Documentation Phase Completed

Task 1: Collect analysis results for the video streaming system and infrastructure equipment and document them in a Request for Proposal (RFP). [Completed]

Major accomplishments: I completed the RFP using our organization's RFP template in combination with information gathered from my research and analysis. Many of the required terms and conditions were already in the template. I added a vendor proposal response form, introduction, minimum hardware and software specifications, scope of work, vendor qualifications, and warranty information. This document will be evaluated in the next phase by the stakeholder, site managers, and the business office.

Task 2: Create an acceptable use guideline for the proposed system. [Completed]

Major accomplishments: Acceptable and unacceptable use guidelines for the proposed video streaming system were documented and prepared for presentation to the stakeholder. I will recommend this be integrated into existing network policy. This task is completed.

Task 3: Prepare a cost savings report for the stakeholder. [Completed]

Major accomplishments: A cost savings report was prepared showing a monthly average savings in travel cost. Included in the report is the assumption from my literature review in the project plan that usage will increase up to four (4) times due to video streaming.

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?

I received feedback from Dr. Bender about ensuring the stakeholder is monitoring my IAL tracking Web site to ensure that no proprietary information is made public. I realize this is important to make certain a vendor reviewing this site doesn't have an unfair advantage in the bidding process. I didn't receive other feedback this week, but expect more in the next phase.

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?

Resources this week were limited to my analysis data and a Microsoft Word RFP template. When putting together the actual document I recognized and corrected several problems in the data. These minor corrections or improvements continue to occur in each phase. I've learned this is part of making the process better.

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

Research Question: What are the pros and cons of using an RFP compared to purchasing from a state contract?

Source: To answer this question I used the following Web page link:
http://www.dir.state.tx.us/store/overview.htm
I again used the knowledge and experience of the stakeholder and technical advisors about the RFP process.

Answer: The RFP process can be complicated and time consuming. In Texas, state organizations are authorized to legally purchase IT equipment from a state contract negotiated by the Department of Information Resources (DIR) without requiring a bidding process. The advantage of an RFP is equipment meeting the specific requirements may be offered in the proposals that are not available on the state contract. Not only is there a better selection, but the cost is usually less too.

Learning: While the RFP process may be inconvenient and time consuming many times it offers more and better choices for less cost. It's not something I want to do every time though. I would recommend it for higher value items or systems.

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

I think I've mentioned this before in my tracking, but it's very clear how the combination of the project plan and weekly tracking have helped keep my project running smoothly and ahead of schedule. Even though tracking takes time it keeps me focused on the objectives in the plan, which means I don't get sidetracked on unnecessary tasks.

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

Documentation was completed a few days ahead of schedule and I'm ready to get feedback for final corrections. This project is probably going to finish up a couple of weeks early. I didn't have any problems this week.

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

I'm about one and a half weeks ahead of schedule and should complete the project in a couple of weeks.

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.