planned for the
activity.

· A gantt chart may be drawn for the entire project or separate charts can be drawn for each function in the project or each individual working on the project.

· Gantt chart concept is easy where the traditional vertical histogram figure, being
adjusted into horizontal form. The horizontal shows the allocate time while the vertical bar represents tasks.

· Gantt chart able to show clear presentation for all project phases while important
dates can be effectively evaluated. This enable a project manager to quickly plan his
staffs’ tasks and other sources required in complex projects.

Project Management Model

a) Traditional Organization Hierarchy Model

· Project manager is the individu who has full authority on the project flow.Inferior
must do the greed job instructions given by the superior.

· Problems in different opinion, policy and project basis can be avoided with no
interruption from many people in the decision and instruction making process.

· However, the disadvantage of this management model is that it will set a side or
abandon the opinion and dissatisfaction feeling from inferiors and eventually will
cause the cooperation level between staffs is difficult to happen.

b) Project Co-ordination Management Model

· Refers to the management level who gives full believe and responsible to team
members whoever has the ability to make decision. The project manager will
distribute part of the making decision task to a particular individual without having the compulsory to refer back to the project manager.

· Indirectly it will decrease the management burden where each small problem can be
settled down by the inferiority.

· The disadvantage of this model is that the project manager will easily lose his or her control power. This is due to the decision making job can be handed over to the
inferior without ever making a return reference to them.

c) Delicate Tension Model

· This model is among the most popular model and normally assumed as the best model
ever. It is the combination of both models mentioned earlier in this section.

· Even if the project manager has the full authority on the project flow, but at the same time, the communication process between superior and inferior level still go on.

· However, in case if it is not being well conduct, the management will face trouble
when too much individual who speak out their opinions in making decision process,
thus work flow will disrupt.

d) Work Breakdown Structure Model

· It is a technique of job distribution into smaller units so it would be easier to manage. It aims to reduce difficulties in management system, and to ease up activity
controlling processes in a project’s building.

· It can be used as the base of making cost estimation, schedule and job distribution to members of the project. The project manager could sketch the staff’s job in the form of schedule. Staff’s activities can be monitored according to time to ensure the work is done as scheduled.

· The work breakdown structure will determine all work needed to be executed along
the process of assembling, maintenance, management, training, collection and
documenting.

Dick & Carey Model

This model suitable used for development project of multimedia software based on education. The Dick & Carey model have 9 phase. But, this model did not shown in chart form, its more to explanation for each phase in general as follow:

Phase 1:
Determine software goal.

Software goal can be determined based on the syllabuses that need to build.

Phase 2:
Analyse software goal.

After knowing the software goal, development has to determine step by step to generate the goal. This final step of process is determined the skill and knowledge
that needed from user.

Phase 3:
Analyse user and context

As complementary to analyse of software goal, there is also analyse that involved user; the method of skill learning and how to use it. This information is very
important to determine the next phase in identify the strategy of information presentation that will be used.

Phase 4:
Write performance objectives

Development need to state the objective for each activity that done by user from beginning to end of application.

Phase 5:
Develop assessment

In this phase, evaluation based on objective will be done.

Phase 6:
Develop strategy of software presentation

Strategy of application presentation involved the research result about learning, knowledge in learning process, content and characteristic of target user characteristic.

Phase 7:
Develop and select application material

Material that need to develop depends on objective or learning result of available material. This selection depends on criteria such as content situation, presentation method, knowledge available and multimedia elements used.

Phase 8:
Design and conduct formative evaluation

This phase involved the real development process of software. After finished this process, formative evaluation will be done on the software.

Phase 9:
Revise instruction

Information form formative evaluation are summarised and interpreted to identify the difficulties experience by user in achieving the objectives. From evaluation
result, all components will be revise and modify based on suitability.

Waterfall Model

This model is the structure approach. It divided into 6 phases that supposed to proceed linearly through the phases of requirement. Output for each phase becomes input of the next process.

Below is the statement for each phase of the Waterfall Model.

phase 1
ANALYSIS

The research on user to develop new specific software.
In this phase, what was done by the new system is defined but not how to executed it.

Phase 2
DESIGN

The level where all the research done is translated into written form. For example: Formation of objective software, elements construction, selection of software presentation strategy and so on..

Phase 3
IMPLEMENTATION

A group of developer will build or generate the design done in previous phase.

Phase 4
DEVELOPMENT

The level of development and integrate software. This is the real process of software producing.

Phase 5
TESTING

Application will be tested and evaluated to ensure that its working correctly, fulfil the design, achieve the objective and so on.

Phase 6
MAINTENANCE

The final phase in Waterfall Model. In this phase, the software will be managed before it use effectively.Next, the modification process will be done to improve the quality of software.

ASSURE Model

The ASSURE model is an instructional design model which helps organize thoughts and
create a product for use in the classroom. The implementation piece of your project will probably not take place until after you have taught your lessons, implemented the performance task, and evaluated the success of the project.

phase 1
ANALYSE USERS

The first step in planning is to specifically define your audience. You must know the learners if you are to select the best strategies to meet the objectives you have set. The audience can be analyzed in terms of their general characteristics (grade level, age) and specific entry competencies (prior knowledge, skills, and attitudes about the topic, and learning styles). To begin designing a course, you must know whom you are teaching.

General Characteristics that impact instruction:
· Prerequisite skills or knowledge (ex. Computer skills)
· What points are they in their program or major?
· What courses are taken prior to this one? What knowledge is assumed?
· Learning Styles of the students - This model emphasizes teaching for different
learning styles.
· Motivations - Why are they taking the class? Is it required or an elective?

phase 2
State Objectives

The next step in planning is to specifically state the objectives for the lesson or presentation. Objectives must be stated in terms of what the learner (not the teacher or presenter) will do stated in behavioral terms) as the result ofinstructio n. Your lesson should include 2-3 specific objectives.

What is the student to learn?

It will be helpful to state the objectives using the ABCD format.

phase 3
Select Methods, Media, and Materials

Now you have set the beginning point (the audience's present knowledge, skills, and
attitudes) and the ending point (objectives) of your instruction. Now your job is the build an instructional bridge that will connect the two points. You may select available materials, modify existing materials, or design new materials to help accomplish this task. You may select several different types of media to use with the unit. Any of the media/technology discussed in the text will be appropriate.
What materials will the course require?

The following questions will help to decide what media will be useful.:

1. Look at my Objectives, what method is appropriate for delivery of the information needed for the learning task? Can it be done independently or is some type of guided instruction required? Does it have to be completed in the classroom?

2. What types of media provide the information needed to complete the task? What media do my students have available to them? What types of media do they have prior
experience with? What types of media are common or required for the subject matter?

3. Can I select media that is already created? Will something work with a little
modification? Do I need to design something myself?

phase 4
Utilize Media and Materials

Now you must decide how the materials will be used by the students. Preview the materials and practice the lesson. Next, prepare the room and be sure the necessary equipment and facilities are available and ready for your use before you actually use the lesson. Once selected, the media needs to be created and utilized.

It is important to preview all materials before assigning them to students. This step could be used as an opportunity to conduct instruction as a pilot or a test run. Test the materials to make sure they are appropriate and make adjustments before presented the materials to students.

phase 5
Require Learner Participation

Learners need to practice what they have learned. Describe how the learners will actively use the materials you have selected. Correct responses should be reinforced. There should be activities included in the lesson or that allow learners to respond and receive feedback before any type of evaluation is administered.

The basis of the learning theory is that students learn through active engagement with their learning environment, not passive engagement. Participation includes discussion, small group learning and testing or assessment. It is important to allow for frequent feedback on the students' performance and many opportunities to practice what they have learned.

phase 6
Evaluate and Revise

After instruction, you must evaluate the entire instructional process. Did the learners meet the objectives? Did the media/materials assist the learners in reaching those objectives? Could all learners use the materials properly? If there are discrepancies between what you intended and what actually happened during the lesson, make appropriate revisions before making the lesson again

This last stage is often neglected but it is the most important one. At this point in the process you need to evaluate the student's performance, the materials and the assessment methods.

After looking at all of these areas, decide if the intended outcome was reached.
· Did the skills/ concepts get taught?
· Did the students meet the set performance objectives?
· What was their attitude toward the learning environment?
· Did the materials work?
· Did the materials help the students meet their objectives?

If performance objectives were not met, try to determine the cause. Has my audience
changed?
· Were the objectives unclear?
· Was my assessment fair?
· Did the materials match the objectives?
· Did media failure prevent students from learning key pieces of information?

When results are unsatisfactory, consider the possibility that the course performed poorly, not the students.