COLLEGE OF COMPUTER STUDIES

Columban College, Inc. Olongapo City 2200

CCS Students Conference

A Project Plan Submitted In Partial Fulfillment of the Course Requirements in Project Management
Submitted by:

Vincent Hernandez Jonna Marie Pagaura Hezelle Grace Alcorano Samantha Nicole Laureto Julian Dumlao Klarren Zita
Submitted to:
Ms. Gemma Tapado
Professor

Submitted on:
March, 15, 2012

COLUMBAN COLLEGE, INC.

#1 Mt. Apo Street. East Tapinac, Olongapo City, Philippines

College of Computer Studies

CHAPTER 1 PROJECT OVERVIEW 1.1 Project Name: College of Computer Studies (CCS) Students Conference 1.2 Project Description:
We chose this project because we may have noticed that when youre explaining something you've learned to a friend, you begin to understand it better yourself. This happens because, when you explain an idea, you need to think more deeply about it. Studying with others in a small group is helpful because you can think out loud, share ideas and learn from one another. In an effective conference, you and other students hash out lesson materials together explaining concepts, arguing about them, figuring out why one person's answer differs from another's and in the process, you most likely learn more than you would have studying by yourself. In this conference you can also share all your problems regarding your professors, family, love life, subjects and other related problems. Our team will be the one who will get or invite some expert in the terms of counseling.

1.3 Sponsors Name: College of Computer Studies in Columban College 1.4 Project Manager: Vincent S. Hernandez 1.5 Team Members:
Jonna Marie Pagaura Hezelle Grace Alcorano Samantha Nicole Laureto Julian Dumlao Klarren Zita

1.6 Deliverables of the Project:

Documents or reports happen in the conference like complaints, learning and shared ideas. Recommendation Accomplishment report and Financial report Feedback report
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COLUMBAN COLLEGE, INC.

#1 Mt. Apo Street. East Tapinac, Olongapo City, Philippines

College of Computer Studies

A letter of complaints that will send to a concern individual (if necessary).

CHAPTER 2 PROJECT ORGANIZATION

President
Vice-President

Secretary

Organizer

Representative

Guidance Counselor

Facilitator

Finance

Facilities

First Year

Family Problem

Web
Development

Auditor

Delegates

Second Year

School Problem

Programming

Treasurer

Third Year

Other Problem

Networking

Fourth Year

Other Subject

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2.1 Organizational Chart

COLUMBAN COLLEGE, INC.

#1 Mt. Apo Street. East Tapinac, Olongapo City, Philippines

College of Computer Studies

2.2 Project Responsibilities

The one who will lead and responsible for the planning, executing and overseeing all phases of a job for the project. Ensure the project meets established standards and goals. If problems arise, He/she intercedes to resolve them or to develop alternate solutions to keep the project on track. To preside over a regular meeting about the project. Call for a special meeting if necessary. Help the President on matters where his assistance is required To take over the functions of the President if ever his/her office is vacated by reasons of permanent absence,

President

Vice President

resignation, suspension, impeachment, death, and physical or mental disability. To perform all other functions relatives his duties and responsibilities. Shall keep the minutes of all the meetings. Shall issue notices, letter and reports as may be necessary in connection with the acts and undertakings of the project. Performs such other duties as ordered by President. He is responsible for replying to all queries raised by the delegates and make sure that all events are taking place smoothly. He is responsible for making a proper plan in which event organizer specifies all necessary points like budget, venues and staff member. He is responsible for managing all other services like preparing multimedia equipment that will use in presentation.

Secretary

Organizer

Representative
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The representatives shall inform the CCS Students about the

COLUMBAN COLLEGE, INC.

#1 Mt. Apo Street. East Tapinac, Olongapo City, Philippines

College of Computer Studies

project. To advertise the events so that the event would be promoted at highest rank. Help the organizer on matters where their assistance is required. She/he needs to contact a guidance counselor that; Help any student in need of academic, social and emotional assistance Review strategies and interventions in the conference Assist student with personal, family, educational, mental health, and career decisions and problems Overall function is to talk to students, give advice, listen to problems, help students develop coping skills and learn to become good problem-solvers and decision-makers on their own. Consult with teachers and parents to plan appropriate services for every students To select a speaker or anchor, of different fields in IT and other subjects.

Guidance Counselor

Facilitator

Responsible for communicating with the president and selected speaker to finalize the conference. Responsible for the flow of the conference They will be the one who will collect payment for the delegates as agreed with the board members. Ensure that all finances are properly administered and monitored including credit control.

Finance

Shall render detailed reports of the receipts and the expenditures during the meeting of the organization. Prepare and review detailed budgets for approval by the president. Perform such other duties as may be directed by the President.

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COLUMBAN COLLEGE, INC.

#1 Mt. Apo Street. East Tapinac, Olongapo City, Philippines

College of Computer Studies

CHAPTER 3 PROJECT PLAN MANAGEMENT PROCESS

3.1 Management Objective Reinforce note-taking. If your notes are unclear, you can ask a member of your study group to help you fill the gaps. Share talents. Each person brings different strengths, such as organizational skills, the ability to stick to a task or a capacity for memorization. Cover more ground. Group members may be able to solve a calculus problem together that none would have solved alone. Benefit from a support system. Members often have common goals, such as good grades. Each persons work affects the other members, which results in making members supportive of one another. Socialize. It's more fun to study with others; the give-and-take makes it more interesting. And because it's more fun, you spend more time studying! Guidance. To help any student in need of academic, social and emotional assistance. help students develop coping skills and learn to become good problem-solvers and decision-makers on their own

3.2 Project Control

3.2.1 Team Status Meetings Regularly scheduled meetings for all members of a project team or sub-team at which individual status reporting is one of the standard agenda items. 3.2.2 Topic Request The document used to record any (and every) request of topic from the students during registration period. 3.2.3 Schedule of Conference This will schedule once or twice a semester maybe mid and before finals.

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COLUMBAN COLLEGE, INC.

#1 Mt. Apo Street. East Tapinac, Olongapo City, Philippines

College of Computer Studies

3.2.4 Financial Status Over-all expenses of the Project as well as the total amount to be collected to the delegates. 3.2.5 Conference Status Reporting Documents the accomplishments for the conference period, the problems (if any) that have arisen, and suggestions for dealing with the problems.

3.3 Project Staffing

Role

Name

Skills Required
Leadership Skill Political Skill

President

Vincent Hernandez

Organizational Skill Communication Skill Project Management Leadership Skill Political Skill

Vice-President

Klarren Zita

Organizational Skill Communication Skill Project Management Writing skills Technology Skills Interpersonal Skills Attention to Detail Multi-Tasking Skills Research skills Marketing Skills Time Management Problem Solving Skills Multi-Tasking Skills

Secretary

Samantha Laureto

Organizer

Jonna Pagaura

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COLUMBAN COLLEGE, INC.

#1 Mt. Apo Street. East Tapinac, Olongapo City, Philippines

College of Computer Studies

Decision Making Method Interpersonal Skills Communication Skills Relationship-Management Representative Julian Dumlao Skills Interpersonal skills Multi-Tasking Skills Marketing Skills Negotiating Skill Guidance Counselor Hezelle Alcorano Interpersonal Skills Intrapersonal Skills Communication Skills Communication Skills Facilitator Vincent Hernandez Klarren Zita Interpersonal Skills Relationship-Management Skills Problem Solving skills Budget Management Skills Finance Julian Dumlao Hezelle Alcorano Expense Analysis Financial Planning Strategic Planning

3.4 Risk Management Risks

Team members Availability

Probability
High available event.

Response
Ensure that all team members are during the meeting, strategic planning and actual date of Ensure the Project Sponsor and

Insufficient participation from the Sponsor and delegates or participants. High

participants

are

aware

of

the

importance and objectives of the

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COLUMBAN COLLEGE, INC.

#1 Mt. Apo Street. East Tapinac, Olongapo City, Philippines

College of Computer Studies

project. These concern the effective management and control of the Financial High finances of the organization. We need to ensure that there is a budget for the project. Ensure that the invitation will be send to them a week/month prior Availability of the Speaker and Guidance Counselor High the projects in order for us to know their response and as in case they are not free we will have time to invite others. Availability of the Classroom, multimedia equipments and others High Ensure that the reservation of the needed facilities and equipment will be approved a week prior to the date of the event.

3.5 Technical Processes

Planning- We need to plan what particular topic we will open and obviously the time, objectives and the flow of event. Inviting- We need to send invitations for the speaker and for the guidance counselor. Requesting- Request of the facilities and equipment that we will us to the event in order for us to lessen the expenses. Promoting- We need to promote our project or event in order for us to have a delegates.

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COLUMBAN COLLEGE, INC.

#1 Mt. Apo Street. East Tapinac, Olongapo City, Philippines

College of Computer Studies

CHAPTER 4 PROJECT SCHEDULE 4.1 Summary Schedule

The Conference will be holding twice a semester maybe on the month of August and September. This is the best month that the students needs a project like this one to share their problems and ask for a help regarding their subjects.

4.2 Detailed Schedule

Schedule
A. Planning B. Determine a Budget C. Promoting D. Request for Facilities and Equipment E. Invite Speaker and Guidance Counselor F. Finalizing

Immediate Predecessors
A A, B A, B A, B A,B,C,D,E

Expected time or days

3 1 5 1 2 1

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COLUMBAN COLLEGE, INC.

#1 Mt. Apo Street. East Tapinac, Olongapo City, Philippines

College of Computer Studies

CHAPTER 5 PROJECT PLAN BUDGET 5.1 Summary Budget

The budget we will need for one day conference is around 1,000 pesos only in order for us to have money to be use to buy foods and gifts that we will give to the speaker and guidance counselor. Thats why we are going to ask 20 pesos registration fee for all the interested students of CCS.

5.2 Detailed Budget

Registration Fee: Php 25.00 per students Target Participants: 50 students Estimated Collection: Php 1,250.00 Estimated Expenses:

Facilities: Free by request Equipments (multimedia, white board marker and etc): Free by request Food (Lunch and Snack): Php 350.00 for 2 guests Gifts: Php 100.00 for 2 guests Misc.: Php 100.00

Total: Php 550.00

Estimated Savings or Funds: Php 700.00

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