Analysis Phase Completed

Task 1: Analyze the requirements and collected information to determine essential video streaming system features. [Completed]

Major accomplishments: Research and analysis of the minimum requirements for scheduling and management software was completed this week. The term of warranty for all equipment was considered too. Our fiscal year runs from September 1 to August 31 and we want equipment coverage to extend until August 31, 2006. In addition, I created a scope of work, which includes assumptions, vendor responsibilities, and TETN personnel responsibilities. Minimum vendor qualifications were discussed with the stakeholder and documented for addition to the request for proposal (RFP). Final reviews of all hardware and software specifications were conducted in preparation for addition to the RFP template. This task is completed.

Task 2: Review and select the ISP that best serves the interest of TETN. [Completed]

Major accomplishments: This task was completed 4-29-2005.

Task 3: Analyze the requirements and collected information to determine essential network infrastructure features. [Completed]

Major accomplishments: This task was completed 4-29-2005.

Task 4: Define a detailed acceptable use guideline for video streaming system use. [Completed]

Major accomplishments: This policy will cover acceptable use of all TETN video equipment and digital media. After discussions with the stakeholder, we decided to limit access to TETN clients so this document will apply to them. An example of a general use rule included in this document are video files will be stored for no more than two weeks before being deleted. Unacceptable network and media use was also considered. As I’ve mentioned in the previous weeks’ tracking assignments, I expect this document will change and grow over time. This task is completed.

Task 5: Analyze cost savings research and prepare to document findings. [Completed]

Major accomplishments: The average monthly videoconference attendance was determined and combined with data from State of Texas mileage guide to show cost saving that may be realized from this project. This data will be added to a report to the stakeholder. This task is completed.

Determining the scope of acceptable use guidelines was another decision. Initially limiting access to TETN clients will give us time to learn about our new capabilities.

1) What helpful feedback did you get in the class (instructor, classmates) and outside the class (user, stakeholder, beneficiary, mentor, expert advisor, others)? What did you learn from this feedback?

Dr. Bender reminded me about checking other classmates' projects. I think many of the people and schedule problems in all these projects are similar and it's helpful to see how others deal with them. I also received feedback from the stakeholder this week on acceptable and unacceptable use of the proposed video streaming network. The scope of work for project implementation was discussed too. After these discussions I had a more focused understanding of the services the stakeholder wants to provide.

2) What resources did you use this week (e.g., people, money, equipment, systems, or software)? Did you add new resources? What was your learning?

I discussed issues with the stakeholder this week. I also talked to colleagues about their experience with scheduling and management software for their video system. After discussions with the stakeholder, I learned there are minor, but important, things that can be overlooked, such as warranties and vendor qualifications. I think another good rule to follow is never assume you’ve thought of everything.

3) What research did you perform this week that was assisting and/or literature based? What is your findings/learning?

Research Question: What information should be included in an RFP?

Source: To answer this question I used the knowledge and experience of the stakeholder about the RFP process. She also gave me a copy of our organization's RFP template to review. I also have limited experience with this process.

Answer: An RFP is required to clearly communicate to vendors the organization's business requirements for a new system. Along with minimum hardware and software specifications, other terms and conditions must be considered to support a fair process. One important example is the inclusion of the vendor selection criteria.

Learning: The RFP process can be very complex and is a lot more than just documenting specifications. Many people can be involved to ensure technical and legal requirements are met. Knowledge of this procedure will assist me in future projects.

4) What did you learn this week in general in producing your project?

Determining communications methods between the people involved in this project has been interesting. At times it's difficult to get everyone together, particularly when more than two people need to communicate at once. I've found its good to schedule meetings as far in advance as possible. In most cases, email and telephones are sufficient, but when real-time interaction is needed videoconferencing or instant messaging works best. A few face-to-face meetings have occured during the project, but I don't think they were necessary.

1) What went well this week? What didn't?

I completed the analysis phase this week and I'm ready to move on to the documentation phase. Researching and determining minimum features for the scheduling and management software took more time than I expected, but I still completed it on time.

2) How well did you stick to your project schedule?

The project is still one week ahead. Creating the RFP in the next phase should take the full week to ensure all RFP requirements are met. The stakeholder will do a preliminary review before the RFP goes out for feedback.

3) How prepared are you to conclude your project in Unit 10 as required in this course?

I am fully prepared at this time to conclude the project according to plan.

4) How likely is it that you will need to resort to your contingency plan?

Everything is going according to plan and I do not anticipate using my contingency plan.