Purchase of Study Schedule Management Program for BA School of Business and Finance

Responsibilities

• Direct and manage project development from beginning to end.
• Define project scope, goals and deliverables that support business goals in collaboration with senior management of the BA School of Business and Finance.
• Develop full-scale project plans and associated communications documents.
• Effectively communicate project expectations to team members and stakeholders 
in a timely and clear fashion.
• Liaise with project stakeholders on an ongoing basis.
• Estimate the resources and participants needed to achieve project goals.
• Draft and submit budget proposals, and recommend subsequent budget changes where necessary.
• Where required, negotiate with other departments of BA School of Business and Finance for the acquisition of 
required personnel from within the organization.
• Determine and assess need for additional staff and/or consultants and make the appropriate recruitments if necessary during project cycle.
• Set and continually manage project expectations with team members and other stakeholders.
• Delegate tasks and responsibilities to appropriate personnel.
• Identify and resolve issues and conflicts within the project team.
• Identify and manage project dependencies and critical path.
• Plan and schedule project timelines and milestones using appropriate tools.
• Track project milestones and deliverables.
• Develop and deliver progress reports, proposals, requirements documentation, and presentations.
• Determine the frequency and content of status reports from the project team, analyse results, and troubleshoot problem areas.
• Proactively manage changes in project scope, identify potential crises, and devise contingency plans.
• Define project success criteria and disseminate them to involved parties throughout project life cycle.
• Coach, mentor, motivate and supervise project team members, and influence them to take positive action and accountability for their assigned 
work.
• Build, develop, and grow any business relationships vital to the success of the project.
• Conduct project post mortems and create a recommendations report in order to identify successful and unsuccessful project elements.
• Develop best practices and tools for project execution and management.

 

Set of competencies for Project manager:

Competencies	Level
	Foundation	Knowledgeable	Advanced	Proficient
Respect				X
Self confidence				X
Integrity				X
Self awareness				X
Empathy			X
Negotiation				X
Accountability				X
Effective communication				X
Adaptability				X
Result orientation				X
Developing others				X
Innovation and creativity				X
Stakeholder focus				X
Social inclusiveness			X
Resource management				X
Organizational understanding				X

 

 

Job description of Finance responsible:

 

Finance responsible keeps track on all resources used by the project, assures that the project is financially sustainable.

 

Responsibilities

• Constant communication with the Project manager
• Project budget
• Be present at all times during the project carry out
• Main legal and financial responsible at project level
• Encourage the members in order to have good use of the financial resources
• Controlling the financials
• Create the forecasted budget together with the Project manager, according to the action plan
• Grant research
• Application for grants in order to obtain sustainable sources of revenues for the project
• Allocate resources in a rational way
• Keep track on forecasted budget, make adjustments in case the action plan changes, completes the realized budget
• Keep track on contracts signed and the deadlines for money/in kinds to enter in the project
• Realize a cash flow in order to track inflows and outflows of cash
• Educate team members to bring financial documents
• Realize the report for grants received
• Create the financial report at the end of the project
• Deliver the necessary reports to the  stakeholders when required.

 

Set of competencies for Finance responsible:

 

Competencies	Level
	Foundation	Knowledgeable	Advanced	Proficient
Respect				X
Self confidence				X
Integrity				X
Self awareness				X
Empathy			X
Negotiation			X
Accountability				X
Effective communication				X
Adaptability				X
Result orientation				X
Developing others			X
Innovation and creativity			X
Stakeholder focus				X
Social inclusiveness			X
Resource management				X
Organizational understanding				X

 

Job description of IT responsible:

Project IT responsible is a key technical person, who assure the technical accuracy of the implemented project system.

 

Responsibilities

• Constant communication with the Project manager
• Project technical plan development and keeping track
• Managing 2 programmers that will be developing the system
• Ensuring the system testing at all stages of project implementation
• Conduct and lead business relations with according external parties involved in the technical side of the project
• Participate in budget creation with Project manager and Finance responsible
• Prepare and lead education on technical side of the project for team members

 

Set of competencies for IT responsible:

 

Competencies	Level
	Foundation	Knowledgeable	Advanced	Proficient
Respect				X
Self confidence				X
Integrity				X
Self awareness				X
Empathy			X
Negotiation			X
Accountability				X
Effective communication				X
Adaptability				X
Result orientation				X
Developing others			X
Innovation and creativity				X
Stakeholder focus				X
Social inclusiveness			X
Resource management				X
Organizational understanding				X

 

 

Job description of Marketing and PR specialist

• Involve in particular stages of the project, when marketing or organisational brand awareness is necessary
• Conduct survey and interviews of stakeholders of the project in order to identify key existing problems of educational process in BA School of Business and Finance as well as possible improvements of it
• Summarise gathered result s and present them to project team
• Prepare necessary reports for project manager and stakeholders
• Ensure organisational brand awareness during the project realisation
• Ensure brand awareness in communication with external parties

 

Set of competencies for Marketing and PR specialist:

Competencies	Level
	Foundation	Knowledgeable	Advanced	Proficient
Respect				X
Self confidence				X
Integrity				X
Self awareness				X
Empathy				X
Negotiation				X
Accountability			X
Effective communication				X
Adaptability				X
Result orientation				X
Developing others			X
Innovation and creativity				X
Stakeholder focus				X
Social inclusiveness				X
Resource management			X
Organizational understanding				X

 

Job description of Quality manager:

• Ensure project compliance with organizational goals
• Monitoring performance by gathering relevant data and producing statistical report
• Ensure project monitoring in all stages of the project
• Report to senior management of BA School of Business and Finance if any incompliance are detected

Set of competencies for Marketing and PR specialist:

Competencies	Level
	Foundation	Knowledgeable	Advanced	Proficient
Respect				X
Self confidence				X
Integrity			X
Self awareness				X
Empathy		X
Negotiation				X
Accountability				X
Effective communication				X
Adaptability			X
Result orientation				X
Developing others		X
Innovation and creativity			X
Stakeholder focus				X
Social inclusiveness		X
Resource management				X
Organizational understanding				X

 

11. Monitoring and Control

 

It is not a secret that managing a project involves continually planning what to do, checking on progress, comparing progress to plan, taking corrective action to bring progress into agreement with the plan if it is not, and of course re-planning when needed. Therefore “Improvement of the education process quality in BA School of Business and Finance” project will be strictly monitored and controlled on regular basis.

Data (time, cost and performance) about each stage of the project (1. project management, 2. program acquisition, 3. introduction of the software and adaptation for work, 3.training process) will be collected, recorded and reported to project manager in the form of status reports, which will allow:

• Communicate the information about any changes to the goals of the project in time, thus minimizing the confusion often encountered during such changes;
• Maintaining the visibility of the project and the project team to BA School of Business and Finance itself;
• Keeping the project team motivated.

Therefore, based on monitoring and comparing activities with the plan in case of any deviations control mechanisms (regulating costs, timing, performance of the participants) will be used in order to bring actual performance into agreement with the plan and project’s objectives. Taking into consideration all the above mentioned it will be managed that project will stay on schedule, not exceed its budget and meet its specifications.

 

- Evaluation criteria (to be evaluated after the project)

There are many different measures that may be applied in a project evaluation. The following evaluation criteria that by their nature are rather standard, but in the same time very important will be applied for “Improvement of the education process quality in BA School of Business and Finance” project:

• Project’s  efficiency in meeting  the  budget  and  schedule;
• Impact on quality of education process;
• Satisfaction of students and lecturers from planning program implementation;
• Long-term evaluation criteria: BA School of Business and Finance market share and reputation increase. 
  

12. Structural plan

 

BA study process planning software acquisition

 

1100	Project management		1200	Program acquisition		1300	Introduce of the software and adaptation for work		1400	Training process
1110	Task distribution		1210	Desire and need understanding, working with coordinators		1310	BA’s computer capacity testing		1410	Coordinator training planning
1120	Preparation of project documentation		1220	Software daily performance description, functionality		1320	Acquisition of the required equipment - UPS, Server		1420	Coordinator training conducting
1130	Project co-ordination of financial resources and accounting		1230	Software description  coordination with the coordinators		1330	Equipment connection and testing		1430	Coordinator skill testing
1140	Project intermediary report creating		1240	Choice of software developing company		1340	Program work mode testing
1150	Evaluation of project results		1250	Software acquisition