IS480 Team wiki: 2012T2 box.us Project Overview
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Contents
Project Charter
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
Project 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
Project 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 & iPhone application, deployment of web application & iPhone application and make suggestions to meeting the business goals highlighted.
Project Scope
Modules | Module Name | Scope details |
---|---|---|
BASIC FEATURES | ||
Manage Account |
All Users
| |
Manage Profile |
All Users
Empact
NPO
Volunteer
| |
CORE FEATURES | ||
Manage Task |
All Users
Empact
NPO
Volunteer
| |
Manage Task Approval Workflow |
NPO
Empact
| |
Manage Questions |
All Users
NPO
Volunteer/Empact
| |
Manage Search |
All Users
NPO
Volunteer
| |
VALUE-ENHANCING FEATURES | ||
Statistical Reporting |
Empact
| |
Manage Records |
Empact
Volunteer
|
Detailed Scope:
Project Dictionary
- 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.
Business Goals
BUSINESS OBJECTIVES OF PROJECT
Based on the needs of client, we have elicited the following objectives that would be fulfilled by this project.
Process Analysis
VOLUNTEER MATCHING PROCESS
Empact has specifically identified the volunteer matching process to be the bottleneck in their entire operations. Based on a preliminary process analysis of the volunteer matching process, we have come up with 4 high-level phases of the volunteer matching process:
PROCESS STAKEHOLDERS
The volunteer matching process involves 3 different stakeholder groups:
- Volunteers: These are individuals, or group of individuals that sign up with Empact to be part of their volunteer pool.
- Empact Staff: The Empact staff that do the administrative work and the manual task of matching volunteers and NPO/SE with tasks that they are interested in and fits the skillsets required by the NPO/SE
- Non Profit Organisations/Social Enterprises(NPO/SE): These are the organizations that approach Empact for help in managing their events or to source for volunteers with the required skillsets.
TERMS USED
- Task: Discrete unit of work/activity that has to be completed by a volunteer
- Question: General enquiries that does not require the volunteer to be active
- Assignment: Big projects that are often times broken down into smaller tasks by Empact staffs
AS-IS PROCESS
The scope of our project does not cover process re-engineering. However, we have done a brief analysis of their current process to identify key design requirements for our system.
Registration Sub-Process
Volunteers:
NPO/SE:
Matching Sub-Process
Execution Sub-Process
To check with Empact on what activities do they want to be within the system
Task Debrief Sub-Process
To check with Empact on what activities do they want to be within the system
TO-BE PROCESS
This will be the new process.
Registration Sub-Process
Volunteers:
NPO/SE:
Matching Sub-Process
System Description
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:
iOS PHONE APPLICATION
The iOS Phone Application is a subset of the Web Application that provides a one-stop place for its volunteers to view, apply and receive notification for tasks. This application would be developed and hosted on the Apple Store for its volunteers and potential volunteers to download.