Redactedv.2.0 CS4ALL Kit PMP

CS4ALLKITDESIGNPROCESS
OFFICEOFPOSTSECONDARYREADINESS,NEWYORKCITYDEPARTMENTOFEDUCATION
ProjectManagementPlan
Version
2.0
3/
25
/2016

CS4AllKitDesignProcess
v.2.03/25/2016
TableofContents
1. ProjectPlanApprovals
2. RevisionHistory
3. GeneralInformation
a. PointsofContact
b. ContractorInformation
4. ProjectDefinition
a. BusinessProblem
b. ProjectDescription
c. Assumptions
d. ProjectScope
e. ProductScope
f.
PerformancePlan
g. Milestones
h. BudgetPlan
i.
ProcurementPlan
5. Implementation
a. StakeholderIdentification
b. CommunicationsMatrix
c. ProjectMeetings
d. ProjectReporting
6. ProjectProcesses
a. RiskManagement
b. QualityManagement
c. ChangeManagement
v.2.0_CS4ALL_Kit_PMP.pdf

v.2.03/25/2016
RevisionHistory
Version
Number
Date
Modified
Description
Author
1.0
Firstdelivery
3/04/16
JoeyAzoulai
2.0
revisedlocationanddates,
addedagendastodelivery
schedule
3/25/16
JoeyAzoulai
GeneralInformation
ProjectTitle:
SponsorOrganization:
OfficeofPostsecondaryReadiness,NewYorkCityDepartmentofEducation
Preparedby:
JoeyAzoulai
Date:
3/25/2016
Version:
2.0
PointsofContact
Principalindividualswhomaybecontactedforinformationregardingtheprojectarelisted
below.
Position
Title/Name/Organization
ProjectManager
JoeyAzoulai,Consultant
Phone
Email

v.2.03/25/2016
ContractorInformation
Contactinformationforeachcompanycontractedtoworkonthisproject.
Company
PointofContact
ContactInfo
ServicesRendered
InstituteofPlay,
134West26,NYC
Spacerental
CornellUniversity,
1118Avenue,NYC
Spacerental
MadeinNYMedia
CenterByIFP
SpaceRental
SeamlessCorporate
Accounts
Catering
AdoramaRentals
Camerarental
ProjectDefinition
BusinessProblem
TheCS4AllKitisaseriesoftoolsthataddresstheneedsofschoolleadersandteacherstasked
withbringingcomputersciencetotheirschools.
FromMarchtoJune2016,theNewYorkCityDepartmentofEducation(DoE)iscodesigning
thekitwithteachersfromtheSoftwareEngineeringPilotandNYCschoolswithexistingCS
programs,aswellasthelocalCSeducationcommunity.ThegoaloftheDoEistohavea
prototype/outlineofthekitreadytopresenttoabroadaudienceofteachersatthesummer
STEMinstituteonJuly24th.
ProjectDescription
TheCS4AllKitDesignProcesswilladvancethecreationoftheprototypeCS4AllKitfor
presentationattheJulySTEMInstitutebyorganizingsixworkinggroupsessionsthatenable

v.2.03/25/2016
academicsstaff,teachers,andCSedcommunitymemberstodevelopcomponentsofthe
prototype.
Assumptions
TheCS4AllKitDesignProcesswillbeginwithasessiontoidentifychallengesandneeds,and
testassumptionswithteachersfromadiversesetofschools.Basedoninformationgatheredin
thatsession,smallergroupsofteachersandCSedcommunitymemberswillworkonbuilding
thestructureofthekit,findingresources,anddevelopingprototypesofkeytools.Theprocess
willberepeatedthreetimeswithafinalfeedbacksessionprior.
ProjectScope
TheProjectManager(PM)willhelpdesignandfacilitateaseriesofsixworkingsessions.PM
responsibilitiesincludethefollowing:(1)Createandmaintaintheworkingsessionsprojectplan.
(2)Organizespace
andmeals
.(3)Reachouttopotentialattendeesandjuggleschedules.(4)
Helpidentifyanyadditionalpeopleandresourcesformeetings.(5)Workwithprojectleadsto
definegoalsforeachsessionbasedoninsightsfromteachers.
ProductScope
PMresponsibilitiesincludethefollowing:(1)Documentsummariesofworkingsessionsthat
includefeedback,questions,androadblocksduringsessionsthathelpiterativelyimprovetheir
effectiveness.(2)Assistwithcraftingdocumentationthatcommunicatestheprocess,design
andworkinggroupsessions,andprogressbeingmadeonthekit.(3)Writing,takingpictures,
andinterviewingworkshopattendees.

v.2.03/25/2016
PerformancePlan
Objective
ConditionsofSuccess
Createandmaintain
WorkingSessionsProject
Plan
Reflectupdateswithin3businessdays.
ChangesmanagedbyPMandapprovedbyProject
Sponsor.
Organizespace,meals,
andsupplies
Staffisablefocusonworkingwithattendeesoncontent
matters
Costsdonotexceedbudget
Considerationismadetoquality,cost,andconvenience
CreateAgendas
Attendcodesignplanningmeetings
Incorporatemeetingtakeawaysintoagenda
Refineagendaaccordingtofeedbackwithstakeholders
Coordinatewith
attendees
Areasonableeffortismadetoaccommodateschedule
conflicts.
PMmaintainsregular,accuratecommunicationwith
participants.
Attendeelistisdeliveredandupdatedasneeded.
PMdeliversagendapriortoeachWorkingSession.
Documentsessions
Helpsetgoalsforeach
session
Writtensummariesforeachsessionincludeprocess,
design,andprogressforeachsession.
Photographs,audio,andvideoisproducedofsufficient
qualitytobeusedasrawmaterialforpublicreporting.
ProvidedtoProjectSponsoraccordingtothe
Delivery
Schedule
PMmaintainsactiveparticipationinplanning
conversationsviaemail.
PM
sharessignificantpointspriortothePlanningMeeting
ofeachWorkingSession
.

v.2.03/25/2016
Milestones
TheProjectManagerwillbeginworkoneachdeliverableandsubmittotheProjectSponsorby
theendofeachweek,accordingtothefollowingschedule.
Week
Deliverable
2/293/4
Createprojectplan(PDF)
Securespacefor3/15
3/73/11
Agendafor3/15
FinalAttendeeListfor3/15
3/143/18
Facilitate&Document3/15(includestwohourmeetingwithTythe)
3/213/25
Documentationof3/15
Agendafor3/
31
(includestwohourmeetingwithTythe)
FinalAttendeeListfor3/
31
3/284/1
Facilitate&Document3/
31
4/44/8
Documentationof3/
31
Agendafor4/
14
14
4/114/15
14
4/184/22
Documentationof4/
14
4/254/29
Reflectiononfirstthreesessions&process
Agendafor5/
5
5
5/25/6
5
5/95/13
Documentationof5/
5
Agendafor5/
19
19
5/165/20
19
5/235/27
Documentationof5/
19
Agendafor
6/3
FinalAttendeeListfor
6/3
5/306/3
Facilitate&Document
6/3
Documentationof
6/3

v.2.03/25/2016
BudgetPlan
ExpenseswillbetrackedanditemizedintheProjectPlanastheyoccur.Allrelatedreceiptswill
beprovidedtotheProjectSponsoratprojectend,andallinvoiceswillbeforwardedtothe
ProjectSponsorasservicesarerendered.Expensesincurredwithinthescopeofthisproject
willnotexceed$8,100oramaximumaverageof$1,350perWorkingSession.
Belowisabreakdownofthebudgetbyexpensecategory.
ExpenseCategory
SessionCost
TotalCost
FundingSource
Facilities(IoP)
InvoicedtoSponsor
Organization
Facilities(Cornell)
N/A
Meals
InvoicedtoSponsor
Organization
Materials
Pettycash/creditcard
providedbySponsor
Organization
Camera/equip.rental
Creditcardprovidedby
SponsorOrganization
Total
ProcurementPlan
ProjectManagerwillsourcematerialsandservicesasdetailedinthetablebelow.
Category
Procurement
Method
Vendor
Timing
Facilities
Reachoutto
professional
networkforleads
InstituteofPlay,
MadeinNYMedia
CenterByIFP,
Reserveby3/4,

v.2.03/25/2016
CornellUniversity
Reservedby3/18
Meals
Mealdelivery
service
Seamless
corporatecatering
Orderfood48hrspriorto
WorkingSession
Materials
Instorepurchases
BlickArts,Pearl
24hrspriortoworkingsession
Camerarental
messengerservice
AdoramaRentals
Arrives30min.priortosession.
Implementation
StakeholderIdentification
ThistablewillbeupdatedasnewandcurrentstakeholdersareidentifiedbytheProject
Manager.
Name
Title
Organization
Contact
Communications
Associate
Directorof
Computer
Science
Academics
Officeof
Postsecondary
Readiness,
NewYorkCity
Departmentof
Education
ProjectReporting,
ProjectMeetings,
Project
Management
Plan,
Agendas
Project
Manager
Consultant
Founder,
Creative
Director
TYTHEdesign
ProjectReporting,
ProjectMeetings,
Agendas
Directorof
Computer
Science
Academics
Officeof
Postsecondary
Readiness,
NewYorkCity
Departmentof
Education
Agendas
Senior
Director
Strategic
Partnerships
NewYorkCity
Departmentof
Education
Agendas
N/A

v.2.03/25/2016
&Industry
Engagement,
Computer
Science
Education
Design
Strategist
TYTHEdesign
ProjectReporting,
ProjectMeetings,
Agendas
Officeof
Postsecondary
Readiness,
NewYorkCity
Departmentof
Education
agendas
Officeof
Postsecondary
Readiness,
NewYorkCity
Departmentof
Education
agendas
CommunicationsMatrix
ProjectManagerwillissuethefollowingcommunicationsasdetailedinthetablebelow.
Description
Target
Purpose
Timing
Session
Planning
Project
Sponsorand
key
stakeholders
Coordinatelogisticsand
incrementallyimproveeach
WorkSession
Asneeded Email
Attendees
Coordination
Attendees
Juggleschedules,solicit
feedback,sharelogistical
information
BiWeekly
Email
Session
Agendas
Attendees
Detailsre:whatattendees
willworkonandtheformats
theywillworkingin
BiWeekly
Email
Distribution
Vehicle

v.2.03/25/2016
Meal
confirmation
Seamless
vendors
Ensureorderisconfirmed
BiWeekly
Space
Confirmation
Rentalspace
vendor
Coordinatespace,solicit
BiWeekly
feedback,ensurereservation
Phone
Email
ProjectMeetings
ProjectManagerwillcoordinateWorkSessions#16andattendallmeetingslistedbelow.Fora
completelistofmeetingsrelatedtotheCS4AllKit,contactProjectSponsortorequestWork
Plandocument.
Meeting
When
Where
Comments
StrategySessionfor
WorkingSession#1
March9,
Wednesday,
13p
TBD
WorkingSession#1
March15th,
InstituteofLivingPlay
Tuesday4:30
7:30p
Dinnerprovided
AgendaReviewfor
WorkingSession
#2
March24,
Thursday,
(12p)
WorkingSession#2
:March31
InstituteofLivingPlay
Thursday
,4:30
7:30p
Dinnerprovided
WorkingSession#3
April
14th
CornellUniversity
Thursday
,4:30
7:30p
Dinnerprovided
WorkingSession#4
May
5
Thursday
,
4:307:30p
Dinnerprovided
ThytheDesign,
33Flatbush,Brooklyn
CornellUniversity
10

v.2.03/25/2016
WorkingSession#5
May
19
CornellUniversity
Thursday
,4:30
7:30p
Dinnerprovided
WorkingSession#6
June2
CornellUniversity
Thursday
,4:30
7:30p
Dinnerprovided
ProjectReporting
ProjectManagerwillprovidethefollowingdocumentationasdetailedinthetablebelow.
Meeting
Description
Timing
DistributionList
Documentation
Writtensummary,
a/vrecordofeach
workingsession
BiWeekly
Attendees
AttendeeList
AlistofallWorking
Sessionparticipants
Biweekly
Attendees
Reflectiononfirst
threesessions&
process
documenthighlevel
andsignificantpoints 4/29
toshareout
Attendees
ProjectManagement
Plan
Aguidetoproject
Delivered3/4,
executionand
updatedasneeded.
controlmaintained
by
PM
andapproved
by
PS
ProjectSponsor
11

v.2.03/25/2016
ProjectProcesses
RiskManagement
TheProjectManagerhasidentifiedtenofthelikeliestpotentialriskstotheproject,andhas
takenmeasurestominimizeanyadverseeffectstotheprojectshouldtheserisksoccur.
Risk
Probability
Levelof
Impact
MitigationStrategy
Fooddoesnotarrive
ontimeoratall
Low
Medium
Identifylocalquickturnaround
restaurantasabackup,i.e.pizza
Cameraequipmentdoes
notarriveontimeoratall
Low
Low
Usesmartphonetocapturea/vmedia
Participant(s)noshow
Medium
Medium
Juggleschedules,communicate
frequently
Spacecancelation
Low
High
Identifiedondemandbackupspaces:
NYCParksComputerResource
Centers(nowifi),WeWork.
Lossofdocumentationdue Low
tohardwarefailure,etc.
High
Backupfilestocloudstorage
service.
PMcannotattendsession
duetoillnessor
unexpectedevent
Medium
Medium
PMcoordinatesplansandlogistics
aheadoftime,provides
documentationtootherstakeholders.
ProjectSponsorcannot
attendsessiondueto
illnessorunexpected
event
Medium
Medium
ProjectSponsoridentifiesa
colleagueorprojectpartnerthatcan
assumeWorkingSessionfunctions.
Keyparticipantsor
suppliesdonotarriveon
time.
High
Medium
Coordinatewithspacevendoron
timeoverrunlogistics.
Discordbetween
participants
Low
High
Setengagementguidelinesearlyin
theprocessandalloweveryonetobe
heard.
LossofWiFi
Medium
High
Printresourcesneededforsession.
12

v.2.03/25/2016
QualityManagement
ProjectSponsor
willprovidefeedbackonthequalityofthedeliverablesastheyarereceived.
Qualityofdeliveredproductsshallbedefinedbythe
PerformancePlan.
Feedbackwillbe
documentedbelow,alongwithproposedcorrectivemeasures(ifnecessary)thatwillbe
discussedandagreeduponbytheProjectSponsorandProjectManager.Correctivemeasures
willbeappliedbytheProjectManagerforsubsequentdeliveries.
Deliverable
Date
Delivered
Feedback
ProposedCorrective
Measure
Createprojectplan
(PDF)
3/04/16
Addagendasto
scheduleof
deliverables
N/A
Securespacefor
workingsessions
3/04/16
IFPMediaisan
inconvenientlocation
Identifyspacecentrally
locatedwithmore
transportationoptions.
ChangeManagement
1. SubsequentversionsoftheProjectPlanwillbedeliveredthreebusinessdaysafter
changestotheplanoccur.
2. Changeadditionswillbeindicatedvisuallyusinggreentext,
changerevisionsinredtext,
andchangesubtractioninredstrikethroughtext.
3. EachversionproposedbytheProjectManagerwillbeincrementedbythedecimal
place,i.e.0.1,0.2,0.3,etc.
4. Eachversion
approvedbytheProjectSponsor
proposedbytheProjectManager
willbe
incrementedbytheinteger,i.e.1.0,2.0,3.0,etc.
5. EveryapprovedversionwillbesignedbytheProjectSponsorandProjectManageron
the
ProjectPlanApprovals
page.
13

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