Acknowledgement

I would like to thank from the bottom of my heart to my family and friends who
helped me forward this assignment on time. I also would like to thank my lecturer
Mr.Roshan Piyadigama and Esoft Gampaha staff who dedicated their time and effort
on me to guide me to the correct path to make this assignment a success.

Mohammed Basith Employability and Professional Development 1

Contents
1 Task 1......................................................................................................................6

1.1 Reflect on own current skills and competencies against professional

standards and organizational objectives by using effective judgments......................6

1.2 Evaluate essential development areas required to suit the organization’s

requirements by making use of SWOT....................................................................11

1.3 Then devise a personal and professional development plan based on

identified needs above. Use SMART objectives to synthesize your PDP...............15

1.4 Based on the targets provided in the PDP, you have to reflect own
development against original aims and objectives against defined characteristics.. 19

2 Task 2....................................................................................................................21

3 Task 3....................................................................................................................27

3.1 Analyze team dynamics, discussing the roles people play in a team and how
they can work together to achieve shared goals expected to achieve through
carrying out the project.............................................................................................27

3.2 Alternative ways to complete tasks and achieve goals..................................31

4 Task 04..................................................................................................................32

4.1 Review different tools and methods your team could use to devise a realistic
solution to an identified community problem..........................................................32

4.2 Developing an appropriate strategy for resolving the community problem..35

4.3 Evaluate the potential impact on the community by implementing the

project.......................................................................................................................42

5 Appendix 1............................................................................................................48

5.1 Gantt Chart....................................................................................................48

6 Appendix 2............................................................................................................49

7 Annexure 03..........................................................................................................58

7.1 Project Proposal.............................................................................................58

8 Reference..............................................................................................................65

Mohammed Basith Employability and Professional Development 2

List of Figures

Figure 1 - Slide 1..........................................................................................................21

Figure 2 - Slide 2..........................................................................................................21
Figure 3 - Slide 3..........................................................................................................21
Figure 4 -Slide 4...........................................................................................................22
Figure 5 – Slide 5.........................................................................................................22
Figure 6 - Slide 6..........................................................................................................23
Figure 7 - Slide 7..........................................................................................................23
Figure 8 - Slide 8..........................................................................................................24
Figure 9 - Slide 9..........................................................................................................24
Figure 10 - Slide 10......................................................................................................25
Figure 11 - Slide 11......................................................................................................25
Figure 12 - Slide 12......................................................................................................26
Figure 13 - Slide 13......................................................................................................26
Figure 14 Budget Proposal...........................................................................................37
Figure 15......................................................................................................................38
Figure 16 Other Donations...........................................................................................38
Figure 17......................................................................................................................39
Figure 18......................................................................................................................40
Figure 19......................................................................................................................40
Figure 20 - Time Scale analysis for the solutions........................................................41
Figure 21......................................................................................................................42
Figure 22......................................................................................................................42
Figure 23......................................................................................................................42
Figure 24......................................................................................................................42
Figure 25......................................................................................................................43
Figure 26......................................................................................................................43
Figure 27......................................................................................................................43
Figure 28......................................................................................................................44
Figure 29......................................................................................................................45
Figure 30......................................................................................................................45
Figure 31......................................................................................................................45
Figure 32......................................................................................................................45

Mohammed Basith Employability and Professional Development 3

Figure 33......................................................................................................................45
Figure 34......................................................................................................................45
Figure 35......................................................................................................................45
Figure 36......................................................................................................................45
Figure 37 ...................................................................................................................46
Figure 39 ...................................................................................................................46
Figure 41 ...................................................................................................................46
Figure 43......................................................................................................................46
Figure 44......................................................................................................................47
Figure 45......................................................................................................................47
Figure 46......................................................................................................................47
Figure 47......................................................................................................................47
Figure 48 Gantt Chart...................................................................................................48
Figure 49......................................................................................................................50
Figure 50......................................................................................................................50
Figure 51......................................................................................................................50
Figure 52......................................................................................................................51
Figure 53......................................................................................................................51
Figure 54......................................................................................................................51
Figure 55......................................................................................................................52
Figure 56......................................................................................................................53
Figure 57......................................................................................................................54
Figure 58......................................................................................................................55
Figure 59......................................................................................................................56
Figure 60......................................................................................................................57
Figure 61......................................................................................................................57
Figure 62......................................................................................................................57

Mohammed Basith Employability and Professional Development 4

List of Tables

Table 1 SMART goals for identified weaknesses........................................................17

Table 2 SMART goals for identified weaknesses........................................................17
Table 3 SMART goals for identified weaknesses........................................................18
Table 4 SMART goals for identified weaknesses........................................................18

Mohammed Basith Employability and Professional Development 5

1 Task 1

1.1 Reflect on own current skills and competencies against professional

standards and organizational objectives of the project to fit in to the
abovementioned position.

What is personal development planning?

Personal development planning (PDP) is a process of:
 Reflecting on achievement
 Learning to capitalize on strengths
 Identifying and addressing areas for development
 Setting goals
 Identifying skills
 Recording reflection
A continuous cycle of self-reflection and action, the purpose of PDP is to
encourage students to learn to develop themselves and plan for the future by
becoming more self-aware.

PDP can be applied in a range of contexts, changing the way students approach
their studies, make choices in both their academic and personal life and achieve
their goals. PDP is a structured and supported process undertaken by a learner
to reflect upon their own learning, performance and/or achievement and to plan
for their personal, educational and career

Benefits of PDP
Engaging in PDP may help students to:
 Be more motivated
 Take greater interest in their development
 Become better learners
 Become more self-aware
 Improve their employability
 Recognize and fulfill their potential

Mohammed Basith Employability and Professional Development 6

I have been hired as the Project Coordinator at ABCD Organization. According to my
opinion I have gain enough skills and experiences through the HND which I am
studying at ESOFT Metro Campus. Throughout this diploma we have engaged in
many team activities and also have studied Project Management Subject. With all
those, undertaking a community development project as part of completion of the
HND Diploma has assisted me in satisfying the skills and competencies required by
the organization to fit into the position of Project Coordinator.

Project Coordinator position

Project Coordinator provides essential support for organizations that conduct business
and manage change through program and project management. The project
Coordinator is required to know the details of the project scope, schedule, budget and
quality requirements and provide essential information to the project manager and
team throughout the project life cycle.

Project Coordinator is also required to facilitate communication with stakeholders and

to assist in managing workshops and meetings, including the important skill of taking
minutes. Project Coordinator need to establish and maintain issues, risk and change
registers and to compile regular, formal and informal reports for a variety of different
audiences.

Mohammed Basith Employability and Professional Development 7

Skills of a Project Coordinator

 Education and Knowledge

Project Coordinator may benefit with an education in business management to
work in the position. Knowledge of the industry such as software, manufacturing
or construction provides the Coordinator with an understanding of the tasks
involved in a project. Project management techniques such as total quality
management helps the Coordinator plan and structure the steps in completing a
project.

 Leadership Skill
Coordinators lead the group and provide a schedule for a project team to work
against to complete and implement a project. The project Coordinator may assign
tasks to each group member and schedule meetings to update the group on
progress. A Coordinator must have the ability to run a project meeting and
motivate team members.

 Communication Skill
A project Coordinator must be skilled communicator to direct the group in
completing tasks. The individual must have written communication skills to create
reports for management or sponsors of a project. The Coordinator also uses
written communication skills to provide the team with meetings, agendas and
progress reports.

 Organizational Skill
Project Coordinator also requires organizational skills to plan, design and
implement each stage of the process. Coordinators must keep track of the project’s
progress and ensure that the group completes each task on time and within a
budget. The individual needs organizational skills to provide the project team with
materials and support to perform the steps in completing the project.

Mohammed Basith Employability and Professional Development 8

Skills and competencies I have gained by engaging in the project, “Community
Development”

When we are engaging in the project, ‘Community Development’ we could develop

many skills and competencies. As I think I have gained enough skills which will be
essential and sufficient for the position of project coordinator. At the stage of the
project beginning until the finishing, I got many new experiences and knowledge
about different fields, such as communication, leadership, financial management, risk
management, organizational skills and many more.

 Education and Knowledge

When I am doing the documentation for the Community development Project, we
developed many skills and improved our knowledge. We got;
 The knowledge of software including Word, Excel, PowerPoint etc.

 The knowledge of different formats of letters, reports and documents.

 The knowledge through Internet.

 The knowledge of reading and understanding of a scenario

 The knowledge of project management techniques.

 The knowledge of planning, engaging and finishing of a project in an

accurate manner.

 Leadership skills
I have been appointed as the coordinator of our Committee. So I had many
responsibilities to cover-up in bringing the project up to a successful stage.
Following are some responsibilities that I owned as a leader;
 Handling meetings, discussions, agendas.

 Schedule the meetings.

 Motivating members.

 Sharp memory on every event plans and note down every necessary points
in the project

Mohammed Basith Employability and Professional Development 9

 In spite of been the Secretary have examined all the responsibilities of other
leaders in committee and gained knowledge about every leadership responsibility.

 Communication skills
As the project coordinator of the project I had to present all the project plans,
schedules to our members and authorized lecturers. So it developed my
communication skill. Communication skill does not limit only for speaking side, it
also implies the written communication skills.

 Organizational skills
Throughout the project, I had gained many Organizational skills. Such as,
implementing the project plan, ensuring the tasks completion within the budget,
time management and also had to record all the materials which we bought for the
completion of project.

Conclusion
I have been employed as a Project Coordinator. For that my HND diploma has given a
great support to be success in the position. Especially in our community Development
project I have gained above mentioned skills and competencies. In point my view,
when comparing them with a professional project coordinator. I also have gained
required sufficient skills which needed for this position via the project.

What is leadership?
Project leadership is an interesting and increasingly popular field of investigation. It is
an area growing in relevance and importance as projects are being delivered in a more
complex and uncertain environment one which, many would argue, requires more
leadership. Much of what we know about what makes up the leadership of effective
project coordinators, including the skills and competencies that contribute to it, takes
the form of lists of important project coordination skills and competencies. While the
lists are useful in that they provide a starting point by which to understand what is
important for a project coordinator, or a way by which to assess progress, it is difficult
to deduce from the lists which skills and competencies are most important for a
particular project coordinator in a particular context. It is also not clear which of the
skills and competencies fit with particular elements of the work of the project

Mohammed Basith Employability and Professional Development 10

coordinator, or if these should change with changes to the characteristics of the
project being delivered by the project coordinator. This investigation sought to
identify important skills and competencies, project characteristics.

1.2 Evaluate own development needs and the activities required to function in
the above position.
SWOT Analysis
SWOT stands for; Strengths, Weaknesses, Opportunities, Threats. SWOT
analysis is a process that identifies an organization's strengths, weaknesses,
opportunities and threats. Specifically, SWOT is a basic, analytical framework
that assesses what an entity can and cannot do, for factors both internal
strengths and weaknesses as well as external potential opportunities and threats.
Usually a business, though it can be used for a place, industry or product. Using
environmental data to evaluate the position of a company, a SWOT analysis
determines what assists the firm in accomplishing its objectives, and what
obstacles must be overcome or minimized to achieve desired results: where the
organization is today, and where it may be positioned in the future.

A SWOT analysis is usually presented as a square with each of the four areas
making up one quadrant. This visual arrangement of the information provides a
quick overview of the company’s position. Although all the points under a
particular heading may not be of equal importance, there are some insights to be
had in seeing how the number of opportunities measures up to the number of
threats, and so forth.

When using SWOT analysis, an organization needs to be realistic about its good
and bad points. Analysis needs to be kept specific by avoiding gray areas and
analyzing in relation to real-life contexts. SWOT analysis should be short and
simple, and should avoid complexity and over-analysis, as much of the
information is subjective. Thus, companies should use it as a guide and not a
prescription.

Strengths
Describe what an organization excels at and separates it from the competition:
things like a strong brand, loyal customer base, strong balance sheet, unique
technology and so on. For example, a hedge fund may have developed a

Mohammed Basith Employability and Professional Development 11

 proprietary trading strategy that returns market-beating results; it must then
decide how to use those results to attract new investors.

Weaknesses
Stop an organization from performing at its optimum level. They are areas where the
business needs to improve to remain competitive: things like higher-than-industry
average turnover, high levels of debt, an inadequate supply chain or lack of capital.

Opportunities
Refer to favorable external factors that an organization can use to give it a competitive
advantage. For example, a car manufacturer may be able to export its cars into a new
market, increasing sales and market share, if tariffs in a country are substantially
reduced – the "opportunity" in this case.

Threats
Refers to factors that have the potential to harm an organization. For example, a
drought is a threat to a wheat-producing company, as it may destroy or reduce the
yield of the crop. Other common threats include things like rising costs for inputs,
increasing competition, tight labor supply and so on.

Personal SWOT analysis

Strengths
 The Higher National diploma consists of many subjects which I got helps
when doing this project.
 I have done many group activities in HND with different students who are
different in their acts and thoughts.
 From the subject “Employability and Professional Development” I have
gained following knowledge and benefits

 Learned how to handle discussions, meetings, agendas.

 Learned how to work with new software.

 Improved knowledge by searching through Internet.

 Learned how to organize a project.

 Learned how to write letters with different formats.

 Learned how to work with a team.

Mohammed Basith Employability and Professional Development 12

  Learned the responsibilities of different positions and leaders.

 Learned how to finish a project on time.

Weaknesses
 I did not know the formats of different letters I had to write in behalf of our
committee.

 I had a weakness on presenting something in front of a group of people

 I got nervous when I had to speak with authorized people, sponsors and
lecturers.

 I had a weakness when understanding other members’ ideas.

 I had a lack of knowledge in Budget handling side

 I was unable to write accurate English in formal ways.

Opportunities
 I had a chance to study “Employability and Professional Development” subject in
HND.

 I was employed as a Project Coordinator in an Organization.

 I got chances to work with different groups and teams when I am studying HND.

 I had many chances in communicating with Lecturers and Managers when doing
the project.

 I had a possibility in using Internet.

Threats

 Lack of communication within the team members – so it affected for a less

progress in the project.

 We did not get the permission from the ESOFT to hold the Film Festival as a fund
raising event.

Mohammed Basith Employability and Professional Development 13

 We had to put a great effort on arranging water for the car wash. – So it wasted
our time and energy unnecessarily.

Essential development areas

Fear to do new things
Currently, I feel like fear to do new things. And also, it should be a bad feeling in my
mind. Because of this, I have missed many opportunities and this is a black mark for
my career. I like to do something new. But with this feeling, I cannot do that. So, this
is my main weakness. So, I need to prevent this feeling. To preventing this, I have to
plan that new thing properly. Due to plan, it can be hold that feeling until finishing
planed thing.

Stress
In present, stress has become the main mental problem. In the society, we can see
many peoples are in stress due to many problems like poverty, drugs, jobs and so
many others. So, I also have stress in sometimes due to work loads. Actually, being
under pressure is always a normal part of my life. Because of stress, it impacts
physically and emotionally. Stress can be appeared in every moment of life and most
of facing challenges, worrying about something and also, even living in a regular life
can be caused. I can use few methods to avoid stress. First of all, I can identify and
understand the causes for the stress. This is very important step and without this step,
I cannot avoid stress. After identifying, I should have to plan all the tasks with time.

Anger and rapidity

I am a guy who with quick anger. This is another bad feeling of mind. When person
with anger, that person cannot think straight and at this moment, even his ability to
logical thinking decreases very much. Because, the anger is in that person`s mind.
Due to anger, that person cannot get direct decision properly. So, I have to avoid this
from my mind.

Rapidity is also another weakness of mine. Because of rapidity, I have missed many
chances and time. Time is very precious thing, but due to rapidity, it can be wasted. If
we finished some work very quickly, it is very good thing, but because of quickness,
that work can be messed up. That means, accurateness can be decreased due to
quickness. And also, sometimes, we have to make decisions quickly, but these

Mohammed Basith Employability and Professional Development 14

decisions can be inaccurate. So, these 02 things can destroy my professional and
personal life. So, I have to avoid them.

1.3 Devise a personal and professional development plan (PDP) based on

identified needs necessary to carry out tasks as a project coordinator

A personal Developments Plan (PDP) is a great tool to help you focus on

developing your career, supporting you in gaining the skills required to do so.
As part of your PDP you will be required to establish what your goals are and
how you are going to achieve them. Your goals should be personal to you,
aligned with the overall goals of the business and realistic. Most of all goals
should be SMART;

S- Specific
M- Measurable
A- Attainable
R- Relevant
T- Time bond

Specific
Your goal should be clear and specific, otherwise you won't be able to focus
your efforts or feel truly motivated to achieve it. When drafting your goal, try to
answer the five "W" questions and following shows them
 What do I want to accomplish?
 Why is this goal important?
 Who is involved?
 Where is it located?
 Which resources or limits are involved?

Measurable
It's important to have measurable goals, so that you can track your progress and
stay motivated. Assessing progress helps you to stay focused, meet your

Mohammed Basith Employability and Professional Development 15

 deadlines, and feel the excitement of getting closer to achieving your goal. A
measurable goal should address questions such as,
 How much?
 How many?
 How will I know when it is accomplished?

Achievable/ Attainable
Your goal also needs to be realistic and attainable to be successful. In other words, it
should stretch your abilities but still remain possible. When you set an achievable
goal, you may be able to identify previously overlooked opportunities or resources
that can bring you closer to it. An achievable goal will usually answer questions such
as:
 How can I accomplish this goal?
 How realistic is the goal, based on other constraints, such as financial factors?

Relevant/ Result-Oriented
This step is about ensuring that your goal matters to you, and that it also aligns with
other relevant goals. We all need support and assistance in achieving our goals, but
it's important to retain control over them. So, make sure that your plans drive
everyone forward, but that you're still responsible for achieving your own goal. A
relevant goal can answer "yes" to these questions.
 Does this seem worthwhile?
 Is this the right time?
 Does this match our other efforts/needs?
 Am I the right person to reach this goal?
 Is it applicable in the current socio-economic environment?

Time-bound
Every goal needs a target date, so that you have a deadline to focus on and something
to work toward. This part of the SMART goal criteria helps to prevent everyday tasks
from taking priority over your longer-term goals. A time-bound goal will usually
answer these questions:
 When?
 What can I do six months from now?

Mohammed Basith Employability and Professional Development 16

 What can I do six weeks from now?
 What can I do today?

1.4 Reflect on own development against original aims and objectives set in the
personal and professional development plan you have already developed on the
above section.
Long term goal is to make myself as an important part of the project coordinator
at the project as well as any kind of project, So that I need to develop certain
skills which will be assisting me to become an efficient team management
member. To make the project objectives, I need to coordinate with the team and
delegate responsibilities. In this task I have to explain my own aims and
objectives using personal development plan.

I achieved many things by developing a PDP for my project rather than just
doing the project and documentation the guidelines. Doing a project which we
have to complete during the diploma does not support us to be more successful
in this field. But when I developed the PDP it helped me to get to know who
really I am, what my values, beliefs and the purpose I wish to pursue.

According to PDP, I have identified and listed few weaknesses of mine in above
tasks. And also, I have synthesized it with SMART objectives. I have a small
fear to do new things. This is my first weakness and this will be a black mark
for my career life. With this, cannot develop my career life or personal life. I
like to do something new. But with this feeling, I cannot do that. So, this is my
main weakness. So, I need to prevent this feeling. To preventing this, I have to
plan that new thing properly. If I want to do new thing, first of all I have to plan
that. According to new thing, this can be different. But due to plan, I can track
the tasks which completed or not. And also, I can prioritize tasks according to
new thing using this plan. When planning, I need to find the ways to achieve
new thing easily. So, because of plan I can prevent this. While doing flood
relief, as the project coordinator, I had to organize the flood relief event.
Actually, I had not organized any kind of events or sessions. I felt like fear to
accept this project coordinator role. But I had to accept it and I completed this

Mohammed Basith Employability and Professional Development 17

 event successfully. So, secret of my success is planning. As I said, I planned the
main tasks and sub tasks also. Due to task plan, I could complete all the tasks
without procrastinations. And also, with this plan, I could prevent the fear,
because, I knew the tasks and how to achieve them.

I got a clear chance to improve my abilities, and correct my mistakes and weaknesses
which I had during the project time. Most important thing I improved is self-
awareness. After improving self-awareness, I got a clear sense on the things which I
wish to achieve from my life and career. Decision making becomes a lot easier
through the PDP. With the Personal Development, it improved, the sense of direction,
and the prioritization became easier, and got a clear image about my objectives. I
improved focus and effectiveness comes with knowing and playing to my strengths.

In order to the PDP, I have to manage my stress while I’m at home, office and my
studying institute. In my present situation, for many reasons, I feel pressured in my
office sometimes even at home. Stress mostly affects my mind and body, and I'm still
trying to control it. In some stressful situations, I can’t continue to work, get angry
and have a headache. And also, if I do a work in stress, it should be messed up.
Because of this, it wastes my time. This is one of the most important weaknesses I
must improve or I will not be able to take on a higher responsibility in the future.

And also, finally, I have anger and rapidity. These are other weaknesses of my mind.
When I am in an anger, I cannot do anything properly, even thinking. Because, anger
prevents other feelings. So, I have to practice anger reduction techniques. Rapidity is
also a bad feeling in my mind. Because of rapidity, I have made many problems.
Therefore, I have to re check, when work is finished.

When an individual develops a development plan for himself then he even sets the
various aims and objectives along with it. These objectives and aims divide and break
the aim into simpler short term goals that could then be achieved easily. Learning is
encouraged against the aims and objectives. This kind of a learning process helps in
the achievement of the developmental plan and working on the areas that have to be
developed and worked upon. Unless an individual develops the objectives and aims,
he will never have the clarity on the areas that are still to be worked upon and
developed. The table or the developmental chart should have the aims and objectives
written along with them. Unless there is a set target, the person would not be able to

Mohammed Basith Employability and Professional Development 18

concentrate and develop on the areas and the points that have to be developed in an
individual.

2 Appendix 2

3 Appendix 2

01. Project Theme and Logo

02. Car Wash photos

03. Permission requesting letter to RDA

04. Permission letter from RDA

05. Permission requesting letter to Gampaha Police Station

06. Water requesting letter to Dominos

07. Leaflet for Car Wash

08. Group photo of people who goes team’s special thanks.

09. Car Wash Banner painting photos

Mohammed Basith Employability and Professional Development 19

01. Project Theme and the Logo

Figure 1

02. Car Wash Photos

Figure 2

Mohammed Basith Employability and Professional Development 20

 Figure 3

Figure 4

Figure 5

Figure 6

Mohammed Basith Employability and Professional Development 21

03. Permission requesting letter to Road Development Authority (RDA)

Figure 7

Mohammed Basith Employability and Professional Development 22

04. Permission letter from Road Development Authority

Figure 8

05. Permission requesting letter to Gampaha Police Station

Mohammed Basith Employability and Professional Development 23

 06.
L

Figure 9

eaflet for the Car Wash

Mohammed Basith Employability and Professional Development 24

 Figure 10

07. Water requesting letter to the Dominos

Mohammed Basith Employability and Professional Development 25

Figure 11

08. Group photo of project team

Mohammed Basith Employability and Professional Development 26

 Figure 12

09. Car wash Banners Paintings

Figure 13

Figure 14

4 Annexure 03
4.1 Project Proposal

Mohammed Basith Employability and Professional Development 27

 Proposal for the donation of “Buddhist Children
Development Centre” – 2015

ESOFT Metro Campus – Gampaha

HND in Computing and System Development

Batch – 001

Contents

About US

Project Specification

Decided Events

Estimated Budget Proposal

Estimated Timeline

Mohammed Basith Employability and Professional Development 28

About Us
We are the first batch of Edexcel HND in Computing and System Development at
Esoft Metro Campus Gampaha Branch with seven students. Our course started on 31 st
August, 2014 and now we are on 3rd semester of the course with so many
improvements.

Organizing Members
 Aruna Ranathunge
 Daham Athauda
 Krishan Sudeepa
 Thisum Dulanga
 Mohamed Basith
 Lakmini Wijenayaka
 Dinesha Neththasinghe

Buddhist Children Development Center

Mohammed Basith Employability and Professional Development 29

Buddhist Children development center locate in No: 161, Ihalagama, Gampaha and
shelter for thirteen innocent children. All of them are attending to school.

Project Specification
Objectives of the Project
 The children in the Buddhist Developing Centre did not have good library
facilities. Tables which used to study were broken and not usable.
 All of these children are not in good mind about their future. And they need more
love and happiness. Therefore, we can arrange some events for make them happy
for at least few hours.

Project Solutions
 Repair the library of the children’s home.
 Repair two Personal Computers in the Children’s home.
 Visit ‘Saniro Dream Paradise’ with the children.
 Improve and motivate children’s mind for a better future.

Project Requirements
 Fund for repair the tables, buy tickets of Saniro Dream Paradise.
 Carpenters for repairing tables.
 Transport for the children.

Decided Events

Car Wash

 Organize for collect funds

Mohammed Basith Employability and Professional Development 30

  Plan to held on 30th August, 2015

Film Festival

 Organize for collect funds

 Plan to held on 06th September,2015

Visit Saniro Dream Paradise

 Organize for entertain the children

 Plan to held on 19th September 2015

Handover the Repaired Equipment

 Plan to held on 20th September 2015

Estimated Budget Proposal

Estimated Income

Mohammed Basith Employability and Professional Development 31

 Estimated Expenses

Mohammed Basith Employability and Professional Development 32

Estimated Timeline

Mohammed Basith Employability and Professional Development 33

5 Task 2
Present on methods you have used to communicate in a variety of styles and
appropriate manner at various levels of stakeholders of the project.

Figure 15

Mohammed
Figure 16
Basith Employability and Professional Development 34
Figure 17

Figure 18

Mohammed Basith Employability and Professional Development 35

Figure 19

Figure 20

Mohammed Basith Employability and Professional Development 36

Figure 21

Figure 22

Mohammed Basith Employability and Professional Development 37

Figure 23

Figure 24

Mohammed Basith Employability and Professional Development 38

Figure 25

Mohammed Basith Employability and Professional Development 39

Figure 26

Figure 27

Figure 28

Mohammed Basith Employability and Professional Development 40

Task 3
3.1 Analyze team dynamics, discussing the roles people play in a team and how
they can work together to achieve shared goals expected to achieve through
carrying out the project

What is a Team?
A group of people organized to work together to achieve one or many goals.

What is Team dynamics?

Team dynamics are the unconscious, psychological forces that influence the
direction of a team’s behavior and performance (Team technology,2016)

Team Type
Formal Task Group

Impact of team dynamics

• Know your team.

• Tackle problems quickly with good feedback.

• Define roles and responsibilities.

• Break down barriers.

• Focus on communication.

• Pay attention.

Know our Team

As a leader, we try to guide the development of our group. It is important to
identify positive and negative group roles, and to understand how they could
affect the group as a whole. This will also help us to plan how to deal with
potential problems. When we understand these, we'll be able to pre-empt
problems that could arise, including issues with poor group dynamics.

Mohammed Basith Employability and Professional Development 41

Define Roles and Responsibilities
Teams that lack focus or direction can quickly develop poor dynamics, as people
struggle to understand their role in the group. Create a team charter and defining the
group's mission and objective, and everyone's responsibilities as soon as we form the
team. Always we make sure that everyone has a copy of the document, and remind
people of it regularly.

Tackle Problems Quickly

If we notice that one member of our team has adopted a behaviour that's affecting the
group unhelpfully, act quickly to challenge it. Provide feedback that shows our team
member the impact of him/her actions, and encourage him/her to reflect on how
he/she can change her behaviour.

Focus on Communication
Open communication is central to good team dynamics, so we should make sure that
everyone is communicating clearly. Include all of the forms of communication that
our group uses emails, meetings, and shared documents, for example to avoid any
ambiguity. If the status of a project changes, or if group have an announcement to
make, let people know as soon as possible. That way, we can ensure that everyone has
the same information.

Campaign Activities
• Appointed a new committee

• Appointed committee members

• Held meetings

• Designed a team badge

• Held a Car Wash

Mohammed Basith Employability and Professional Development 42

Team roles and their outcomes
• President – Thisun Dulanga

• Secretary – Dinesha Neththasinghe

• Treasurer – Aruna Ranathunga

• Group badge & T-shirt design and preparation – Krishan Sudeepa

• Project proposal preparation – Aruna Ranathunga

• Arranging transport – Daham Athauda

• Video and photography – Thisun Dulanga

• Event organizers – Lakmini Wijenayake, Dinesha Neththasinghe

• Web handling – Krishan Sudeepa

• FB Page Handling – Daham Athauda

Team Role of President

President always guided us to do our job well. He always tried to motivate us and
inspire us when we fall. He warmed us up with creating enjoyable work environment.
He is a humble man. He always listens to team members' feedbacks and monitor their
participation. He was the big hand to the team as he often communicates clear
instructions to team members and manage the flow of operation well.

Team role of Secretary

Responsible for ensuring that accurate minutes of meetings and maintaining accurate
documentation and ensuring that the records are made available when required.
Secretary had to send out necessary notices for meetings and ensure that proper
information about the schedule of next meeting and upcoming events. Secretary was
authorized to sign or countersign cheques, correspondence, reports, or other
documents on behalf of team as well.

Mohammed Basith Employability and Professional Development 43

Other Team roles and their outcomes

• Treasurer
• Advise on the organization's fund raising strategy
• Ensure effective monitoring and reporting
• Prepare and present budgets for new or ongoing works

• Group badge and T-shirt design and preparation

• Design and take the responsibility for the group badge.

• Video and photography

• Responsible for taking photos & videos

• Event organizers (t-shirt, game fiesta, bookmarks)

• Responsible for organizing each events successfully.

• Project proposal preparation

• Prepare and maintain the project proposal

• Arranging transport
• Responsible for arranging transports

Individual/Team Performance
First of all, the project team appointed committee members. The project was designed
to be carried within a short period of time. The detailed description clearly stated the
start date and the end date for this project. Taking all these into consideration, all the
members decided to hold a few meetings with the crew. Several meetings were held
in order to understand and familiarize ourselves with the staff. Furthermore, these
meetings also helped the crew to publish their ideas, views and opinions about the
project to make it a success. The meetings aided us immensely in understanding each
and every individual, their views and their potential to make the project a success.
Each member of the group was different and with a variety of individual opinion
which facilitated me to improve myself as well as enhance the project.

Mohammed Basith Employability and Professional Development 44

3.2Alternative ways to complete tasks and achieve goals
• Different tasks were planned to be done via this project

• Repair computers, TV antenna, broken windows

• Provide library books and a cupboard
• Provide stationary materials for the students

• Different fund raising events were planned to be conducted

• Car wash

• If we are going to repair computers, TV antenna and broken windows, we

cannot allocate money as repairing cost is higher. So it was rejected. Providing
stationary materials for the children will be useless as most of the people who
help to the orphanage are doing same thing. If we do something it would be
even a little bit unique. Then finally; Repair library tables and personal
computers was selected. When we went into the library, we saw broken tables
were there. So we realized they want not only books but also good tables. All
the members agreed to do this task as the cost we have to find is not high as
well.

• There are 7 students in our class and each student agreed to hold only an event
to raise money for the charity event. Car wash was the event we did. Car Wash
was a successful one and got the expected money. It was really successful with
a good management. Then we found our expected fund easily.

Mohammed Basith Employability and Professional Development 45

 Task 04
5.1 Review different tools and methods your team could use to devise a
realistic solution to an identified community problem.
As the HND 001 batch, we had to solve some community and social problem as
a project of employability and professional development subject. Therefore, we
discussed about many community problems. After discussing with members we
came to a point to observe every listed community problem and selected one
which we can go ahead with this project.

After observations our team selected to support the children who are living in
children’s home around our city. We had problems from start of this project,
due to lack of experience. But, we succeeded.

Before talking about problem analysis and solving methods and techniques, we
should have to get an exact idea whether what is the problem. We can divide
problems into few categories like community, environmental, society, business
and others. Problems can be arisen suddenly in any moment and any time.

What is the problem?

A problem is an issue or obstacle which makes it difficult to achieve a desired
goal, objective or purpose. It refers to a situation, condition, or an issue that is
yet unresolved. In a broad sense, a problem exists when an individual becomes
aware of a significant difference between what actually is and what is desired.

Problem Analysis and Techniques

Identifying the important elements of a problem situation by analyzing relevant
information, framing problems, identifying possible causes, seeking additional
needed information, framing and reframing possible solutions, exhibiting
conceptual flexibility, assisting other to form reasoned opinion about problems
and issues. Following shows the analysis tools.

Mohammed Basith Employability and Professional Development 46

 Fishbone diagram
Fishbone Diagrams also referred to as cause and effect diagrams, are a problem
solving and fault-finding tool which dissect an issue or problem into a standard
four contributing sources approach. Fishbone diagrams get their name from their
close resemblance to fish bones.

 05 Whys
The 5 Whys problem solving technique uses a very simple iterative approach in
analyzing and attempting to find the root cause of a problem. The concepts consist
of defining the problem in a problem statement first and then asking why is this is
the case, or why is the problem what it is. This technique is sometimes approached
in a team environment and can involve brainstorming as an idea generation
process to identify potential causes.

 Root cause analysis

Root cause analysis is referred to the process of analyzing effects and symptoms
of a process and tracing theses failures and issues back to their root causes of why
they eventuated and what actually caused the problem in the first place.

 Pareto principle and charts

Pareto problem analysis and Pareto charts are based on the Pareto principle which
is named after Italian economist Vilfredo Pareto. The application of the Pareto
principle in problem solving and analysis can provide a great starting point with
simple data analysis of process, plant failure or production data to provide an early
insight into problem causes and effects without intense or complex analysis.

 Process flow charts

A process flow chart is a process analysis tool which maps out a process and its
steps through a set of standardized flow chart symbols. The process flow chart is
an initial step in process re-engineering and continuous improvement that help
understand the different process steps, the sub-steps within these and the nature of
these steps. It is a similar approach to value stream mapping where the value
stream of a product or service is mapped from raw materials to customer
distribution.

Mohammed Basith Employability and Professional Development 47

Mostly we use 05 whys technique get an exact idea about raised problems. Because
through this technique we can identify the real problem quickly. If we want to cure
the wound quickly, we have to medicate the root of the wound. Like that, we have to
find the problem quickly and after that we can get the actions for the identified
problem. Using this problem analysis technique, we can ask ‘Why’ in every problem.

When we were discussing to select the community problem, we use this, because,
after suggesting this community problem, I also thought ‘Why we are giving things to
them?’ After that I could get the answer for that question. So, as a project coordinator,
I accepted the suggested humanity problem.

After selecting this problem, we wanted to know, ‘What are we offering to them?’
Team mates introduce various things that refugees need. We decided to donate
essential school requirements for the children in order to develop their education side.

We used process flow chart to identify the main process of this project. When we
were preparing the project plan, this technique helped us to identify main process of
the project and actually this is a problem analysis tool, but this also helped us to
complete above process. And also, process flow chart is a problem analysis tool and
we could identify the problems among processes of the main plan.

Mohammed Basith Employability and Professional Development 48

4.2Developing an appropriate strategy for resolving the community problem.
Problem Definition

Problems are part of life. They go together with being alive. And every
community has problems, too; they go together with being a community. That’s
just a fact of community life.

Analyze the problem

As we observed roughly, we got to know different community problems which
people around us in the society face in their daily routines and life. According to
the project we had to select a community problem and develop the project in
order to find solution for the problem. Project plan is the main and basic
document of all kind of projects. It describes about all the tasks and how to
achieve the noted tasks. Before starting the period, we proposed to select a
president, secretary and a treasurer for take the main responsibilities in this
project. We all get started conducting this project with a good team spirit.

Strengths
 Improve our teamwork and organizing skills.
 Ability to take quick decisions.
 Because of this project, it improves the leadership and planning skills.

Weaknesses
 Less experience of the planning and organizing the project.
 Minimal facilities.
 Lack of time.

Opportunities
 Make happiness at least few moments.

Threats
 Time management
 Cost management
 Risk management

Mohammed Basith Employability and Professional Development 49

Getting and analyzing solutions
With our batch members, firstly following community problems were listed by
considering their ideas;
 Lack of class room facilities in a rural school.
 Selected students from rural areas those who couldn’t buy school requirements.
 Less facility elder’s home.
 Less facility children’s home.

After discussing with members we came to a point to observe every listed community
problem and selected one which we can go ahead with this project.

After observations our team selected to support the children who are living in
children’s home around our city

Goals
 Find budget.
 Select a place to distribute items.
 How to distribute items.

Objectives
 Make a balm for them at least a small time.

Problem solving method

 We decided to donate essential school requirements for the children in order to
develop their education side.
 As we noticed some broken computers and tables, we decided to make them
repaired or replace in order to develop their computer skills.
 We supposed to donate sports items such as bats, balls, wickets and other
necessary things in order to develop their physical skills.
 In order to give a mental satisfaction, we decided to take children for an outing to
play games and do some relaxation activities.

Approvals
First of all, we discussed with our lecturer about our selection and he liked it. But he
mentioned the time and cost limitations of the project. But with our explanation, he
decided that we can make it. After that we gave project proposal and he accepted it.

Mohammed Basith Employability and Professional Development 50

Collecting Budget

Budget Proposal

Figure 29 Budget Proposal

Mohammed Basith Employability and Professional Development 51

Donations for the project

Figure 30

Figure 31 Other Donations

Mohammed Basith Employability and Professional Development 52

 Buddhist Children Home - EXPENSES

Figure 32

Mohammed Basith Employability and Professional Development 53

Comparison - EXPENSES

Figure 33

Comparison - INCOME

Figure 34

Mohammed Basith Employability and Professional Development 54

Time Scale analysis for the solutions

Figure 35 - Time Scale analysis for the solutions

Mohammed Basith Employability and Professional Development 55

5.2 Evaluate the potential impact on the community by implementing the
project.

Why we should help orphans?

Because these children have no one, they are often the most vulnerable to being
brought up in lives of crime, sold off into slavery and so on. They are the most
vulnerable, because they are children, these children will make choices solely
out of necessity. Just like anyone, they will do what they need to survive. That’s
a decision a child should not have to make at such a crucial age. We care for
orphan children because, they are the future, they are vulnerable, and most
importantly, because they are children.

No human is ever born with a guarantee of a happy, healthy life. However, there
are a great many children who are born into loving homes in which they will
have the chance that every child deserves. There has never been a single orphan
child born, that chose or deserved their status as a child without parental care.

Repairing broken tables and Computers

Figure 37
Figure 36
Visit Saniro Park
Figure 38

Figure 39

Mohammed Basith Employability and Professional Development 56

Figure 40
 Figure 41 Figure 42

Outcomes of the Project

We repaired the broken tables and computers at the Children’s home and handover
them.

Mohammed Basith Employability and Professional Development 57

Figure 43
In order to give a mental satisfaction, we decided to take children for an outing to play
games and do some relaxation activities. We took them to “Saniro” Park did let them
enjoy the day.

Figure 44
Figure 45

Mohammed Basith Employability and Professional Development 58

 Figure 46
Figure 47

Figure 48
Figure 49

Figure 50
Figure 51

Figure 52 Figure 53

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Figure 54 Figure 55

Figure 56 Figure 57

Figure 58

Funds collecting for the Solutions

Most hard working part in the project was fund collecting. For this we decided to plan
two events for collects funds by referring our cost analysis which we prepared for the
solutions we noticed.

We arranged following events as fund collecting methods.

 Car wash - (Estimated Income- Rs. 20000.00)
 Film Festival - This event was not taken place due to some issues.

Mohammed Basith Employability and Professional Development 60

Firstly, we held the car wash event in order to collect funds. After the event when we
compared our income with the cost analysis we came to a point that the collection is
sufficient for our work. So we did not raise a film festival in this project. Another
issue that came up is we did not get the permission from the lectures because holding
a film festival will be disturb to institutes students who are studying on that period.

Car wash

Figure 59
Figure 60

Figure 61 Figure 62
6
Appendix 1
6.1 Gantt Chart

Mohammed Basith Employability and Professional Development 61

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