Record Book 2.0Presentation Proposal

Jessica Stewart

Table of Contents

Project Definition

Requirements Document

Budgetary Needs

Vendor Selection Checklist

RASIC - Responsibility Matrix

Milestone Chart

Project Schedule (Subject to Change)

Quality Management Plan

Risk Matrix for Implementation

Risk Response Plan

Project Definition  

Project Title: 4‐H Record Book 2.0  Project Sponsor: Oklahoma 4‐H Youth Development  Project Manager: Jessica Stewart  Statement of the Need and Purpose: Science, Technology, Engineering and Math (STEM) is one of the mission mandates of National 4‐H and an emphasis has been placed on STEM‐related projects within 4‐H youth development programs. By creating 4‐H Record Book 2.0, an electronic social learning management system, 4‐H members will have a platform necessary to engage them in digital literacy while maintaining the 4‐H tradition of record keeping and communicating their project work to others.    Project Background: Current 4‐H Record Books contain approximately 10 pages of written report material, three pages of supporting photographs, and six pages of a member’s “4‐H story.” 4‐H Record Books are submitted annually for evaluation in the form of a hard copy version. STEM projects lend themselves to be more interactive when demonstrated, and many 4‐H members are involved in videography, digital photography, robotics and GPS mapping projects, all of which would benefit from more interactive presentation than words and pictures in a report form. In addition, an electronic social media learning engagement system will also introduce 4‐H members to digital literacy tools and creative expression, providing opportunities for them to learn 21st century skills including collaboration, visual and information filtering, intellectual capital, inventive communication, and results with real‐world application.     One issue the 4‐H Record Book 2.0 system will address is that of youth members keeping poor records to be able to complete their record book for evaluation. The 4‐H Record Book 2.0 system will contain a calendar for journaling project activities and events; a blog system for the member to reflect on learning and complete the “Reflect” portion of the 4‐H learning goal of “Do‐Reflect‐Apply;” and a status update option for 4‐H members to share their successes and ownership with others within the social learning network.    A second issue that 4‐H Record Book 2.0 will address is the use of paper resources and access to the 4‐H member’s record. Currently 4‐H record books are kept as hard copies in most Extension offices instead of being accessible online, thus wasting resources. In addition 4‐H members have software compatibility issues in using the Record Book template.   Finally, because the 4‐H audience lives predominantly in agricultural and/or rural areas, they may not have had opportunities to experience 21st century skills. This platform would introduce them into new avenues for growth.    

Goals and Objectives:   Goals: 

1) Create an accessible, safe online area for 4‐H project work reports 2) Provide a system that achieves STEM‐related objectives relating to digital 

literacy, expressive communications, and web 2.0 tools 3) Promote 21st Century skills such as collaboration, intellectual capital, and 

inventive communication  Objectives: 

1) Because 4‐H members will have access to 4‐H Record Book 2.0 at all times, 4‐H members can work on their record books throughout the year rather than compiling all of the information a month before the record book is due.  

2) 4‐H members can share their project work with other members within the system and serve as peer‐to‐peer resources. 

3) Record Book 2.0 will allow Educators to evaluate books and project work at any time due to the accessibility of the system . 

  Stakeholders: Stakeholders in the project include 4‐H members, 4‐H Extension Educators, 4‐H Volunteer Leaders, families of 4‐H members, local community organizations benefitting from 4‐H project work, and legislators who witness and experience 4‐H member project work.   Expected Benefits:   

1) For 4‐H Members: Members will have a secure location to store their 4‐H project records; members will have a social learning management system where they can share ideas for project work and collaborate on projects and club ideas to create synergy within 4‐H; members will be able to go beyond presenting only photographs and written material regarding their projects; members can learn from other 4‐H members if they are new to projects and need assistance in getting started; 4‐H members will learn more about the concept of digital portfolios 

2) For 4‐H Extension Educators: Educators can track progress of 4‐H member through their project work social learning network and evaluate 4‐H member work using evaluation tools and metrics built in to the 4‐H Record Book 2.0 system.  

3) For parents: Parents can track the work of their 4‐H member to ensure they are meeting project objectives and progressing within the 4‐H program 

 Project Deliverables:   

• A secure social learning network system available to 4‐H members, parents and Educators in the use of tracking project work and providing a system so records could be evaluated more efficiently 

 Scope Statement:   Approximately 300 senior 4‐H record book applicants and their parents would be involved in the system once implemented in addition to 77 county educators who would have viewing and comment access to 4‐H members in their respective counties.   Success Criteria: Success will be measured in terms of increased participation in record book entries, improved project records when evaluated, and increased number of creative project ideas.   Key Assumptions: For 4‐H members the assumption is made that each member has Internet access either at school, home, or within their local county Extension office. The assumption is also made that 4‐H members will become more engaged in reporting their project work as the system will provide a more familiar system in which many of the youth may be accustomed to due to their current use of social networking sites such as Facebook and MySpace.   Constraints:   

• Expertise: For the success of this project, additional help beyond the Oklahoma 4‐H computer programming staff will be necessary; 

• Time: Because of current 4‐H Record Book evaluation submission dates, the project must be completed before May 2012; 

• Budget: An Open Source networking system may have to be considered if budgetary constraints do not allow for new application development; 

• Resources: An Oklahoma 4‐H staff member or graduate assistant would need to be available once the system is implemented to provide “train the trainer” workshops and initial administration of the social learning network 

 Project Team Members: Jessica Stewart, project manager  Budget: A TIP Grant for $30,000 would provide some compensation for a graduate assistant as well as funds to develop a network platform or add to an Open Source social learning network already in existence.   Start Date: June 14, 2011  Completion Date: December 1, 2011     

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RequirementsDocumentMainFunctionsTheRecordBook2.0systemwillserveinthefollowingcapacities:

1. Asaintegratedsystemcombiningcalendar/journal,blog,statusupdate,audio/video,andsharingcapabilities;

2. Asanonlinerecordbooksystemdocumentinga4‐Hmember’sprojectwork;3. AsanevaluativetoolforExtensioneducatorsandparentstoassess4‐Hprojectwork;and4. Asaresourcefor4‐Hmemberstoconnect,shareandparticipateinpeer‐to‐peerlearning.

Enduserswillbeabletoperformthefollowingactivities:4­HMemberLogin

• Addcalendar/journalingentries;• Add/edit/deleteblogentries;• Providestatusupdateson4‐Hprojectwork,activities,oraskquestions;• Uploadaudio,photoorvideoentries;• Createdigitalpiecestopromotetheir4‐Hcluborproject;and• ShareworkwithpeersalsoregisteredontheRecordBook2.0system• Compileworkintoanelectronicportfoliotosharewithstakeholders

ParentLogin

• Viewandcommentoncalendarandjournalingentries• Addcalendarentries• Commentonblogentries• Commentonstatusupdates• Viewelectronicportfolio

ExtensionEducatorLogin

• Viewandcommentoncalendarandjournalingentries• Addcalendarentries• Commentonblogentries• Commentonstatusupdates• Viewelectronicportfolio• Evaluateelectronicportfolio• Uploadinstructionalmodulesbasedon4‐Hmemberprojects

UserCharacteristics PurposeofthesystemTheprimaryuserofthissystemwillbe4‐Hmemberswhoarebetweentheagesof9and19.Recordkeepingisatraditioninthe4‐Horganizationandcurrentlymemberskeeppaperrecords.Aproblemwithinthecurrentrecordkeepingsystemisthat4‐Hmembersfailtoactuallykeeprecords.Often,4‐Hmemberstakeareactiveapproachtorecordkeepingratherthanaproactiveapproach.Thatis,theyscrambletoproducearecordbookwhensomeonerequestsitversuskeepingtheirrecordbooksupdatedwithactivities.Theelectronicsystem,whichwouldprovidetoolsforthemtocontinuouslyupdatetheirprojectwork,learningactivitiesandeventsthrougha“socialnetworking”typeenvironment,wouldmotivatethemtousethesystemandkeeptheirrecordscurrentwhilealsoproducingacompleteportfolioreportatanytimeitwasneeded.

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AudienceAnalysis4‐Hmemberscomefromavarietyoflocations;nearly38%liveonfarms;43.8%liveintowns,citiesandnon‐ruralareaswithapopulationoflessthan50,000;and18.3%liveinurbanareasandcitieswithapopulationofmorethan50,000.DemographicscomeintoplayhereduetoaccessibilityofInternetservices,especiallyhighspeedandbroadbandservices.Thus,thesociallearningplatformusedwillneedtobefriendlyforthosestillondialupInternetaccess.SecondaryusersincludeparentsandExtensionEducators.ThisgroupgenerallyhasmoreaccesstohighspeedInternetservicesthroughtheirplacesofwork.Inaddition,thepossibilityofmobiledeviceaccesswillbeexploredandimplementedifpossible.Dependingonwhatsociallearningplatformisselected,usersmayberequiredtohaveanemailaddress.Themainobstaclewiththeenduserthatwillbeencounteredistheconceptofchangingfrompaperrecordstoanelectronicportfolio.Furtherconsiderations:

• Theenduserwilllearnhowtoinstalland/orusewebcamorvideocamerahardwareandthesoftwareassociatedwithitiftheychoosetoaddvideototheirelectronicrecordbook;

• Theenduserwilllearnhowtouseanexternalorinternalmicrophonetoaddaudiototheelectronicrecordbook;and

• Theenduserwilllearnhowtousethesystemthroughvideotutorial.GeneralConstraintsTheprimaryconstraintindevelopingthissystemisdeterminingwhatplatformwillworkbestfortheenduser.Additionalgeneralconstraintsmayinclude:

• Browsercompatibilityissues;• Learningcurveofusers;• Asecureloginsystem;eitherhttpsorSSLmustbeusedtomaintaintheintegrityoftheuser

informationstoredwithinthesystem;and• DevelopingasystemthatabidesbytheChildren’sInternetProtectionActthatisaccessible

bythoseunder13.AssumptionsandDependenciesIndevelopingthisproject,weassume:

• ThefinishedproductisdeliveredviaInternet;• Userswillfindthedeliverabletobeuser‐friendly;and• Userswillnotneedadvancedcomputerskillstocompletetasksusingthesystem.

Forthesuccessofthissystem,itisdependentupon:

• Anadministratorwhocanmonitorsystemusage,glitchesandpasswordsifneeded;• Acoordinatorwhocanprovidetrainingsifnecessary;and• VolunteerswhowillactaspilotsofthesystembeforeitisdeployedtotheOklahoma4‐H

community(approx.222,0004‐Hmembers).

SpecificRequirementsThissectionofthedocumentlistsspecificrequirementsforyourproject.Requirementsaredividedintothefollowingsections:

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1. Userrequirements.Thesearerequirementswrittenfromthepointofviewofendusers,usuallyexpressedinnarrativeform.

2. Systemrequirements.Thesearedetailedspecificationsdescribingthefunctionsthesystemmustbecapableofdoing.

3. Interfacerequirements.Thesearerequirementsabouttheuserinterface,whichmaybeexpressedasalist,asanarrative,orasimagesofscreenmock‐ups.

3.1UserRequirements

• Endusersmustknowhowtooperateacomputer;• Endusersmustknowbasiccomputerfunctionssuchasusingakeyboardandmouse;• EndusersmustknowhowtoaccesstheInternet;• Endusersmustknowhowtooperateandconfigureamicrophone,eitherinternalor

external;• Endusersmustknowhowtochoosetheirpreferredoperatingsystem;and• Endusersmustbefamiliarwithformsandinteractivewebsystems.

3.2SystemRequirements

• Thesystemmustallowreal‐timestatusupdatesandmicrobloggingfunctionality; • Thesystemmustbefunctionalonmobiledevices; • Thesystemmustbecapableofhandlingatleast1Mbpsbandwidthforinteractiveelements; • Thesystemmustbecapableofhandlingatleast480pofstreamingvideo; • Thesystemmustbecapableofcategorizingmembersbydistrict; • Thesystemmustbecapableofhandlingatleast128Kpsstreamingaudio;and • Thesystemmustbecapableofhandling15,000membersperdistrictatanygiventime.

3.3InterfaceRequirements

• Theinterfacemustbeeasytonavigateandcontaindropdowntoolbarstoprovideaccesstocalendar,blog,statusupdateandcommunicationsharingareaswithintheplatform;

• Theinterfacemustprovideanoptiontocompileinformationintoareportorelectronicportfolio;

• TheinterfacemustprovideevaluationtoolsormetricsforEducatorstoassessprojectgrowthandworkwithintheproject;

• Theinterfacemustbecompatiblewithallbrowsers;• Theinterfacemusthaveaneasytolocatehelpsystemsouserscaneasilyaccessvideo

tutorialsandothermodules;and• Theinterfacemustbeappropriatefortheaudienceinthatitissimpletouseandlooksclean.

June 16, 2011

Labor Estimated Actual Actual Cost BreakdownProject Manager $1,500.00 Graduate assistant $10,800.00 Total $12,300.00 $0.00

Equipment Estimated Actual

Computer server $8,000.00 $6,186.00External hard drive $300.00 $250.00Total $8,300.00 $6,436.00

Materials Estimated Actual

Stationery supplies $250.00 Photocopying/Printing $250.00 Postage $100.00 Total $600.00 $0.00

Fees, licenses Estimated Actual Estimated vs. ActualExternal evaluator $5,000.00 Total $5,000.00 $0.00

Training Estimated Actual

Food $1,000.00 Binders $160.00 Total $1,160.00 $0.00

Travel Estimated Actual

Transportation $300.00 Total $300.00 $0.00

Overhead costs Estimated Actual

None $0.00 $0.00Total $0.00 $0.00

Total Expenses Estimated Actual

$27,660.00 $6,436.00

ProjectName:RecordBook2.0System

$0.00 $2,000.00 $4,000.00 $6,000.00 $8,000.00

$10,000.00 $12,000.00 $14,000.00

Estimated Actual

0%

100%

0%

0% 0%

0% 0%

Labor Equipment Materials Fees, licenses Training Travel

Estimated Actual Profit vs. LossTotal income $32,750.00 $14,910.00Total expenses $27,660.00 $6,436.00

Total profit (or loss)

$5,090.00 $8,474.00

Event Budget for Event Name: PROFIT/LOSS SUMMARY

Project Name: Record Book 2.0 System

$0.00

$10,000.00

$20,000.00

$30,000.00

$40,000.00

Es,mated Actual

Totalincome

Totalexpenses

Start Date Completed RemainingProject Development & Research

6/30/11 9 13

System Development 7/2/11 0 150System Testing 11/2/11 0 60System Rollout to Pilot Counties

1/5/12 0 90

Launching to Oklahoma 4-H 3/5/12 0 380

Vendor Selection Checklist

Project Manager: Jessica Stewart  

Y=1, N=0Other

CommentsBlog Calendar Microblog

gingePortfolio Networkin

gPermissions-based

Security Metrics Reporting Educator Friendly

Youth Friendly

Elgg 4 Y Y N N Y N Y N N Fair Fair Y robust framework on which to build all kinds of social environments

Con: Programming structure looks challenging. Pro: Lots of plugins.

Open Source

SocialEngine 4 4 Y N Y N Y N Y N N Fair Fair N passionate about creating the world's best social network software

1 License per site; $250

Xoops 6 Y Y N Y Y N Y N Y Good Poor Y Ideal tool for community

Vague website Open Source

Mahara 8 Y N Y Y Y Y Y Y Y Great Good Y e-portfolio system with a flexible display

Interoperate w/Moodle; personal learning environment

Open Source

GoingOn 5 N Y N N Y N Y Y Y Fair Fair N enables academic institutions to deliver new, more engaging models of knowledge management and social collaboration

Lots of flexibility. Not designed as a learner-centered platform.

Unlisted - vague

Licensing Structure

UsabilityScore

Project  Name: Record Book 2.0 System

Vendors Features/Functions Other criteria of

importance

Company Philosophy

ResponsibilityMatrix(RASIC)

ProjectName: RecordBookSystem2.0

ProjectManager: JessicaStewart

JeffS. CarlH. DwayneH. CharlesC. SusanM.

1.1.Defineneed I I I

1.2Background I I

1.3Goals/Obj. I I A C

1.4.Deliverables S C A C

2.1Requirements C C A

2.2Vendor A

2.3.Schedule I I I I I

2.4.Milestones I

2.5ResponsibiliNes I I I I I

2.6OrganizaNon C C

2.7Budget A

3.1QualityPlan A

3.2RiskResponse C C R I

3.3Summary C C

3.4PresentaNon I I I I I

Key:R=Responsible,A=ApprovalRequired,S=SupportRequired,I=MustBeInformed,C=MustBeConsulted.

ProjectTeamMembersWBSElement

JamesT. 4‐HMembers Educators

S C

I

I S C

I C A

S

I

I

I I I

I

A

A

C C

I I

Key:R=Responsible,A=ApprovalRequired,S=SupportRequired,I=MustBeInformed,C=MustBeConsulted.

OtherStakeholders

8/10/1011/18/102/26/11 6/6/11 9/14/1112/23/11 4/1/12 7/10/1210/18/121/26/13 5/6/13 8/14/13

ProjectDevelopment&Research

SystemDevelopment

SystemTesBng

SystemRollouttoPilotCounBes

LaunchingtoOklahoma4‐H

StartDate

Completed

Remaining

Project Schedule 0

Record Books 2.0 SystemToday's Date: Monday

(vertical red line)

Project Manager: [42]

Start Date: Monday

[42] First Day of Week (Mon=2): 2

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1 Project Definition Jessica 6/06/11 6/10/11 5 100% 5 5 01.1 Define Need 6/06/11 6/10/11 1 100% 5 1 01.2 Provide Background 6/06/11 6/10/11 1 100% 5 1 01.2.1 What is the problem? 6/06/11 6/09/11 1 100% 5 1 01.2.2 What is a solution? 6/06/11 6/09/11 1 100% 4 1 01.3 Define Goals/Objectives 6/08/11 6/09/11 1 100% 2 1 01.4 Benefits and Deliverables 6/08/11 6/08/11 1 100% 1 1 02 Assignments - Week 2 Jessica 6/13/11 6/17/11 5 56% 5 2 32.1 Requirements Document 6/13/11 6/14/11 5 100% 2 5 0

2.2 Vendor Selection Checklist 6/13/11 6/15/11 5 0% 3 0 52.3 Project Schedule 6/13/11 6/14/11 5 100% 2 5 02.4 Milestone Chart 6/13/11 6/15/11 5 25% 3 1 42.5 Responsibility Matrix 6/13/11 6/15/11 5 0% 3 0 52.6 Project Organization Chart 6/13/11 6/15/11 1 25% 3 0 12.7 Budget 6/13/11 6/16/11 6 25% 4 1 5

3 Assignments - Week 3 Jessica 6/18/11 6/24/11 5 0% 5 0 53.1 Quality Management Plan 6/18/11 6/19/11 1 0% 0 0 13.2 Risk Response Plan 6/19/11 6/20/11 1 0% 1 0 14 Assignments - Week 4 Jessica 6/20/11 7/01/11 5 0% 10 0 54.1 Deliverable Summary 6/20/11 6/22/11 1 0% 3 0 14.2 Presentation 6/22/11 6/24/11 1 0% 3 0 1

1 Task Category 1 1/05/09 1/05/09 1 0% 1 0 11.1 Sub Task level 2 1/05/09 1/05/09 1 0% 1 0 11.2 Sub Task level 2 1/05/09 1/05/09 1 0% 1 0 11.2.1 Level 3 Task 1/05/09 1/05/09 1 0% 1 0 11.2.2 Level 3 Task 1/05/09 1/05/09 1 0% 1 0 11.2.2.1 Level 4 task 1/05/09 1/05/09 1 0% 1 0 11.3 Sub Task level 2 1/05/09 1/05/09 1 0% 1 0 11.4 Sub Task level 2 1/05/09 1/05/09 1 0% 1 0 1

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Jessica Stewart6/6/11

QualityManagementPlan

ProjectName:RecordBook2.0

LastUpdated:June19,2011

PurposeoftheQualityManagementPlanTheQualityManagementPlanguidestheactivitiesofOklahoma4‐HYouthDevelopmentstaffintheirdevelopmentoftheRecordBook2.0systemforOklahoma4‐Hyouthmembers,ExtensionEducators,parents,andstakeholders.Inaddition,theQualityManagementPlanestablishesstandardsforqualityofservicestothoseusingtheRecordBook2.0system.Theplanwillbeconsideredaworkingdocument,asitwillbeupdatedcontinuouslytoreflectchangeswithinthesystemasitevolves.ThepurposeofthisQualityManagementPlanistoprovide:

1.) Processesforassessment,remediationandwaystoimprovetheRecordBook2.0system;

2.) Indicatorsforwhichperformanceismeasured;and3.) Aworkplandocumentingcompletioncriteriathatleadstothesuccessofthe

project.MetricsandToolsTopromotethesuccessoftheRecordBook2.0system,severaltoolswillbeusedtoassesssystemqualityandfunctionality:

1.) Cyclesofusabilitytesting:TheRecordBook2.0systemwillbetestedbyrealusersforfunctionality,interest,andmotivation.Oncethebasicsystemhasbeendeveloped,itwillbereleasedasabetaversiontourbanandruralgroupsof4‐Hmembers,parents,andExtensionEducators.Usabilitytestingwillbetheprimarymethodusedthroughoutthedevelopmentprocessandwillbescheduledasfollows:

a. Firstusabilitytest:Betaversiontoselectedgroups(approximately50youthand5Extensioneducatorsineachofthefour4‐HdistrictsinOklahoma)estimatedNovember2011

b. Secondusabilitytest:Betaversionreleasedtopilotcounties(atleastfourcountiesselectedfromeachofthefour4‐HdistrictsinOklahoma),estimatedJanuary2012

c. Thirdusabilitytest:Finalversionreleasedto4‐Hsystem,estimatedMarch2012

2.) Internalauditbyprojectteammembersa. Oklahoma4‐Hstaff,includingtheState4‐Hprogramleader,thestatescience

andtechnologyspecialist,anda4‐Hdistrictprogramspecialistwilltestthesystembycreatingprofiles,addingtheirvitaastheir“e‐portfolio.”informationandcreatinganduploadingatesttutorialvideo.Infamiliarizingthemselveswiththesystem,theywillbeawareofhowthesystemoperatesandcanbeusedasaresourceforfuturetestingandassessment.

3.) Externalauditbyanotherstate4‐Horganization

a. Texas4‐Hstateand/ordistrictstaffwillbeaskedtotestthesystemforfunctionalityandpracticalityandwillbeprovidedachecklistwithwhichtoevaluatethesystem.Theywillbeencouragedtoaddadditionalchecklistcriteriaifneeded.

4.) Pilotcountyreviewsa. ThepilotcountiesselectedforbetatestinginJanuary2012willbeaskedto

provide3‐monthreviewsofthesystemonceimplemented.Countieswillbeprovidedachecklistwithwhichtoevaluatethesystemaswellasbeaskedtoprovidefeedbackonfunctionality,practicalityandwhetheritismeetingthegoalsofthetraditionalrecordbooksystem.

5.) V‐methodapproacha. Thev‐methodapproachwillbeimplementedtoensurethevalidationand

verificationofeachdeliverableandinterimdeliverablecreated.Thev‐methodfortheRecordBook2.0systemisshownbelow.Lowerordertestingincludestheunitdevelopmentandtestingprocessesandhigherordertestingincludesthecyclesofusabilitytesting,internalandexternalaudittestingandpostimplementationassessment.

Postimplementationassessmentthroughpilotcountyreview

Cyclesofusabilitytesting/useracceptance

Internalsystemtesting

Internalandexternalaudittesting

Successcriteriaandmeetingprojectgoals

Unitdevelopment/testing

Organizationrequirementsandensuringusabilityandcompletenessofsystem

Useracceptance/evaluation

Systemdesignspecifications

Meetmodule(blog,calendar,etc.)specifications

CompletionCriteriaDeliverablereadinessfactors:

• Lowerordertestingstageo Unitdevelopmentandtesting:Interimdeliverableisreadywhen75percent

ofthefeaturesandfunctionsofthesystemaredevelopedandimplementedintotheRecordBook2.0system.Testingwillincludefunctionalityofthefollowingunits:Calendar,blog,statusupdate/microblog,audioupload,videoupload,trainingmoduleupload,reportingfunction,digitalexpressionfunction;sharingfunction

o Internalsystemtesting:InterimdeliverableisreadywhenmockrecordsenteredarestoredproperlywithinthePHPorSQLdatabasesystemandcanbeaccessedaccordingly.Recordsarenumberedcorrectlyandnoissuesuchasoverwritingrecordsortruncationofinformationispresent.

• Higherordertestingstageo Cyclesofusabilitytesting:Interimdeliverableisreadywhentestgroups

assessthebetaversion,explorethesystemandprovidefeedbackintheformofsurveysdistributedthroughSurveyMonkey.Aresponserateofatleast50percentmustbereceivedbeforeresultswillbeassessedandtestingprogresses.

o Internalandexternalaudittesting:Interimdeliverableisreadywhenbothinternalandexternalauditshavebeencompletedandcorrectionshavebeenimplementedintothesystem.

o Pilotcountyreviewandassessment:Deliverableisreadytobeimplementedtothestatewidesystemoncepilotcountieshavereturnedtheir3monthusabilityreportsandchecklistsinMarch2012.Expectedresponserateis80percent.

Onceallfeedbackhasbeenevaluatedandchanges,ifnecessary,havebeenmadetothesystem,itwillbereadytolaunchatthestatewidelevel,estimateddateApril2012.Oncethesystemhasbeenimplemented,successwillbemeasuredintermsofincreasedparticipationinrecordbookentries(newrecordbookyearascomparedtopreviousrecordbookyears)recordsshowingimprovementwhenevaluated,andincreasednumberofcreativeprojectideas.

ChecklistTemplateforevaluation(workingdocument)OverallSystem Y/NThesystemwaseasytologintoanddirectionswerestraightforward. Thesystemprovidedclearnavigation. ThesystemdidnotcauseglitcheswithmypreferredInternetbrowsingsoftware. Userenjoyedusingthesystem. IndividualFunctions Y/NCalendar Userwasabletoaddentriestothecalendareasily. Userwasabletoeditand/ordeleteentriestothecalendar. Userwasabletoaddjournalentriestocalendardatesandactivities. Updatespostedontheuser’sprofilepage. Userfeltasthoughcalendarentrieswerevaluablewithinthesystem. IfaparentorEducatoruser,couldcommentoncalendarandjournalingentries. Blogging Userwasabletoaddblogentrieseasily. Blogpostingscreenwaseasytonavigateandlogical. Abilitytoaddtagstoblogwasavailable. Userfeltasthoughblogentrieswerevaluablewithinthesystem. IfaparentorEducator,couldcommentoncalendarandjournalingentries. StatusUpdates Userfeltasthoughstatusupdatesaboutprojectworkwerefuntopost. Statusupdateswerereportedintorecordbooke‐portfoliosystemwhenprompted. IfaparentorEducator,couldcommentoncalendarandjournalingentries. MediaUploads Userwasabletoeasilyaddaudioandvideopiecestotheprofileorblogpage. Userfeltthataudioandvideouploadwasavaluableadditiontotherecordbooksystem. Sharing Usercouldshareprojectstatusupdates,audio,videoandblogentrieswithpeersonthesystem.

Usercouldindicatewhatcouldbesharedwithpeers. E‐Portfolio/Reporting Reporting/e‐portfoliofunctionperformedasuserdesired. E‐portfolioreportincludedallinformationfromcalendar,journaling,blogentriesandstatusupdates.

Reportwasformattedinawaythatwaspleasingtotheuser. ParentsandEducatorscouldviewelectronicportfolios. Educatorscouldevaluateelectronicportfolios. Educatorfunctions Y/NEducatorcouldcreateanduploadinstructionalmodulesfor4‐Hprojects.

Risk Matrix: Implementation of Record Book 2.0 System

Risk Number RISK Project

Impact ProbablityRisk Factor (Impact x

Probability)Risk Priority Risk

Response

3

Level of technology expertise above that of the Educators or parents 3 3 9 2 Mitigation

2Inconsistent use of technology by 4-H members 4 4 16 1 Mitigation

5 System not delivered on time 3 2 6 3 Acceptance

14-H system resistant to using technology 5 4 20 1 Mitigation

6Record Book Enrollment exceeds expectations 2 2 4 3 Acceptance

8 Security concerns/issues 1 2 2 4 Acceptance

7Lack of 4-H member Internet access 2 2 4 3 Acceptance

4

Technical issues related to the system, i.e. reporting/e-portfolio system not delivering as needed 3 2 6 3 Mitigation

Impact Scale Probability Scale1 = Almost no impact 1 = Very Unlikely - 0% to 5% probability2 = Minor impact 2 = Unlikely - 6% to 35% probability3 = Moderate impact 3 = Likely - 36% to 65% probability4 = Significant impact 4 = Highly Likely - 66% to 95% probability5 = Project failure 5 = Almost Certain - 96% to 100% probability

Risk Response Plan

Description Item ID Priority Factor Response Strategy Status Last

Updated Risk Owner Date Assigned Consequence

Areas where Probability may

be reduced

Areas where Impact may be

ReducedAction Item

Level of expertise exceeds that of the Educators or parents.

3 2 9 Mitigation Open 6/19/11Jessica Stewart, Jeff S.

6/20/11

Educators and parents will not utilize technology; continuation of old record keeping system will remain in place; no progress made.

Continuous training presented in a variety of formats: Face-to-Face, Centra, In-Service.

Schedule additional training; ask other state specialists to integrate the system into their areas (curriculum, STEM, volunteers).

Development of training modules; collaboration with state specialists on creating promotional package for system showing benefits.

Inconsistent use of technology by 4-H members

2 1 16 Mitigation Open 6/19/11Jessica Stewart, Jeff S.

6/20/11

Records will still remain outdated; peer-to-peer learning will not advance; quality of records will lower.

Provide audience specific training and promotion of the system.

Utilize state 4-H council members and 4-H ambassadors to create workshops for peers on the new system.

4-H members will be reminded that record keeping leads to scholarships and awards. Promotional package will be created.

System not delivered on time.

5 3 6 Acceptance 6/19/11 6/20/11Implementation is delayed.

4-H system resistant to using technology

1 1 20 Mitigation Open 6/19/11Jeff S., Charles C.

6/20/11

All stakeholders in 4-H will be at a disadvantage. Project failure.

Provide compelling case for why the system is beneficial to the 4-H system. Provide incentives to using the system.

Ask pilot counties to provide training in their districts. Assign pilot counties as mentors to other counties if needed.

Provide demos of other state 4-H programs using similar systems for record keeping.

Record book Enrollment exceeds expectations and more server space or system requirements needed

6 3 4 Acceptance 6/19/11 6/20/11

More server space will need to be developed; further programming on system; additional funding secured.

Security concerns/issues

8 4 2 Acceptance 6/20/11Programmer, Jessica S.

6/20/11

Parents or educators do not allow 4-H members to participate

Provide cyber-safety training to users

Develop safe Internet policy guidelines that corresponds to CIPA Act

Lack of 4-H member Internet access

7 3 4 Acceptance 6/20/114-H members do not participate as fully as expected

E-portfolio reporting system does not work as needed

4 3 6 Mitigation 6/19/114-H program developer

6/20/11

Additional development of the e-portfolio system. Additional funding.

Change to the record keeping structure and acceptance of new system.

Discuss and approve new record book structure if necessary