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IS480 Team wiki: 2012T2 box.us Project Overview

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HOME   PROJECT OVERVIEW     PROJECT MANAGEMENT   DOCUMENTATION  
         


ORGANIZATION BACKGROUND Empact is a social enterprise with a mission to serve and empower the non-profit and social enterprise communities. One of Empact’s core business is to matchmake volunteers together with social enterprise so as to provide social enterprises with quality professional services affordable to Non-Profit organizations (NGOs) and Social Enterpises (SEs).


PROJECT FOCUS In this project, Team Box.us would be developing a Micro-Volunteering System to automate the process of matching volunteers with the relevant jobs. Upon conception, the system would help Empact to ease their matching process bottleneck and provide a mobile application for championing micro-volunteerism among its volunteers.


MOTIVATION

  • Reduce the bottleneck in locating for suitable volunteers.
  • Reducing the amount of manual labor needed in the process of each task
  • Facilitate better communication among NPO/SE, Empact and Volunteer


GOALS

The project aims to accomplish the following objectives:

  • Increase micro-volunteerism take up rates among potential pool of volunteers
  • Decrease volunteer wait time after registering as a volunteer with Empact
  • Decrease NPO/SE wait time after consulting Empact for resource help
  • Increase communication between NPO/SE and volunteers in answering simple questions
  • Reduce manual task of matching volunteers


DELIVERABLES

Based on their current Volunteer Matching Process, the client requires:

  • The development of a new web system that would be able to allow automated volunteer matching, online management of volunteers and NPO/SE, task management for Empact employees and push notification capability for volunteers.
  • Deployment of new web system to ensure that it fits the core business process of Empact

In addition, the team would be required to perform solutioning of the web application, deployment of web application and make suggestions to meeting the business goals highlighted.


BUSINESS OBJECTIVES OF PROJECT

These are the business objectives of Empact:

  • Solve current bottleneck in matching process
  • Facilitate better communication between the different stakeholders in the matching process
  • Reduction of Manual Tasks in Matchin Process

View our Detailed Scope:

Modules Module Name Scope details

  BASIC FEATURES

Manage Account

All Users

  • Registration
  • Account creation to login and access the application
  • View and edit their own account details
  • Email verification of account
  • Interview Form

Manage Profile

All Users

  • Edit profile details

Empact

  • View NPOs and volunteers' profile

NPO

  • Fill their company profile

Volunteer

  • Fill up a complete profile to determine the cause they are interested in. This will then be used in their complete profile page.
  • View NPOs' profile details

  CORE FEATURES

Manage Task

All Users

  • View available tasks

Empact

  • View list of assignments by NPOs
  • Create, edit, remove tasks based on the assignment which NPOs give
  • Displays recommend volunteers to tasks based on skillsets
  • Send task request to volunteers. The notification will be send via email and push notification(iOS)
  • View applications from volunteers
  • Accept or reject volunteers' task application

NPO

  • Post assignment to Empact

Volunteer

  • Apply for task from the list of available tasks
  • Accept or reject task requests from Empact

Manage Task Approval Workflow

NPO

  • Mark as approved when tasks are done

Empact

  • Approve/reject task completion

Manage Questions

All Users

  • View all questions
  • Search questions based on keywords

NPO

  • Create, edit, remove question
  • Mark a reply as answer

Volunteer/Empact

  • Reply question

Manage Search

All Users

  • Search for task by skillset or causes
  • Set filters to search for NPO

NPO

  • Search for volunteers (no action)

Volunteer

  • Search for task based on stated criteria (interest or skillset)

  VALUE-ENHANCING FEATURES

Statistical Reporting

Empact

  • View Statistics relating to their KPI
    • volunteer : young working adults
    • # of organisations as volunteer partners
    • # of organisations that engage Empact’s services
    • # of activities for Sector Organisations
    • # of activities for Youth Volunteers
    •  % of youths volunteers/ working adults engaged (either participate in volunteer development programme or deployed with tasks/assignments)
  • Export Raw Data


Manage Records

Empact

  • View volunteering records
  • Generate records

Volunteer

  • View own volunteering record


Project Scope (Acceptance Vs MidTerms):

Schedule Ratio over Time Schedule Ratio over Time


Changes made

1) Added Interview Form

Enabled Empact to review through the information that was keyed in during the interview with the users


2) Added Feedback Form

Enabled volunteers to give inputs to Empact about whether the activity completed


3) Added Dashboard

Enabled users to access their information quickly Enabled Empact to view vital information about their system quickly


4) Dropped Mobile Functionalities

Mobile functionalities are a subset of the functionalities of the system Allows team to focus more on developing a good web application

Our project handover plan takes into account the following information:

  • identifying and managing key stakeholders including the group who will receive the handover
  • a clear date for handover of the project
  • a communication plan that starts early in the life of the project and includes the target group
  • change management issues and how these will be handled
  • getting the target group involved as early as possible including someone being on the project team who also acts as a change agent
  • developing appropriate training for this group or ensuring it is included in the handover plan
  • clear risk management
  • having clear roles for the recipients in the department taking on the new work e.g. it may not be your responsibility for organising the training, it could be their responsibility


Source: Project Handover Checklist @PMHut.com


Our Project Handover Plan: Project Handover Plan (Box.us)
Our Handover To-Do List: Handover To Do List
Risk Management Plan: Risks for Project Handover (Box.us)
Technical Understudy Programme: coming soon

We release the first version on 11 March 2013.

Process Terminologies

  • Question: Items posted by the NPO/SE that do not require any necessary approval by Empact
  • Task: Items posted by the NPO/SE that needs to be executed by the volunteer and is matched using the system.
  • Assignment: Items that can be broken down into many tasks and executed by the volunteer.
  • Reviewers: Volunteers/Empact staff who ensure that a task has been completed and meets the certain quality standards.
  • Feedback(System): Responses given by the volunteers within the system, after completing their task.


System Terminologies

  • Question Module: The sub-system that allows different stakeholders to add, delete, update and manage questions within the system.
  • Task Module: The sub-system that allows different stakeholders to add, delete, update tasks within the system.
  • Task Review: The portion of the Task Module that encompasses the task review process by task reviewers and Empact staff
  • Timesheet: The module that links with the Task Module to capture the hours committed by volunteers
  • Feedback Form: The module that captures the feedback given by the volunteers
  • Volunteer Records: The module that displays an overview and breakdown of all the activities committed by the volunteer
  • Search: The functionality that allows users of the system to find items from a given list
  • Statistics: The functionality that displays the key indicators of Empact's business performance and goals
  • Dashboard: Front-page of the system that captures the key indicators for Empact's daily operations.
  • Registration: The functionality that allows users to register to be an Empact volunteer
  • Profile: The functionality that captures and displays the key information of the stakeholders within the system

DESCRIPTION

Team Box.us would be responsible for the design, development and implementation of a web application system and an iOS phone application. The web application would help Empact to perform automated matching of volunteers and provide an integrated management platform for its volunteers, its clients and its staff to handle volunteer matchings.


WEB APPLICATION The Web Application would consist of the following functionalities:

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