Facilitator Report

Abstract

Nowadays, a reliable team for every project to be successful is necessary. It consists of people handling different roles for the project, and therefore, they need to work in an organized manner. The person supposedly useful to coordinate the team members to be active in project management is the project facilitator. The facilitator is usually highly engaged throughout the project to ensure that there is continuous improvement for the performance of the team members involved in a project. It is hard to imagine that any project management team would be complete without a facilitator. The reason being that this is the only person considerably dependent by all the other members to facilitate the making of decisions, offer a solution to problems that may arise while handling project activities. Another role is to respond rationally to any risk and changes (Bridges, 2020). Besides the person playing a part, this role should be prolific to manage a team using mechanisms that uphold attitudes, performance, ability, people’s diversity, and ability and results of the group. Anyway, our project aims at making a fully functional ecommerce website that can handle lost and found items in the university. It is an online platform where students and staff who are referred to as users can log in to the system using a username and a password. All users can access and view lost items and report the lost items from anywhere. The Internet is utilized to funnel communication from all users. Therefore, the project needs a facilitator to ensure that the best performance from all team members is reached and the project becomes a success.

Introduction

Our proposed lost and found website has digitized to store records of recovered and lost items based on analysis of their physiological features stored in a database. A notification window list item that is lost also identified items found in staff and student interfaces, respectively. A person reporting a found item is to bring it to the sitting lost item office following enforced policy that allows the office to keep the item.

Claiming of the found item is done by the physical appearance of an individual to the lost and found items’ office within the school. The office has more elaborative information gathered for any item found. Firstly, the information posted by the person who finds an item and upon encountering the item, the admin can edit the details to give more comprehensive futures of the found item. Verification is done through listening to the description of an item as passed by a claimant. Then admin thereafter deletes the record of the item upon release of the same. If the description doesn’t meet the admin’s expectations regarding details comparison of a found item, then the item is stored waiting for an absolute claimant. Any human physiological characteristic can be used as a measure identification to recognize a found item if it satisfies these requirements:

• Condition, which indicates that a state of an outward appearance item.
• Colour means that each item’s colour should be sufficiently defined.
• Collectability, indicating that item is measurable quantitatively.

The project is intended to manage lost and found items within the university and improve on efficiency in handling tasks involved for lost and found items. Automation of processes improves on throughput in recording and clearing of lost items (Grabovski, and Lewinson, 2010). Overall performance is improved; therefore, this project is a worthwhile engagement for the facilitator and ideal benefit to the university.

Importance of the project

The most common means of handling lost and found items have been by enforcing the entities of the university community to manually sign items into the security record-book for lost and found item which is normally placed on security desks around the school. Such a system or way of keeping a record have numerous limitations.

For instance, the security guards work in shifts, and the book can accidentally or carelessly be misplaced as they sign in and out of a job. Else, a guard may intentionally ignore to record a lost item and thereby becoming hard to trace an item that was not registered.  Another issue of having the record in a hardcopy form is that a security guard may lose it.  Consequently, there are deliberate attempts of not putting into record lost items found by security guards due to integrity issues and their diverse personalities.

Cases of theft of lost items is a pain to the institution through this deliberate action. This remains a misery to monitor who always steals them because it is hard to place a piece of evidence without a record to refer.  So, to prevent this problem of theft, it is ideal for developing the Lost and Found system moving the responsibility of putting into the record the lost and found items at the control of staff and student.  This is an ultimate offer to security feature as a baseline for control and monitoring of rooms accessibility.

Project stakeholders

WORK BREAK DOWN STRUCTURE

Figure 1: Demonstration of Work Breakdown Structure of the project

GANTT CHART

Figure 2: Resultant Gantt chart for the project

Quality assurance

Methodology for proper quality control assures offer for a quality product in the project. Quality is measure by meeting the objectives of the project and meeting the performance standards of the proposed system. To enhance quality control to achieve the objective for a quality system, we use a rapid application development model (RAD). The goal met here is thoroughly identify user requirements by reviewing prototypes and giving back iterations of the website to adopt the revised requirements (Watt, 2014). However, the rapid application development model has a downside, where it is inappropriate for a cheap project. Also, it is only for developing systems that can be modularized. The scribe keeps a diary of iteration made in user requirement document reports that help the facilitator to write a progress report. Also, facilitator

Triple three constrains

Projects are meted out under three constrain. Namely cost, time, and time. Projects should be handed to the client within the scheduled period, within project cost, and match the agreed scope. It is considered to analyze how these factors affect the project in change if they are subject to change indefinitely. Ask a question like what happens if there is a delay in time, labour, or material cost go high or low and what if the user changes the project scope. Following is a clear reflection on anticipation that comes with changes of every single constrain. Cost: projects are served with a limited budget; therefore, the institution is to pump an amount of money just enough to develop the new lost and found website. Reducing the cost of the projects means that you must increase the allocated time or reduce the project scope. Time: because of the time value of money, projects usually have a strict set deadline. Therefore, when the time is reduced, the cost is increased or else reduce the project scope. Scope: If the scope is increased, the time and costs must increase too.

Risks

Projects are at risk obstructions that challenge them during execution. There is a need to identify any critical issue that comes up as well as keeping known risk in mind so that the risk is addressed in time (Watt, 2014).  Some expected risk is like sudden quitting of a team member. Managing such risk require noting it and doing planning, taking risk analysis to see the level of threat it poses toward the project, and finally engaging risk control.

Communication

As usual, communication while working in a team is vital. All the participants receive information passed concerning the project through a variety of communication channels (Watt, 2014). Communication is managed using emails, use of notice boards, and telephone. Various reports are made by stakeholders to facilitate communication on general progress update and performance reporting. There is a need to have effective communication enforced by the project facilitator.

References

Bridges, J. (2020). The Role of the Project Coordinator (Job Description Included) [Online]

Available at: https://www.projectmanager.com/training/role-project-coordinator[Accessed: 24 March 2020].

Grabovski, J. and Lewinson, M. (2010). Project Facilitation – Definition, Role and Skills

[Online] Available at: https://mymanagementguide.com/project-facilitation-definition-role-and-skills/[Accessed: 24 March 2020].

Watt, A. (2014). 4. Framework for Project Management [Online] Available at:

https://opentextbc.ca/projectmanagement/chapter/chapter-4-framework-for-project-management-project-management/[Accessed: 24 March 2020].