Group Project Final Deliverable

Group 4 Final Report

Website for Dóchas don Óige

LAURA HUNT

LOUISE GALLAGHER 03374351

SARAH HABIB

CIAN HOULIHAN


Contents

Section 1: Project Summary ....................................................................................................... 1

Introduction ............................................................................................................................ 1

Background ............................................................................................................................ 1

Existing Online Presence ................................................................................................... 3

New Website ...................................................................................................................... 4

Client Organisation ................................................................................................................ 4

Board of Management ........................................................................................................ 5

Stakeholders ....................................................................................................................... 6

Users ................................................................................................................................... 6

Objectives ............................................................................................................................... 7

Project Objectives .............................................................................................................. 7

Team Objectives ................................................................................................................ 7

Project Methodology .............................................................................................................. 8

Methodology in Practice .................................................................................................... 8

Achievements ......................................................................................................................... 9

Scope Management - Website Design & Development ..................................................... 9

Time management ............................................................................................................ 10

Cost Management: ........................................................................................................... 10

Prototyping ....................................................................................................................... 10

Teamwork skills ............................................................................................................... 11

Communication ................................................................................................................ 11

Critical Success Factors ....................................................................................................... 11

Requirements Definition .................................................................................................. 12

Stakeholder Involvement ................................................................................................. 12

Communication ................................................................................................................ 12


Project Management ........................................................................................................ 12

Software Selection ........................................................................................................... 12

Potential for Future Enhancement ........................................................................................ 12

Site Updates ..................................................................................................................... 12

Facebook .......................................................................................................................... 13

Conclusion ........................................................................................................................... 13

Meeting Client Expectations ............................................................................................ 13

Working with the Client ................................................................................................... 13

How the Team Worked .................................................................................................... 13

Project Experience ........................................................................................................... 14

Section 2a: Introduction to the Website ................................................................................... 15

Introduction .......................................................................................................................... 16

Site Map ............................................................................................................................... 16

Home .................................................................................................................................... 17

About Us .............................................................................................................................. 18

About Dóchas don Óige ................................................................................................... 18

Staff .................................................................................................................................. 19

Board of Management ...................................................................................................... 19

How We Can Help ............................................................................................................... 20

Course Information .......................................................................................................... 20

Strengthening Families Programme ................................................................................. 21

Youth Club ....................................................................................................................... 21

Publications ...................................................................................................................... 22

Conference Room ............................................................................................................ 22

Our People ............................................................................................................................ 23

Trainee Profiles ................................................................................................................ 23


Ciara Moran-Juvenile Liaison Officer ............................................................................. 24

Jake Heenan-Ambassador for Dóchas don Óige .............................................................. 25

Rachel Browne-Coordinator of Strengthening Families Service ..................................... 25

Gallery .................................................................................................................................. 26

Facilities in Dóchas don Óige .......................................................................................... 26

Trainees in Action ............................................................................................................ 27

Trainee Projects ................................................................................................................ 27

Field Trips ........................................................................................................................ 28

Contact Us ............................................................................................................................ 28

Dóchas don Óige .............................................................................................................. 29

Trainee Application Form ................................................................................................ 29

Links to Other Services .................................................................................................... 30

Volunteer .......................................................................................................................... 30

Section 2b: The User Manual ................................................................................................... 31

Operating the Dóchas don Óige Website ............................................................................. 32

Log In ............................................................................................................................... 32

Dashboard ........................................................................................................................ 33

Posts ................................................................................................................................. 41

Pages ................................................................................................................................ 43

Comments ........................................................................................................................ 51

Appearance ....................................................................................................................... 51

Plugins .............................................................................................................................. 58

Users ................................................................................................................................. 71

Tools ................................................................................................................................. 71

Settings ............................................................................................................................. 72

Log Out ............................................................................................................................ 74


Further Information .............................................................................................................. 74

Glossary of Terms ................................................................................................................ 75

Section 3: Developer Manual ................................................................................................... 76

Details of fact finding techniques used ................................................................................ 77

Brainstorming ................................................................................................................... 77

Research ........................................................................................................................... 77

Questionnaires .................................................................................................................. 78

Interviews ......................................................................................................................... 79

Prototyping ....................................................................................................................... 81

Behaviour Modelling ....................................................................................................... 82

Process Modelling ............................................................................................................ 92

System Architecture ............................................................................................................. 95

Conceptual Overview Diagram ........................................................................................ 95

Website design /structure: ................................................................................................ 96

Requirements: ...................................................................................................................... 97

Functional Requirements: ................................................................................................ 97

Non-Functional Requirements: ........................................................................................ 99

Change Log .................................................................................................................... 101

Chosen Technologies ......................................................................................................... 103

Web Hosting .................................................................................................................. 103

Domain Name ................................................................................................................ 103

WordPress ...................................................................................................................... 104

FileZilla .......................................................................................................................... 104

Artisteer .......................................................................................................................... 105

Favicon ........................................................................................................................... 106

Search Engine Optimization (SEO) ............................................................................... 106


Plugins ............................................................................................................................ 107

SSL ................................................................................................................................. 110

Search Engine Optimisation (SEO) ............................................................................... 111

Microsoft Project ............................................................................................................ 112

Microsoft Office Suite ................................................................................................... 113

Snip ................................................................................................................................ 113

Technology Difficulties ..................................................................................................... 113

Section 4: Project Management ............................................................................................. 115

Introduction ........................................................................................................................ 116

Integration Management .................................................................................................... 116

Scope Management ............................................................................................................ 117

Planning Scope Management ......................................................................................... 118

Collecting Requirements ................................................................................................ 118

Defining Scope ............................................................................................................... 119

Changes to Requirements ............................................................................................... 119

Omission of Donate Button ............................................................................................ 120

Create WBS .................................................................................................................... 120

Validate Scope ............................................................................................................... 120

Controlling the Scope ..................................................................................................... 121

Time Management ............................................................................................................. 121

Define Activities ............................................................................................................ 121

Sequence Activities ........................................................................................................ 121

Estimate Activity Resources .......................................................................................... 121

Estimate Activity Durations ........................................................................................... 122

Develop Schedule .......................................................................................................... 122

Control Schedule ............................................................................................................ 122


PERT Chart .................................................................................................................... 123

Project schedule ............................................................................................................. 124

Work breakdown structure ............................................................................................. 126

Risk Management .............................................................................................................. 126

Risk Register .................................................................................................................. 126

Risks That Materialised ................................................................................................. 130

Cost Management .............................................................................................................. 131

Human Resource Management .......................................................................................... 132

Team Roles .................................................................................................................... 133

Managing the Project Team ........................................................................................... 133

Team Change ................................................................................................................. 134

Communications Management .......................................................................................... 134

Communication and Collaboration Tools ...................................................................... 135

Meeting minutes ............................................................................................................. 135

Stakeholder Management ................................................................................................... 136

Identifying Stakeholders ................................................................................................ 136

Control Stakeholder Engagement .................................................................................. 138

Quality Management .......................................................................................................... 139

User Acceptance Test ..................................................................................................... 139

Task Usability Testing ................................................................................................... 142

What We Learned .......................................................................................................... 147

Consistency Testing ....................................................................................................... 147

Compatibility Testing .................................................................................................... 149

Change Management ...................................................................................................... 156

Appendix (i): Prototypes ........................................................................................................ 159

Storyboards ........................................................................................................................ 159


Screen Mock-Ups ............................................................................................................... 161

Logo Design ....................................................................................................................... 164

Appendix (ii): Work Breakdown Structure ............................................................................ 169

Work Breakdown Dictionary ............................................................................................. 171

Appendix (iii): Meeting Minutes ........................................................................................... 177

Appendix (iv): User Acceptance Tests .................................................................................. 178

Appendix (v): Task Usability Testing .................................................................................... 179

References: ............................................................................................................................. 180


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Section 1: Project Summary

Introduction

This group project was undertaken to design, develop and implement a website for the Galway

based organization, Dóchas don Óige. The service is a registered charity that was founded in

1996. The centre receives funding from The Probation Service, the Galway Roscommon

Education and Training Board (GRETB), the European Social Fund (ESF) as well as the

European Union.

Its ethos focuses on giving young offenders, and young people deemed at risk, a second chance

by amalgamating education and support programmes. It has evolved to become a successful

training centre in this field and was extended in 2009 to facilitate all the modules that are

offered at Dóchas don Óige.

Dóchas don Óige helps trainees to increase their self-development, provides them with

education and training and ensures a good level of follow up care subsequent to their time spent

at the centre.

The main aims of Dóchas don Óige are:

To increase self-development and provide progression routes

To provide education and training

To promote re-integration, progression and diversion from offending behaviour

To facilitate accommodation for related services for improved on-site client access

To provide assessment and follow up care of individual client needs.

Background

The fundamental background to this project is the design, development and implementation of

a fully functioning website for the Galway based organisation, Dóchas don Óige.

A central aspect of the MSc in Information Systems Management is the undertaking of the

Major Project, and so we were tasked with forming groups with our peers, finding a client and

designing, developing and implementing a fully functional system that satiated the needs of the

client.


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Initially a group was formed consisting of Laura, Louise and Sara, who worked to identify

potential clients in numerous ways, such as attending a Volunteering Fair in the Bailey Allen

Hall and conducting extensive online research. The group felt that it would be of greater benefit

to reach out to a non-profit organisation. They emailed Dóchas don Óige after seeing an

advertisement on Volunteer Centre Galway’s website for the development of a website. After

making contact with the organisation, it was arranged that the group would meet with the

project manager of Dóchas don Óige, Helen Kelly, to discuss the system. However, upon

arriving at the premises for the meeting, the group was told that the project manager hadn’t

time to meet and the meeting would have to be rearranged. The group felt taken aback and

dismissed by this, as no prior contact had been made to say the meeting would not be going

ahead after making their way to the meeting destination. It was after this event that the group

was joined by both Cian and Gavin.

The new group feared that this may become a regular occurrence, and so it was decided to

email Draíocht, a NUI Galway society who had openly expressed their interest. Draíocht

responded to say that they had already been in contact with another group, but were happy for

the two groups to work together on the project to achieve a shared objective. They proposed

that both groups would pitch their ideas and that one group could work on the website aspect,

while the other could focus on the e-commerce side. As a group it was decided that this

arrangement was not suitable, and thus a second meeting with Dóchas don Óige was arranged.

At this stage the group ascertained that a collaboration with the youth work organisation would

be the perfect challenge, and each team member decided to agree upon taking on the task of

creating their website.

Our initial motivation for undertaking this project for Dóchas don Óige was so that we could

utilise the opportunity to build a worthwhile project for a local charity. Upon meeting the

Project Manager of the organisation, we were thoroughly impressed by her enthusiasm for our

ideas and by her own suggestions. Once she explained exactly what the charity does for the

disadvantaged youth of Galway city, we realised that this project could potentially make a

positive difference for the organisation. The Project Manager suggested we could engage with

the Trainees so as to allow for their input, and this idea appealed greatly to us as it would allow

us to meet the requirements of the user, whilst also allowing the Trainees at the centre an insight

into what goes into building a website.


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Dóchas don Óige had been using word of mouth as their main method of promoting the

organisation. Any information that was sought, was obtained by contacting the centre directly,

or by referral from another party or similar service. In addition, any forms that were required,

needed to be picked up from the centre prior to completion. The only online presence they had

were their contact details, which are listed on the Probation Services Website under Full Listing

of Community Based Organisations.

Existing Online Presence

We identified the need for a new website to be designed, developed and implemented that

would meet and exceed the needs of Dóchas don Óige. The system would aim to promote the

work and services carried out by Dóchas don Óige, and provide users i.e. potential trainees and

members of the health service, with access to an application form and all relevant information.

The system would also give Dóchas don Óige the ability to generate additional revenue through

the boardroom booking service.


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New Website

Once the business need was identified, a subsequent meeting was arranged with the client to

identify objectives and requirements.

Client Organisation

Dóchas don Óige receives funding from The Probation Service, the Galway Roscommon

Education and Training Board (GRETB), the European Social Fund (ESF) as well as the

European Union. The ethos focuses on giving young offenders and young people deemed at

risk a second chance. This is a key concept, not only does the centre offer an alternative means

of pursuing education for young people, it also guides and counsels young people and their

families.


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Board of Management


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Stakeholders

The stakeholders for this project have been identified as:

Users

We identified potential users of the system to be:


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Objectives

Project Objectives

Our main objective for the project was to design, develop and implement a fully functioning

and user-friendly website specific to the needs of the client, Dóchas don Óige. The primary

objective of the project was to engineer a project management system that will ensure the

efficient delivery of the website, in a timely manner that adheres to the deadlines established

by the university.

The website will enable Dóchas don Óige to promote the work and aims of the organisation

and those of related services, become a medium for information of facilities and support both

for the trainees and for governmental agencies, promote the services of the boardroom to

external organisations, and finally be an important representation of the organisation in order

to encourage trainees or young offenders to attend. The project will also contain an online

gallery and success stories to promote the work carried out by the trainees while attending and

to encourage potential trainees to make contact with the organisation and to seek its help and

services. Creating a user manual was another vital objective so as best to equip the client with

regard to their own use and maintenance of the site.

Incorporating user analysis by integrating the user throughout the site’s development helped

achieve these objectives in a timely manner.

Team Objectives

Team objectives are vital to the success of a project. Setting ground rules at the beginning of a

project will help to align the team’s capabilities and strengths. In our project proposal we signed

a team contract, which identified rules for the code of conduct, participation, communication,

problem solving and finally meeting guidelines. Additional objectives included gaining

practical experience in planning, designing and implementing a fully functional website to meet

and exceed the needs of our client.


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Project Methodology

In terms of project methodology, Agile was initially decided upon as it was believed that it

would best complement the SDLC of the website for Dóchas don Óige. However, after initially

starting the project it was felt that a pure Agile approach would not fully cater to the needs of

the project, in relation to prototyping, reliability, time management and technology.

We decided to research many of the core methodologies that are present today, but failed to

find one that would fully complement the project and its SDLC. It was decided that we would

develop a hybrid methodology that we could tailor to suit the specific needs of our project.

According to Charvat (2003, p.87) sometimes, it is more feasible to dynamically build a

methodology from other methodologies. This would benefit from the most appropriate and

desirable aspects of a variety of different methodologies, to successfully guide the project

through the SDLC.

We aimed to develop a methodology that would complement the SDLC, which ultimately

provides an overall framework and guidance for the development of information system

projects.

Methodology in Practice

The team combined the desirable aspects of the Waterfall, Agile and RAD methodologies to

develop a suitable hybrid for our project and to complement the SDLC. It is also important that

we keep the SDLC in line with the project deliverables.

Aspects of the Waterfall approach are demonstrated through the adherence to time schedules

and deliverables, which are laid out in the planning stage. By using the Agile method in our

hybrid we were able to maintain continuous involvement with the client throughout the course

of the SDLC, implementing any findings from client feedback. An Agile approach allowed us

to work on various parts of the project concurrently, enabling us to meet tight deadlines.

Elements of the RAD approach in the form of usability testing and prototyping, ensured that

we reduced the possibility of project failure. Any findings were analysed and changes made if

required. This method also allowed us to run activities concurrently such as the feasibility

studies in the analysis phase, again helping to meet tight deadlines


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Achievements

The project team succeeded in meeting and achieving the primary goals and objectives of the

project; to design, develop and implement a fully functioning and user friendly website specific

to the needs of the client, Dóchas don Óige. The team also effectively created a management

system that ensured the efficient delivery of the website, in a timely manner that adhered to the

deadlines established by the university.

There are a number of key aspects that lead to the achievements:

Scope Management - Website Design & Development

The project team successfully designed and developed a fully functioning and user friendly

website specific to the needs of the client, utilising the teams collective competencies and skills.

This process led the group to acquire and garner a vast amount of new technical and project

management skills quickly. The design and development of the website meant the group could

put into practice skills and techniques learned in coursework throughout the duration of the

MSc in Information Systems Management course. Examples of these include: user interface


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design, methodologies, web‐hosting, website security, search engine optimisation,

requirements elicitation and analysis, and finally prototyping. As issues arose, the group had

to reach out for additional help with issues in setting up technologies such as Wordpress and

Artisteer and its configuration. The group also ensured the success of this by effectively

managing the potential risks that were foreseen, such as changes to the requirements. As a

result, the group gained vital experience in learning what it takes to manage and deliver a

successful project.

Time management

Time management is generally considered to be the greatest challenge facing most projects

today. Due to this fact, the project team knew it was necessary to develop a project time

schedule very early in the project and to adhere to such deadlines. As time wore on, the group

decided that in order to ensure the success of the project, it would be necessary to make some

adjustments to the initial schedule. In Deliverable One the group submitted a revised schedule,

in which certain aspects and tasks of the project were rearranged by rendering them a higher

priority.

Cost Management:

Cost management is a key area as it is one of the three triple constraints in project management,

and if not managed correctly can lead to project failure. As a result, economic feasibility was

carefully considered. The group consistently monitored this throughout the course of the

project’s lifetime. This was a key area as the charity organisation could not afford for the

project budget to run over €150, as initially agreed with the client. The group managed to

effectively deliver this project within budget and on time.

Prototyping

The team managed to effectively incorporate successful prototyping into the development and

management of the project. By applying the hybrid methodology to the management of the

project and ensuring it was aligned correctly, the group managed to incorporate prototyping by

the use of storyboards and pencil mock-ups. Prototyping is a characteristic of a RAD

methodology that was part of the hybrid model. This prototyping allowed the group to iron out

any issues early in the planning and design phase.


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Incorporating user analysis by integrating the user throughout the site’s development helped

achieve these objectives in a timely manner.

Teamwork skills

A fundamental reason for the success of the project was the way in which the team worked

together by collaborating and sharing expertise. Aspects of the team contract that aided the

development of these teamwork skills included; code of conduct, participation, problem

solving guidelines and rules which were all adhered to.

The group organised regular meetings on a Wednesday afternoon. In these meetings we would

meet up, review the work that was set to have been completed, organise where we were going

to go from there, and help each other out if it was required. The group recognised that each

project individual had certain skills, and as a result the group encouraged active idea

generation. As a result of the sharing of such skills and knowledge, the group learned to trust

one another and each member felt comfortable asking for assistance and each other’s input.

Communication

The group understood that communication was a key Critical Success Factor to this project.

The group mainly communicated by WhatsApp which was found to be very effective and

useful for communication, regardless of time or place.

The group also made use of Google Drive which enabled team members to collaborate easily

and share documents whilst working apart. It was found to be a hugely time and cost effective

tool.

Critical Success Factors

Critical Success Factors (CSFs) are aspects of a project implementation deemed necessary to

ensure its overall success. CSFs may refer to many various attributes of a project, such as day-

to-day activities and processes spread out over the life cycle of the implementation. Essentially,

CSFs pinpoint exactly what matters for success. In relation to the task at hand, the Critical

Success Factors have been outlined as below:


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Requirements Definition

As a team, we realized quite early on in the planning phase that determining the requirements

of the project would be of the utmost importance, so as to assure that all stakeholders were

clear on where the project was going. This was also important so as to reduce the risk of scope

creep.

Stakeholder Involvement

Due to the culture of the client’s organisation, we really were interested in involving all

stakeholders. We made a conscious effort to incorporate the trainees throughout the process.

In addition to this, we met regularly with Helen Kelly, and were present at numerous board

meetings, where ideas were discussed and plans for going forward were established.

Communication

This CSF is undoubtedly of huge importance, and from the very beginning we agreed as a

group to maintain an effective communication channel between ourselves, and all relevant

stakeholders.

Project Management

This was important as it allowed for a sense of direction throughout the various project phases

and encouraged everyone to generate highly detailed and effective documentation for each

deliverable.

Software Selection

As the focus of the project was on delivering a website, the selection of the software to do so

was of huge significance.

Potential for Future Enhancement

Site Updates

When considering future enhancements, the main focus should be on keeping the website as

up to date as possible. This means regularly updating photos in the gallery, and updating all

relevant information in a timely efficient manner. The website was created specifically for its

ease of use. It is not expected that the client will personally see to an overhaul of the theme, or


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to implement a feature that is not currently present. Keeping the website up to date will display

professionalism, and assure a new visitor that the website is not outdated, and the work of

Dóchas don Óige is still continuing.

Facebook

The Facebook page was established as a means of communicating with trainees, and

broadcasting the work of Dóchas don Óige. This was deemed as necessary throughout

numerous meetings, and so it was decided to include a Facebook plugin onsite. As such, it is

advisable that the client focuses on the Facebook page as much as the website itself, so as to

assure that all relevant content is updated on a continual basis. This will be to the benefit of the

client and the website.

Conclusion

Meeting Client Expectations

Having worked closely with the client throughout the project, and having determined their

requirements from the very beginning, we collectively agree that we were successful in our

ambition to meet the client’s expectations. This assumption was backed up by the reaction of

the client to the completed website, as it was one of delight and gratitude.

Working with the Client

As a team, we were thrilled with the level of support that the client showed for us, and were

quite satisfied with the level of access that was provided to us, i.e. engaging with trainees and

a presence at board meetings. It was imperative to establish a positive connection with the

client, and this was achieved through regular e-mail updates and plenty of face-to-face

interaction. We cherished all engagement with the trainees as it allowed us to view the work of

Dóchas don Óige from their perspective, and encouraged each team member as it showed that

our collective efforts were making a difference.

How the Team Worked

It could be suggested that as a team, we got off to somewhat of a rocky start. Initially, our team

comprised of five members. Not long after the submission of the project proposal, Gavin O’

Donoghue opted to leave the group, and to join the team that he was first involved in.


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Retrospectively, this was to the benefit of everyone overall as some personality clashes and

unclear communication were serving to slow down the progress of the group. Subsequent to

this, the team emerged stronger than ever and everyone agreed that they were dedicated to the

task at hand and would do whatever it took to assure a successful project implementation. It

was agreed that we would communicate regularly, which we did via WhatsApp, and that we

would also have regular face-to-face meetings. It is agreed that each team member brought

their own talents to the table, and that our idiosyncrasies assisted with establishing a team

dynamic that fostered a culture of hard work, as well as friendship.

Project Experience

Overall, the experience of building the website for a client has been thoroughly beneficial to

us as MSc Information Systems Management students. It has shown exactly what is necessary

with regard to the implementation of an Information System, and has allowed for an insight

into the work of IS managers in business. At times the workload was stressful, but it is agreed

that we are all the better for it, as it encouraged each team member to learn ‘on the job’ and to

develop upon everything that we had learned in lectures. The Major Project is an invaluable

experience to each MSc ISM student, and the value of it has been fully recognized by each

member of the group.


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Section 2a: Introduction to the

Website


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Introduction

This user manual will provide detailed guidance to an administrative user as how to

best operate the website. The site itself can be found at http://www.dochasdonoige.ie.

It consists of a front end, which is what the public sees, and a backend, which is

controlled only by select administrative users. The website has been built using

WordPress. This is a Content Management System (CMS), meaning that an

administrative user can control and edit the content of the website without having to

recreate each page. It is a very well established system, and has been utilised for

countless websites across the World Wide Web as it is very user friendly. This user

manual presents a detailed description of each section of the website, both the front

end and the back end.

Site Map

The site map illustrates the overall layout of the website.

http://www.dochasdonoige.ie/



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Home

This is the landing page for the website. The structure of this page will be a typical

format for every page hereafter. The Dóchas don Óige logo is present at the top left

hand side of the screen. The menu bar runs from the left to the right of the screen. The

key features of this menu are ‘Home’, ‘About Us’, ‘How We Can Help’, ‘Our People’,

‘Gallery’, and ‘Contact Us’. Underneath the menu there is a bar that presents quotes

gathered from people involved in Dóchas don Óige. These are scrolling quotes and the

viewer can read them as they automatically scroll themselves, or by clicking on one of

the circles underneath the bar. These circles are coloured blue or yellow, depending on

which quote is presented. The main focus of the page is a video depicting the trainees

in action. To the right of the screen, the user can see a widget containing a live

Facebook feed. At the bottom of the screen, and as per client requirements, there are

links to organisations intrinsic to the work of Dóchas don Óige. The final two of these

icons are hyperlinked so that the user can easily navigate to the respective websites,

the first two do not need to be hyperlinked as they do not hold important relevant

information to Dóchas don Óige on those sites.


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About Us

The About Us landing page contains a picture of Dóchas don Óige’s Mission Statement

that clearly states the fundamental aims and goals of the organisation. On this page there

are links provided to three other web pages. These are: About Dóchas don Óige, Staff and

Board of Management.

About Dóchas don Óige

This page provides the user with general information about Dóchas don Óige. It

describes the key concerns, aims and concepts that Dóchas don Óige advocates. The

page describes how the organisation is funded. It also gives details of sister service

“Youthreach” in Ballinasloe, who works in close partnership with Dóchas don Óige.

Additional services provided by Dóchas don Óige, excluding the day time course are

also outlined on this page.


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Staff

On this page we see a list of all the staff involved at Dóchas don Óige, ranging from

management, down to the individual teachers and the subjects they teach. This page

also contains a tutor’s testimonial including their opinions and the opportunities and

benefits they receive from working with the organisation.

Board of Management

This web page provides a list of all board members on the management committee,

along with their associated role.


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How We Can Help

The landing page for the ‘How We Can Help’ menu feature consists of an image and

to the right hand side some links to the numerous other tabs that make up the section

entitled ‘How We Can Help’.

Course Information

The course information provides the user with details of the types of classes currently

conducted at Dóchas don Óige.


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Strengthening Families Programme

This page provides the user with a detailed account of the Strengthening Families

Service provided by Dóchas don Óige.

Youth Club

This page displays information about the Youth Club at Dóchas don Óige, and is be

updated in accordance to when the club is in session.


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Publications

This page provides the user with a link to the Children’s First guidelines, as well as an

interlinked image corresponding to the publication.

Conference Room

This page provides details of the conference room facilities that are available to rent at

Dóchas don Óige. The image on the left displays the conference room itself and the

text informs the user as to how they may make a booking.


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Our People

The Our People landing page holds a picture of Helen Kelly and some of the trainees

in Dóchas don Óige. It consists of links to four separate pages which include

interviews with people of interest associated with Dóchas don Óige, as well as current

and past trainees.

Trainee Profiles

This page contains interviews with both past and present trainees. It starts with

Frankie who is currently a trainee and also an all-Ireland winning boxer. Gary follows

who undertook a soccer course with Dóchas don Óige a few years ago and is now a

successful power soccer coach, as well as continuing to teach in the centre one day a

week. Next is Shauna who is still a trainee there and whose story is very inspirational

as she has high hopes for herself and her future. It ends with Willie who is an ex-

trainee and who discusses how Dóchas don Óige has turned his life around for him.

All interviews include only the trainees name in order to protect their identity.

Artwork that is currently up in the Dóchas don Óige centre is used to divide up the

interviews.


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Ciara Moran-Juvenile Liaison Officer

This page contains an interview with Ciara Moran, a Juvenile Liaison Officer. It

details the role she plays in the organisation and also serves to show potential entrants

to Dóchas don Óige a positive side to the Gardaí and how they do their best to help

and understand juveniles and keep them out of trouble.


[25]

Jake Heenan-Ambassador for Dóchas don Óige

This page contains an interview with Jake Heenan who is a Connacht Rugby player, as

well as a Dóchas don Óige ambassador. Having come from a troubled background

himself, he serves as an excellent role model for the trainees.

Rachel Browne-Coordinator of Strengthening Families Service

This page contains an interview with Rachel Browne, who is the Coordinator of the

Strengthening Families Service which operates out of Dóchas don Óige one night a

week. The service is invaluable to the families who undertake the course and works

well in conjunction with Dóchas don Óige. The interview also serves to highlight

other services available at the centre.


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Gallery

This tab will contain four separate pages that illustrate life in Dóchas don Óige

through media. Relevant permission has been obtained from trainees and their

guardians before publication of these images.

Facilities in Dóchas don Óige

This page will contain images of the facilities and the rooms at Dóchas don Óige. It

aims to give potential entrants an idea of the centre before they come in, and thus

remove that daunting unknown factor.


[27]

Trainees in Action

This page will show contain images of the trainees at work in their classes at Dóchas

don Óige. This will serve to give potential entrants an insight into what the classes are

like in the centre.

Trainee Projects

This page will contain images of art and woodwork projects the trainees have

undertaken through their class work.


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Field Trips

This page will contain pictures of the trainees on different outdoor adventures and trips.

Contact Us

The landing page shows a picture of the outside of the Dóchas don Óige building as well as

links to the rest of the pages under this tab.


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Dóchas don Óige

This webpage contains an interactive map of the location Dóchas don Óige enabling users to

find its location and effectively plan a route to get there from their current location. In

addition to this map, the page also contains general contact information including address,

phone number and email.

Trainee Application Form

On this webpage we are provided with a Trainee Application Form which enables

potential trainees to carry out the first step in the application process. Here users can

download the form and fill it out by hand and post it to Dóchas don Óige, or fill it out

online and submit it via the internet.


[30]

Links to Other Services

On this webpage we see a detailed list of links to additional services that may be

beneficial to user’s or potential trainees.

Volunteer

Dóchas don Óige regularly advertises volunteering positions within the organisation.

These volunteering positions are in connection with and advertised through the

Galway Volunteer Centre. This webpage provides users and potential volunteers with

the know how to getting started with the volunteering process and a link to the Galway

Volunteer Centre’s website.


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Section 2b: The User Manual


[32]

Operating the Dóchas don Óige Website

Wordpress is a content management system, and is used to publish the Dóchas don

Óige website on the internet.

Log In

To log into Wordpress, go to http://www.dochasdonoige.ie/wp-admin.

The screen below will be displayed and a Username and Password requested. The

Login details are as follows:

Username: DochasUser

Password: Slcl1234

Enter the relevant details and click the Log In button to continue. The Remember Me

option underneath the username and password fields allows the computer to remember

the login details instead of having to input them every time. Tick this box only if the

computer used is accessed solely by an administrator or has adequate encryption and

security features.

http://www.dochasdonoige.ie/wp-admin





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Should you lose your details, you can click on Lost your password on the next page,

enter your username or email address and click Get New Password and a new

password will be generated and e-mailed to you. The password can then be changed to

something that is easier to remember.

Once logged in you will arrive at the WordPress Dashboard. This screen provides

general information regarding your website and is the main navigation area.

Dashboard

The screen below is the main landing page of the back end site. This is called the

Dashboard. It can only be accessed once the correct login details have been accepted.

This page contains all the information and tools needed by the administrator to operate

the Dóchas don Óige website.

Each white box is called a module. These can be adjusted in size or moved around to

suit user needs. They can also be removed from the screen if needed. To edit the

modules, click on the module and drag it to the desired location. The inverted triangle

at the side of each box allows for minimisation of that module. To remove a module,

click on Screen Options in the top left corner and untick the relevant box. To replace

it on the screen simply re-tick the box again.


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Wordpress will offer the opportunity to update to the latest version-see below.

Although it is good practice to update the website, this may cause some of the plugins

to stop working due to incompatibility. It is recommended to seek professional advice

and assistance if it becomes necessary to update the site due to bugs, fixes etc.

The At a Glance module enables the user to view how many pages are on the site and

information about each one. It also displays the name of the theme currently running

on the site.

The Activity module deals with the generation and administration of comments and

posts. This functionality, however, is not required in the Dóchas don Óige website

Wordpress News is a module that lists the latest news from the official WordPress

blog.

The most important access features of Wordpress is located on the left hand side of the

Dashboard. Here there are multiple options available to the user that allows content to

be added, removed and edited on the site and illustrate the overall design of the site.


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1. Home and Updates: These pages enable the user to get a quick snapshot of the

website in its current state. Home consists of At a Glance, Activity, Quick Draft

and WordPress News. The Updates page allows the users to view what version of

WordPress, Plugins and Themes are being used.

2. Posts: Allows the user to manage the website effectively and easily create new

content including Categories and Tags.

3. Media: A central place that allows the user to manage all media files used for the

website in a library. This library can contain Images, Audio, Video and

Unattached files. For the Dóchas don Óige website, a plugin is used instead for the

gallery as it is more effective and efficient to use.

4. Pages: Here the user can view a list of all the pages that the website contains. This

enables them to create, modify and even delete pages easily.

5. Comments: This allows the user to view all comments posted on the website. This

function is not necessary for the Dóchas don Óige website.

6. Appearance: This offers the user a wide range of options concerning the overall

design and aesthetics of the website.


[36]

7. Plugins: This option allows the user to manage the different plugins used on the

site.

8. Users: This enables the administrator to manage the accounts of all the site users.

Here a new user can be added simply by filling in all the fields, and clicking on the

Add New User button at the bottom of the page. To edit an existing user profile,

see the instructions on How are you, DochasUser below.

9. Tools: This menu option enables the user to import and export content for the

website. This function will not be used for the purpose of this website.

10. Settings: This menu option allows the user to view and control the settings for the

site

11. SEO: This is a plugin in that helps determines where the Dóchas don Óige website

will appear in an internet search.

12. Facebook Feed: This is a plugin that is installed on the website to enable the

Facebook feed to be displayed.

13. Form Maker: This is a plugin that has been installed on the website to enable the

application form to be displayed.

14. Gallery: This is a plugin that has been installed in the website to enable the

gallery containing images to be displayed.

15. Cincopa: This is a plugin that allows users to add videos to the site

16. Maps: This is a plugin that has been installed in the website to enable the

interactive map to be displayed.


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The black header just above the site lists useful and easy access administration screen

links and features for the user’s ease of use.

1. WordPress Logo: A dropdown menu appears when the cursor is hovered over the

logo. This menu provides further information and support forums for the website.

When the logo is clicked on, a page with the latest edition and information about

Wordpress is displayed.

2. Dóchas don Óige Website Menu: When this is clicked on from the back-end i.e.

the administrative area, this brings the user directly to the front end of the Dóchas

don Óige website-this is what the public sees. When clicked on from the front end,

it offers a range of options for the administrative user.


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3. Theme Update: This indicates how many time the theme has been updated.

Once the user clicks on this link, WordPress will display a page highlighting to

the user any updates necessary to versions, themes and plug-ins.

4. Comments: This brings the user to the Comments administration area. This

area will not be in use for the Dóchas don Óige website.

5. New: This option allows for the addition of a new page, post, media or user to

the site.

6. SEO: This brings the user to the SEO administrative area.

7. Gallery: This brings the user to the media administrative area.

8. How you, DochasUser: Here the user can view the User Profile and make any

required edits. The Log Out button is also present here.

To access and edit the user profile, hover the mouse over How are you, DochasUser.

Both the DochasUser and the Edit My Profile page are the same and each enable the

user to edit and update the profile of DochasUser. The following options are offered:

• Personal Options:

o Visual Editor: Here the user can select the checkbox to disable the

visual editor when writing content for the website. However it is


[39]

advised to leave this unchecked as it enables the user to create and edit

content in a way that is similar to that of a word processor.

o Admin Colour Scheme: This enables the administrator to select a

colour scheme for new and existing users. To change the colour

scheme select the desired colour click on Update Profile at the bottom

of the page.

o Keyboard Shortcuts: Ticking this box allows the user to enable

shortcuts for the website. The More Information option gives a more

complete list of shortcut options.

o Toolbar: Checking or unchecking the box offers the option of toolbar

visibility when viewing the website. It is recommended to leave this

selected.


[40]

Name: The username cannot be changed in this section, but the Nickname,

First/Last Name and Display Name fields can all be edited.

Contact Info and About Yourself: In this section, the administrator can

update the email attached to the website, change the password for the account

and add information about themselves. Fill in all required fields and click on

the Update Profile at the bottom of the page in order to save the changes.


[41]

Posts

There are no posts in the current Dóchas don Óige website, but it is a feature that may

wish to be used in future.

Adding a new post is very similar to adding a new page, except with a few extra

options.


[42]

Posts will appear like this on the webpage:

The +New function on the black bar above the dashboard also allows the option to add

a new post or page.


[43]

Pages

Editing an existing page

There are two options available to edit an existing page. These are:

From the top menu bar: + New and Edit Page. This is the most straightforward

option. The user can first select the page from the main website that they wish

to change, then click on edit page, or

Under the All Pages option on the left hand side menu bar under Pages. This

brings up a list of all the pages on the website. When each page name is

hovered over, the option to edit, bin or view is offered.

When the Edit Page icon is clicked, it opens up the screen as seen below.

There are two options available here for editing. These are located on the right hand

side of the edit screen. One is the Text option, which is for any changes made using

HTML. The other is the Visual option, which shows the content on screen as it will

appear on the page. For pages with images, the writing will be below the picture, but

will be to the right of the picture when visible online.

There is an edit tool bar above the edit screen on each tab. The bar in the Visual tab

contains different options to use for making any page adjustments, mainly to do with

text.


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1. Bold

2. Italics

3. Strikethrough

4. Bulleted List

5. Numbered List

6. Block Quote

7. Horizontal Line

8. Align Left

9. Align Centre

10. Align Right

11. Insert/Edit Link

12. Remove Link

13. Insert Read More Tag

14. Toolbar Toggle-adds extra options to the toolbar

15. Insert Form Maker (Plug-in)

16. Attach NextGEN Gallery to Post-adds images or media to the page using this

plug-in

17. Underline


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18. Justify

19. Text Colour

20. Allows changes to text colour and customisation

21. Paste as Text

22. Clear Formatting

23. Special Character

24. Decrease Indent

25. Increase Indent

26. Undo

27. Redo

28. Keyboard Shortcuts

29. Distraction Free Writing Mode-removes all extra columns from the page

30. Changes formatting of text


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The tool bar in the Text tab offers different options for editing. They are similar to

those on the Visual toolbar.

1. <strong> Shows important text. Bold

2. <em> Italics

3. Add a link

4. <block quote>

5. <del datetime="2015-03-22T10:21:23+00:00"> Shows the date and time text

was deleted

6. <ins datetime="2015-03-22T10:21:23+00:00"> Shows the date and time text

was inserted

7. Insert an image using a URL

8. <ul> Bulleted List

9. <ol> Numbered or Alphabetical List

10. <li> Used with lists to determine bullet

11. <code> defines a piece of computer code

12.  This cuts off text and allows the reader to click on more if they

wish to read further

13. Closes any HTML tags left open


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After any edits are made, click on the Preview Changes in the Publish module to the

right hand side of the page. This will show what the page will look like to the public

and allow any further changes to be made before publication.

The Publish column gives all the options needed to publish the page. It also gives the

option to keep the page private until it is completely finished. When the page is ready

for publication, click on the Update button at the bottom of the module to make the

page live.


[48]

Adding Media

To add images or video to the page, place the cursor at the position on the page where

the image needs to be placed. Click on the Add Media button. This opens up a new

screen as seen below.


[49]

The most effective way to upload any types of media for the website is through the use

of the NextGEN Gallery plugin. This is located on the left hand side of the menu.

Click on the button to open the screen below.

Select the relevant gallery from which the picture will be taken. These images will

have been previously uploaded through the Gallery plugin-see the section on Plugins

on page XXX of the manual.

On the right hand side of each image is the option to Show. Clicking on this opens up a

screen which allows for the adjustment of the image size and title. Adjust as necessary and

click on Insert into Post to update the page. Click on Preview Changes in the publish

column and when the page is satisfactory click on Update.


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Adding a New Page

Adding a new page is very similar to editing an existing page except with a complete

blank slate.

The name of the page goes in the field that says Enter Title Here. Upon completion and

after previewing the finished page, click on the publish button to put the page live on the

website. In order to place the published page under the correct tab, click on Appearance

from the left hand side menu, and then Menus. This shows all of the pages on the site and

under which menu title they appear. The newly created page will be in the column entitled

Pages under the tab of Most Recent. Tick the box beside the page and click on the Add to

Menu button at the bottom. The page will then appear in the current pages menu been used.

Simply click on the new page and drag it into its required location. Ensure the page is

indented if it is a sub menu or otherwise leave as is if it is to become a main menu item. Click

on the Save Menu button at the bottom of the page to update.

Deleting a Page

If a page needs to be deleted, click on All Pages from the left hand side menu. Hover the

mouse over the required page to display the different options. Click on Bin to remove the

page from the site. The page is now deleted. If it is deleted in error or needs to be restored,

click on Bin at the top of the list of pages. This brings up all the pages that have been

removed. Hover the mouse over the page that needs to be republished and click restore.


[51]

The page also needs to be deleted from the menu. Click back into Appearance and Menus

from the left hand side of Dashboard. On the page that is to be removed, click on the

inverted triangle to the right of the page title. This allows the page name to be edited or the

page moved. Click on Remove. Click on Save Menu at the bottom to update the website.

Comments

This part of the Dashboard is not relevant to Dóchas don Óige’s needs.

Appearance

The Appearance section allows the user to change certain physical aspects of the page.

It includes the following options:

Themes

This subset allows the user to select an overall theme for the website. The current

theme in play on the website was created externally on Artisteer. In the screenshot

below,

‘Dochas2015’ is in use and was customized exclusively for the website. Therefore the

user should have no need to make use of the themes function.


[52]

Customise

After selecting this option, the user is presented with the Dóchas don Óige homepage

and a menu bar to the side with options that allow for customization of the site title,

tagline, navigation, widgets and the static front page.

The site title is the name of the website itself, so that when the site is open in a

browser, the tab will display whatever the name is. In this instance, Dóchas don Óige

is the site title. The tagline is a short description of the website. Once this information

is entered and the user is satisfied, they may press the Saved button at the top right

hand corner of the menu bar.


[53]

Navigation refers to how a user will make their way around the page. There is only

one menu type in action for ease of use. To alter the navigation, simply make a

selection from the dropdown list available, and press the save button.

A widget is a part of an interface that allows a user to carry out a function or to access

a service. In this case, every page on the website serves as the interface, with the

various elements that make up a page being a widget. On the home screen there is a

widget for the video, logo, menu bar, Facebook feed, the quotes section and the logos

at the bottom of the page. The location of the widgets cannot be changed and therefore

there is no need to make edits on this page.


[54]

A static web page shows content to a user based on what has been stored by the web

developer or administrative user. In this site the home page is designated to serve as

the front page (the initial page the user will meet upon loading) and the content is

considered to be static as the video and Facebook feed have been pre-loaded to feature

as consistent content.

If a user wishes to alter the front page, click on the drop down list and make a

selection. Should the user wish for the front page to show a page that is updated

regularly, click on the Your latest posts radio button and then choose which page to

display from the Posts page dropdown list. However, as the themes were created

externally in Artisteer, the option to change the front page is not applicable.

Widgets

This page allows for a more concise customization of widgets on the website. The

various areas are explained in great detail to the right hand side of the page. When

customizing the widgets, do so by selecting the area and by choosing an option from

the dropdown list. As previously mentioned, the location of any widgets may not be

changed.


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This section also makes up the widget page and portrays Inactive Widgets. These are

widgets that have been added to the theme but are not currently in use. As an

administrative user, these can be edited as required. To do so, simply click Edit to the

right of the widget category of choice.

Menus

This page allows a certain degree of customization of the menu bar. However, as the

theme was created externally on Artisteer, an administrative user will be unable to

make any edits. The only options available here is the ability to move around menu

items by dragging and dropping them to the required location. It is also possible to

change the title of the menu page here by clicking on the inverted triangle to the right

of the menu tab.


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Theme Options

This page is very user friendly, in that most decisions can be made simply by selecting

or deselecting a check box. This page provides customization options for the header

(the very top of each page) and the navigation menu (menu bar).

The Posts part of the Theme Options page allows for certain decisions to be made

with regard to the creation of posts by the administrative users.

The Featured Image part allows for customization of featured images and excerpts.

The featured image section mentions thumbnails; these are small icon like images that

can be seen across a webpage. An excerpt is a condensed description of a blog post.

The Footer content section is composed of HTML code. It should not be necessary to

edit this section and should only be attempted by a proficient HTML coder.

After any changes are made, click on the Save Changes button at the

bottom of the page to update the features.


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Favicon

This is the image that appears on each page tab beside the name of that page. The Favicon in

use is the Dóchas don Óige logo that was designed for the Facebook page.

Editor

This section presents the theme as it is written in HTML code. It is unnecessary for an

administrative user to edit this section, and a proficient HTML coder should make any

changes.


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Plugins

This menu tab allows users to manage plugins on the website. There are three options

available here, to view Installed Plugins, Add New or Editor.

Installed Plugins

When a user clicks on Installed Plugins a list of the plugins active on the Dóchas don

Óige site will appear.

These plugins can be activated, deactivated and deleted by clicking on the relevant

option underneath the desired plugin. A list of active or inactive plugins can also be

seen by clicking on either the Active or Inactive options at the top of the screen.


[59]

SEO

This plugin is used for modifying the website to gain a higher ranking in search engines such

as google.

To do this the user adds focus keywords which has to be unique to each page, an SEO title

which is the tile of the page that will appear on the search engine page and meta description

which are words that describes the content of the page.

The project team has already customised this for the site and will only need editing in future

if necessary.


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Facebook

When clicking on Facebook the user will be directed to the Facebook plugin, which

allows the user to add Facebook feed to the site.

1. The user will have to insert the page ID from the Facebook website. This is

pre-set and should not need to be changed.

2. The user should choose the setting that suits the Facebook page or account

created. This also set and should not require change.

After adjusting the settings as necessary, click Save Changes at the bottom of the

section. The short code can then be copied and pasted into the desired page where

the Facebook feed is supposed to be displayed.


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Using Facebook

In order to update the Facebook Feed on the website, new posts must be added to the

like page. To log in, use the details as follows:

Username: [email protected]

Password: Frankie123

This page below appears after login. This is the main Dóchas don Óige page, which is

set to private.

The Dóchas don Óige like page is where posts will be made to the public. These will

be the posts that will appear on the Facebook Feed. To toggle to the like page, click on

the inverted triangle. At the option to ‘Use Facebook as: Dóchas don Óige’, click on it

to go to the like page. To navigate back to the private administration page, follow the

same steps.


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A text box appears that reads, ‘What have you been up to?’ It is here that posts will be wrote.

Click into the textbox and compose the post. Click on the post button once finished.

Photos and videos may also be uploaded by clicking on the ‘Photo/Video’ option.

New photos can be added to the gallery by clicking on the ‘Photos’ tab in the menu

bar.

The private administration page looks like this at the front-end:

To log out completely, click on the inverted triangle once again and select ‘Log Out’.


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Form Maker

This plugin allows the user to add forms to the website. When clicking on Form

Maker or Manager the below page will appear.

A list of previously made forms will appear.

1. The user can add a new form by clicking on Add New.

2. The user can edit a current form by clicking Edit.

3. The user can delete the selected form by clicking on delete.

4. The user can copy and paste the form short code into the desired page where

the form is supposed to be displayed.

At the bottom of this list is the Dóchas don Óige Trainee Application form, called

Referral Form 1. When the user clicks on Edit, this page will appear:


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On this page the form fields are displayed and the user has two options:

1. Form Option for selecting specific actions. When clicking on Form Options this

page will be displayed:

Here the user has a choice of options such as, to publish the form or to save data to the

database and the users who are allowed to see the submission.

When the user clicks on email options, in the Email to Send Submissions to field, an

email address should be entered which allows the form to be submitted to that

account. In the Email From section the user should enter the email address the form

should be sent from.

The next tab is the Actions after Submission, here the user could choose a type of

action that happens after submitting the form, which by default is staying on the form

or page. The rest of the tabs under Form Options are not necessary for use.


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2. Add a new field, to add new fields in the form. The fields can be edited and moved

around by dragging and dropping to their desired location.

The other important option in Form Maker is the Submissions sub-menu. Here the

user can see a list of submissions, where they have the option to view or delete them.

Gallery

This plugin allows a user to add galleries and pictures to the website.

In the Add Gallery/ Image Page, the user can add pictures to existing galleries or

create new galleries. To create a new gallery:

1. Select Create a new Gallery

2. Type in a name for the gallery


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3. Add a picture through the Add Files option-a new window will appear to

select files from.

4. After adding the images, click on Start Upload in order for the picture to be

uploaded on the website.

To add an image from the gallery onto a page, see the Adding Media option of

the manual.

To add an image to an existing gallery:

1. Select the gallery name, for example Field Trips.

2. Add an image through the Add Files option. A new window will open to select

files from.

3. After adding the images, click on Start Upload in order for the picture to be

uploaded onto the website.

The images will appear automatically in the page where this gallery is embedded.

Cincopa Rich Media Plugin

This plugin allows users to add videos to the site.

In order to start using Cincopa, click on Create Gallery and Sign In.


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Login in using the following details:

Email: [email protected]

Password: 1234qwer

The page below will appear. Click on create gallery from the left hand side Cincopa menu.

Here a menu will appear which will allow the user to choose which type of media they want

to upload.

After choosing the type, follow the steps below.


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1. The user can choose the skin or theme for the video or media to appear in.

2. The customize skin tab allows for any customization to be added.

3. The user can now upload the video and it will be stored internally in Cincopa

provided storage.

4. The user can add a title and captions for the video.

5. Finally the user is provided with a code that they can copy and paste into the page

where they want the video or media to appear.

Maps

Through this tab the user can add a Google map to the website page. The Maps tab

shows which map is already displayed on the website. The one currently on the

website is called Dóchas don Óige. Clicking on the map name brings the user to a

page where modifications to the map can be made.

In order to achieve accurate location, the longitude and latitude must be pasted into

Address GPS under the Marker Listing Options and then Markers tab. This

information can be found by searching Google maps for the address. These can be

found in the URL of the page. Save the map, then copy and paste the short code into

the desired page. Google maps is now embedded into the page.


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Updraft plus Backup/Restore

This plugin should be used to back up the site to prevent the data, theme and database from

being lost.

This page will appear when the user clicks on it.

Under the tab current status, the user will have the option to Backup Now; this will allow the

user to create a backup version of the site. The action Restore will allow the user to restore

the site to the original version of the backup they made.


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A backup report can also be sent to the site administrator’s email address. This option must

be ticked initially.

Add New

To add more functionality to the website, this tab allows for new plugins to be

installed in the site. Plugin types can be searched by using the search box and

following the installation instructions.


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Editor

This tab allows for the editing of Plugins to give a greater functionality and

customization. To do this the use of PHP codes is necessary. It is not required for the

everyday operation of the Dóchas don Óige website.

Users

This tab offers the same functionality as How are you, DochasUser, see page XX of this

manual.

Tools

This menu option enables the user to import and export content for the website. This function

is not necessary for the purpose of this website.


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Settings

The main navigation pages can be found as sub-menus in the General Settings option

to the left hand side of the dashboard.

Site Title: It is not necessary to update site title.

Tagline: This is a brief description of what the website is all about.

WordPress & Site Address: DO NOT change either address as this will cause the

website to crash.

Membership: This is not required for the Dóchas don Óige website.

New User Default Role: The default selection here is subscribers. This can be

changed if necessary.

If changes are made, click on Save Changes at the bottom of the page to publish any

updates.


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Writing

These settings will not apply to the Dóchas don Óige website as it does not utilise the

Posts function. Writing Settings are used to control the interface when writing new,

adding and editing posts, pages, and post types, as well as the optional functions like

Remote Publishing, Post via e-mail, and Update Services.

Reading


Posts function. Reading settings enable the administrator to decide if posts or a static

page are displayed as the blogs front page. The administrator can also adjust how

many posts are displayed on that main page.

Discussion


Comments function. The discussion settings allow the administrator to set the options

concerning comments. It also offers the ability to control the circumstances under

which the blog sends an e-mail notification of certain events on the site.

Media

This section allows the determination of the sizes of images on the site. Click on Save

Changes to update settings.

Permalinks

This setting gives the different options for displaying the Dóchas don Óige URL. The

selected one includes the page name e.g. Dochasdonoige.ie/AboutUs. If selecting a

different option, click on Save Changes on the bottom of the page to update.

https://codex.wordpress.org/Settings_Writing_Screen#Post_via_e-mail




https://codex.wordpress.org/Posts_Add_New_Screen

https://codex.wordpress.org/Posts_Add_New_Screen

https://codex.wordpress.org/Glossary#Comments

https://codex.wordpress.org/Glossary#Comments


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Log Out

To log out, hover the mouse over your username on the top right hand corner of the

screen.

This will display the menu shown below. Click on Log Out to proceed.

Further Information

The purpose of this user manual has been to provide guidance with regard to the use of

WordPress in order to operate, edit and update the website. The following websites are

further recommended to provide troubleshooting tips, should any be required.

www.wordpress.org/support/ is the official WordPress support site. There are a

number of forums included on-site also, and these allow users to pose questions that

may be answered by the WordPress community.

www.wpbeginner.com is a useful website for beginners. It provides tips, tricks and

video tutorials.

http://www.wordpress.org/support/

http://www.wordpress.org/support/


[75]

Glossary of Terms

Artisteer: The theme for the website was created using this web design generator.

Back-End: The part of the website that only those with administrative details will be

able to see, e.g. the WordPress Dashboard.

Dashboard: The administration side of the website that allows edits.

Dynamic Web Page: A page whose content changes each time it is viewed.

Facebook Feed: A shortened version of the posts made by the Dóchas don Óige

Facebook page.

Front-End: What the user sees when they log on to the website.

HTML Code: A language used to create content on the World Wide Web.

Navigation: How a user moves from one web page to another.

PHP Code: A type of code used to create dynamic web pages.

Plugin: A software component that adds a feature to an existing application.

Posts: Content published online.

Short Code: A special tag that is entered into a post that displays content when

viewing the actual webpage.

Static Web Page: A page whose content does not change each time it is viewed.

Tags: A command that determines how something on a webpage should be formatted.

Users: An individual using the website.

Website Theme: The overall look of the website.

Widget: An application that allows a user to perform a function or to access a service.

WordPress: Web software used to make the website.


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Section 3: Developer Manual


[77]

Details of fact finding techniques used

The utilization of effective fact finding techniques is a central part of establishing

requirements. Within the requirements activity, the purpose of data gathering is to collect

sufficient, accurate, and relevant data so that a set of stable requirements can be produced

(Preece et al., 2011 p.222).

The determination of user requirements is the most integral part of any project undertaken.

They form the backbone of every system and must be meticulously and iteratively

investigated in order to ensure complete understanding and accountability of user needs. A

multi-pronged approach was used by the team in the quest to establish a stable set of

requirements. Brainstorming, researching, interviews and questionnaires were utilised in

order to firmly establish the system’s requirements.

Brainstorming

This was a requirements gathering activity that was consistently and iteratively undertaken by

the project team. After the initial meeting with the project sponsor, the requests she had

outlined were explored in depth and other ideas were considered. Brainstorming formed the

basis of most ideas, which were then researched using other fact finding techniques. The

technology to be used was also looked at and an analysis was conducted with regard to the

types of software that would best suit the team’s needs.

Research

As the project to be undertaken was the design and development of a website, research was

conducted into the content and layout of other websites of a similar nature. This proved to be

a very valuable resource as it gave the project team a deeper insight into the nature of

organizations like Dóchas don Óige, and what kind of appeal the website needed to have. It

also proved a useful color guide, as well as illustrating what types of layout and color scheme

to avoid. These websites were utilized in order to determine how organizations submitted

information requests or forms through the site. The main learnings we obtained from this type

of research were:

• Quotes from the attendees of the organization


[78]

• Photos of the attendees at work

• Latest news feed

• Publication tab with the Child Protection Guidelines and Annual Report

• Accessibility options for both text and audio

• Forms appear as image links

• Color and font usage is very effective when portraying the site theme and concept.

• Client Profiles

• “How Can We Help” is a very effective and commonly used line

• Positive affirmation in a banner should be consistent on every page

Questionnaires

Questionnaires can be an economical, useful and effective method of gathering facts. It was

decided by the project team that this would be an efficient way of reaching out to a group of

stakeholders that would be difficult to communicate with by another means. This group

consisted mostly of members of governmental agencies that would use the Dóchas don Óige

website for information needs. The questionnaire consisted of eight questions, four multiple

choice and four opinion questions. A total of thirty-five participants were identified and sent

the questionnaire. Only ten, however, replied by the allocated deadline. It was identified at a

later stage that there was in fact a typo on the return email address specified on the form. This

more than likely contributed to the lack of response that we received. The main learnings as

identified from the questionnaires were:

Aspects that discouraged a user from returning to a site were:

o An unclear or confusing layout or a poorly designed front page

o No updated information -an obvious stagnant or inactive website

o Information not clear, lack of colour and visual content

When thinking of Dóchas don Óige, the thoughts that come to mind are:

o A genuine second chance

o Excellent facilities and dedicated staff

o Youth intervention and education


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o Re-training and re-skilling

What people would like to see on the website:

o What’s on offer – courses, facilities, extra-curricular activities

o Information on the courses they run, as well as progression opportunities

o Testimonies from ex-Dóchas don Óige trainees

o Links to other agencies

o Positive images of young people participating in their work activities and play

o Details of services and community involvement

What people will use the website for:

o To provide information to potential new entrants

o Keeping up to date on provision of services to young people

o Links to other services and points of contact

o To keep up to date with the activity of the organisation

How people would like to submit a form:

o Fill it in and submit it through the site

Interviews

Interviewing is the most important fact finding technique that is used when establishing

requirements. It allows for the identification of more information for the interviewer as well

as giving clarity to the user. Two interviews with the main stakeholders were conducted by

the project team. The first took place with Helen Kelly, the project sponsor. During this time

Helen was asked a series of questions based on the team’s ideas obtained from the

brainstorming session and previous communication with her. The second was with a group of

ten trainees. This was more informal and took a semi-structured approach. The interviewing

technique yielded the most valuable information. The most important information acquired

was:

What does the website need to do:

o Describe it as a place that you can send someone from the age 16 years and

upwards, who is a young offender or a young person at risk, what support is

available for these young people at Dóchas don Óige, and what exactly the

organisation does.


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o Show contact numbers and information of the centre and agencies involved.

What are the most important requirements with the website:

o Literacy is an issue for some of those filling in the form. Audio instructions

should be included to assist with this.

o It is very important for the team to be aware of Child Protection issues and

also to include the policy on the website.

o Any trainee under 18 needs permission from their parents to have their image

included anywhere. Dóchas don Óige will look after this side of things, any

images that are presented to the team will have obtained prior permission.

o Simple language use is of prime importance, and each aspect of the website

should be easily accessible.

o A homepage video to show life in the centre and also the trainees on a field

trip to illustrate all they do in Dóchas don Óige.

The content that interviewees would like to be made available:

o Anyone that wants to start in Dóchas don Óige can go on the website and find

out what it is about and all about the subjects

o Reflect what the teachers and the atmosphere in the centre is like

o Information for those who drop out of school so that they know there is

somewhere else to come to in order to finish their education

o Information about all the trips that the trainees go on so people can see what

they do.

o Pictures of the trainees doing their work and life in the centre.

o Pictures of achievements, like those of Frankie Cleary and how he is

supported.

What will the website be used for:

o To recommend the centre to others.

o To show people that they can come in and get the help they need.

o To show people what they can accomplish in Dóchas don Óige e.g. projects,

results, goals that have been achieved.

o To keep up to date with what is going on at Dóchas don Óige.


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Prototyping

‘A prototype is one manifestation of a design that allows stakeholders to interact with it and

to explore its suitability’ (Preece et al 2001, p390). The team determined that prototyping was

an excellent way of finding out facts about the system. It was used for both exploration and

for testing and to choose the final logo design. Examples of all prototypes can be found in

Appendix (i).

Storyboards were used in conjunction with scenarios to establish how three different

users progressed through a particular task. As the storyboards were developed, the

team used this opportunity to identify any failings. The prototypes were then

presented to select stakeholders in order to ensure the task was easily achieved and a

clear path presented. This fact finding technique proved a very valuable tool when

used to determine the menu headings and to make decisions about placement of web

pages.

Mock-Ups of the website were designed using Pencil software, and allowed a view of

the overall website and how it would look when it was built. This prototype was used

along with a site-map, and was presented to the members of the Board of

Management in order to obtain feedback. It was a useful technique to illustrate both

project progress and to give an impression of the final design, and it elicited some

valuable responses. The most important learning from this technique was what title

and formats the finalised menu headings should take.

The Logo was designed by a volunteer graphic designer that Dóchas don Óige had

worked with before the project team came on-board. An initial brainstorming session

was undertaken with the trainees in order to achieve an idea of what Dóchas don Óige

represented to young people. These results were then taken and developed into

multiple logo designs which were presented to the stakeholders and a vote was taken.

The chosen graphic was then adapted further to suit the design of the new website.


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Behaviour Modelling

Behaviour diagrams are an informative fact finding technique used to illustrate how a system

works internally. They are beneficial when capturing how a user will interact with a system.

Use Cases, Activity Diagrams and Sequence Diagrams were types of diagram used by the

project team in order to clearly outline the stakeholder’s path when performing a particular

task.

Use cases

These are used to explain and document the interaction that is required between the user and

the system to accomplish the user’s task, it represents how a system interacts with its

environment by illustrating the activities that are performed by the users of the system and

the system’s responses, (Dennis, Wixom and Roth (2013 p.147).

Editing Content

A Dóchas don Óige site administrator will need to edit and update the site content. The

administrator will most likely be doing this on a regular basis. Therefore this is an important

process to illustrate. This will be done through the content management system, Wordpress.

Use Case Name: Editing Content

ID: UC 1

Priority: High

Actors: Administration, Web Server

Description: This use case describes the actions required to edit content.

Preconditions: The administration actor is authenticated and fully knowledgeable of the

system.

Normal Course:

The administrator logs into Wordpress by entering a user name and

password to access the administration dashboard.

The administrator then navigates to the selected page where changes and

editing are required.

The administrator then must click to edit on the page.

The administrator can now edit the page content.


[83]

The administrator can click on preview changes to see the changes being

applied to the page.

The administrator must click on update for the changes to be saved and

applied to the page.

The site server will receive and save the changes applied to the page.


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Uploading a Photo

One of the website functions which our client wanted the site to deliver is displaying

photos in the galleries. This will be done by the use of a plugin called Gallery, which

most likely will be used often during the lifetime of the site. This plugin is user friendly

and easy to use for those who do not have much experience with Wordpress, or other

content management systems.

Use Case Name: Uploading a Photo

ID: UC-2

Priority: High

Actors: Administration, Web Server

Description: This use case describes how an administrative user will upload a photo to the

website.

Preconditions: The user is authenticated to access the back-end system. The photo required

has already been uploaded to a hard drive, or device.

Normal Course:

The administrator must navigate to the Wordpress administration page by

typing a specific URL to access the site and to edit.

The administrator logs into Wordpress by entering a user name and

password to access the administration dashboard.

The administrator must navigate to the Gallery plugin page.

The administrator then has to navigate to add Gallery/ Image page.

The administrator must click on select a photo and then upload a chosen

photo from a device.

The administrator must click on upload to upload the photo into the Gallery.

The site server will receive and save the photo.


[85]


[86]

Government Agency User Searching for Information

Government Agencies are potential users of the website. The main reason that they would

access the website would be to look for information. In addition, they might decide to contact

Dóchas don Óige to make enquiries.

Use Case Name: Government Agency User Searching for Information

ID: UC-3

Priority: High

Actor: Government Agency User, Administration

Description: This use case describes how a user from a government agency could use the

website, and how an administrative user would receive a query.

Preconditions: The government agency user is familiar with the website and knows exactly

where to go for the required information.

Normal Course:

User accesses and lands on the Dóchas don Óige home page through their

web browser.

User then browses Dóchas don Óige website for information.

User navigates to Contact Us page.

User sends an enquiry through the email provided in the Contact Us page.

The administrator then will receive the enquiry email.

The administrator will send a response to the user.


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Potential Future Trainees Accessing the Website

The Trainees are the main users of Dóchas don Óige website. They could use the website to

browse and search for information or scan the gallery or they could use it to apply and join

Dóchas don Óige programmes through filling in the trainee application form.

Use Case Name: Potential Future Trainee’s Use of the Website

ID: UC-4

Priority: High

Actors: Trainee use case describes how a young person interested in attending Dóchas don

Óige would utilise the website. In addition to this, it describes how and administrative user

would receive a Trainee Application Form.

Preconditions: The potential trainee has all of the necessary information to correctly fill out

and submit a Trainee Application Form.

Normal Course:


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User accesses and lands on Dóchas don Óige home page through their web browser.

User then browses the ‘About Us’ pages for information about the organisation.

User can then navigate to the ‘How We Can Help’ page for information about the services

Dóchas don Óige provides.

User then can navigate to the ‘Our People’ page to look at the staff working there.

User then can navigate to the ‘Gallery’ page and browse the photos of trainees doing

different activities or their projects.

User then can navigate to the ‘Trainee Application Form’ on the Contact Us page to join.

User must complete the trainee application form, either by filling the online application, or

by downloading and printing and filling it in.User then has to submit the trainee application

form either online or by posting the paper copy.


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Activity Diagram

Trainee Application Form Enquiry

This Diagram shows the steps which potential trainees must take when wishing to send a

trainee application form enquiry.


[90]

Administration Editing Page

This activity diagram shows in more details what steps the website administrator should

follow to edit a page in the website.

Conference Room Enquiries

This activity diagram illustrates how a potential user can book the conference room in

Dóchas don Óige premises for meetings.


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Sequence Diagram

Conference Room Enquiry

This sequence diagram shows the order and the sequence of the processes involved in

booking the conference room and the way processes are ordered and interact with each other.


[92]

Process Modelling

Data Flow Diagram

This is a graphical way of representing how a business system should operate. It focuses on

the processes or activities that are performed and presents how the data created and used by

processes are organized, (Dennis, Wixom and Roth (2013 p.184).


[93]

Context Diagram


[94]

Functional Decomposition Diagram


[95]

System Architecture

Conceptual Overview Diagram

This picture shows how communication between the user machine or browser, ISP servers,

register 365 servers and Dóchas don Óige website works. When a trainee or a user of the

website types in the address www.dochasdonoige.ie, the Domain Name Server converts this

address into an IP address. It is important to note that every website has an IP address unique

to that website, however IP addresses are very difficult for users to remember as it consists of

strings of numbers and so the DNS converts the URL into the IP address.

The browser communicates with the Internet Service Provider, which is the company that

provides the internet connection in return for monthly fees. Usually they provide a modem

that you can log into with a user name and a password.

The website then is hosted by a web hosting service. This service makes a website accessible

to anyone who uses the internet. Our client website is hosted on Register365. This company

is based in the UK, and provides dedicated, shared and cloud hosting services, as well as

domain name services. This is a simple explanation of how the structure of Dóchas dons Óige

website works together.



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Website design /structure:

The website design was achieved after the project team suggestions were reviewed and

discussed with relevant stakeholders. Mock up screens were developed for the suggested

design and were presented to the stakeholders. After receiving feedback the team developed

the design using Artisteer, and this was also presented to the client for feedback.

Home About Us

About Dóchas

Staff

Board of management

How We Can Help

Course Information

Strengthening Families

Youth Club

Publicatiion

Conference Room

Our People

Trainees Profiles

Garda Ciara Moran

Ambassador Jake Heenan

Coordinatore Rachel Brown

Gallery

Facilities in Dóchas

Trainees Projects

Trainees In actions

Filds Trips

Contact Us

Dóchas don Óige

Trainee Application

Form

Links to Other Services

Volunteer


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Requirements:

After compiling all of the information obtained, the team drew up a list of functional and non-

functional requirements. These were discussed with the project sponsor and signed off on. The

requirements were determined as follows:

Functional Requirements:

Requirement Achieved

The website will include images of the trainees

carrying out tasks throughout their work day

Yes

The website will include a document of the Child

Protection Policy.

Yes

The website will have links to the services

Dóchas don Óige are involved with on the bottom

of every page. These will appear as images, as

will other downloads on the site.

Yes

The website will include a live Facebook feed

along the bottom right hand side of the page. The

Facebook account can only be updated by the

administration.

Yes

The website will provide information of a support

network available to a young person at risk, as

well as opportunities of furthering their

education. Course information and progression

routes will be outlined. The contact information

of the organisation and related services will be

readily available.

Yes

The website will provide a system that allows

users to download and print a form, or fill in and

submit through the website. The security of this

form will be high priority.

Yes


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The website will include an online gallery to

show artwork by the trainees, days out, and

projects completed etc. A video of similar content

will have prime focus on the home page, to attract

and hold users attention

Yes

The website will include a Volunteer section,

which provides information for those wishing to

donate their time and services to the organisation

Yes

The website will offer the facility to rent out the

Conference Room to companies.

Yes

The administration should be able to access the

website easily and from a remote location in

order to update the content.

Yes

The website should be available as a medium for

updating the trainees on current timetables and

course information, upcoming days out and any

immediate information that needs to be

communicated to them.

This requirement was discussed in

further detail and it was deemed more

efficient and effective to use Facebook to

update trainees on relevant information.

This would also appear on the website as

a feed ensuring only current content was

advertised.

The website should include interviews with

prominent Dóchas don Óige ambassadors, as

well as a feature on trainee success stories in

order to promote and further publicise the

organisation.

Yes

The security and privacy of the website and the

trainees must be paramount. The organisation’s

policies and guidelines must be abided by and be

critically aware of issues relating to child and

data protection.

Yes


[99]

The working system must be accompanied by a

detailed and easy to understand user manual and

training tools for the staff, in order to future proof

the site.

Yes

The working website must be able to run on any

operating system.

Yes

Non-Functional Requirements:

Requirement Achieved

The website will include quotes from the trainees

as their impressions of Dóchas don Óige

Yes

The website will use effective colour and font in

order to clearly illustrate its theme.

Yes

The website should be easy to use, include

accessibility options for both font and audio in

order to cater fully for the needs of all users and

strike the correct balance between professional

and trainee users. The layout will be clear and

easy to understand

After implementing a font accessibility

option, it was deemed by the team as

unnecessary, as a larger overall font size

seemed to work better and a focus was

placed on ensuring the layout was clear

and easy to understand. An audio option

was included on the application form

page only, at the request of the project

sponsor.

The website will have a menu bar consisting of

seven items. These will consist of further items

which will appear as a side menu on the left of

the page.

After design and usability analysis, it was

decided to reduce the menu items to six

and move the publications menu item to

How We Can Help instead. It was also

determined that the dropdown menu

design was more aesthetically pleasing

and fit in better with the overall design of

the site.


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The website will be developed with the goal of

creating a positive image that reflects the vision,

aim and ethos of Dóchas don Óige. It will be

clear to a visitor that it is as a place that you can

send someone from 16 years old that is a young

offender or a young person at risk

Yes

The organisation will require a new email

address with the charity name in the domain

name in order to register for the Text Donate

option

It was determined by the client that if a

Donate Button was to be implemented it

could affect other funding received by

Dóchas don Óige. As a result it was

agreed to quash the idea of a Donate

Button as it was unlikely to generate

substantial revenue to warrant a cut to the

funding. Moreover, the requirement of a

new email address is unnecessary at this

stage.

The website should provide sufficient storage

space to allow the consistent upload of pictures

and any archive material

Yes

The content of the website should include

effective keywords to ensure optimum visibility

in search engines.

Yes. Currently it is on page one in both a

Google and a Bing search and the project

team is continuing to work to achieve

higher ranking on the page.

All costs must be outlined clearly to the Board of

Management and accepted before any work on

the build of the system begins.

Yes


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Change Log

As detailed in the initial Risk Register, it was identified that there could be a high probability

of changes to the requirements. This was due to the fact that the requirements were drawn up

at the beginning of the project, when the client and project team had little experience in

planning, designing and implementing such systems. As a result, a Change Management Plan

was implemented. This included a communication protocol for change request, change

control board and a change log. This allowed the project team to effectively and efficiently

adapt to and incorporate any changes to requirements identified through prototyping and

testing.

Change

No.

Requestor Change

Request

Reason for

Change

Date

Submitted

Approved

Disapproved

Additional Comment

s

1 Client Omission of

the Donate

Button

Funding may

be cut

13/02/15 Approved. It was

unlikely to generate

substantial revenue to

warrant a cut in

funding

2 Project

Team

Omission of

font

accessibility

option

Is unnecessary,

too cluttered

looking,

doesn’t fit with

site aesthetics

25/02/15 Approved

3 Design

Team

BOM

Adjustment

of menu

titles to

reduce them

to six

Dropdown

menu

instead of

side menu

Unnecessary

addition of

extra menu

button

Dropdown fits

more with the

aesthetics of

the site

Ongoing

February

Approved

This improves the site

layout and

accessibility


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4 Project

Sponsor

Update

information

on

Facebook

instead of

on the site

It is much

easier for the

administration

to add a post to

a face-book

page and see it

appear on the

site than edit

the site

daily/weekly

13/02/15 Approved


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Chosen Technologies

Web Hosting

The team is using Register365 to host the site. Register365 provides an effective hosting

service. They also incorporate an efficient support system, which was utilised by the team

when running through the instalment of the content management system. The project team

used the Starter package which suited the business needs of the client. This package offers

unlimited bandwidth, fifty gigabytes of web space and two databases. This hosting package is

compatible with Windows or Linux. If a user is interested in a renewal or an upgrade, an

online control panel is in place to deal with such a situation which is user friendly.

Domain Name

Register365 was chosen as a provider for the domain name system. When choosing a domain

name for the website, our client was specific about what they wanted as they had already

secured the rights to utilise Dochasdonoige.ie.


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WordPress

Content Management System is a tool used to develop websites. It allows for the creation of

the website, and editing, updating or removing content for the website. It enables access from

any device.

WordPress is one of the most popular Content Management System tools. It was chosen by

the team after researching many different options such as Dreamweaver, Joomla and Drupal.

WordPress proved to be user friendly, especially for those who are unfamiliar with coding.

Our client has no experience with web development and maintenance, therefore Wordpress,

with its very user friendly interface and support documentation was the most appropriate

choice.

FileZilla

When the team started installing Wordpress through the one-click installation service

provided by the hosting company, there were difficulties. After contacting the provider, it

appeared that this service was not working at the time and the host recommended utilising

manual installation. FileZilla was the tool used to install Wordpress. It is a File Transfer

Protocol (FTP) management tool which transfer files from a local computer (the user

computer) to a remote computer i.e. the server. It also allows the users to edit server files

easily and to then upload them again. It is relatively easy to install and use. The user needs to

have the host, username and password details which the hosting service should provide to log

in and start the transfer. This tool was only necessary to install Wordpress and the SSL

certificate. Our client will not have to deal with it. For any further enhancements in the future

which require using FileZilla, the user should enable the use of FTP by editing the setting on

the hosting service provider Register365. The picture below shows the application in action.


[105]

Artisteer

Artisteer was the tool used to create the theme for the client website. It was one of the

technology decisions the team came to agree on as the most suitable tool to customize the

website for our client. Artisteer contains a large amount of templates and themes, which can

then be exported to WordPress.

Theme Designing

One of the main reasons our client needed a website is to attract more potential trainees.

Another one was to encourage publicity for Dóchas don Óige. The project team had this in

mind in the earlier stages where planning and creation of prototypes was taking place. The

theme colours were picked to go along with the logo which held the yellow and blue colours.

The theme itself was designed to be simple and easy to navigate around. This was crucial for

the project as the main target audience is potential trainees, thus having a simple design was

important. The team created a prototype of the website and the suggested theme and

represented it to the board of management to get their feedback. When executing the design

in Artisteer, the team made use of the prototypes that had been approved by relevant

stakeholders. Once the final edit was complete, it was exported and installed into Wordpress

to add the website content.


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Favicon

A favicon is a small logo or icon that is attached to a website. It is typically displayed in the

browser page tab next to the page name. The project team set Dóchas don Óige’s logo as the

Favicon for the website and it appears on all pages and bookmarks. This was done using

Favicon by RealFaviconGenerator plugin. It allowed the team to upload a 70x70 square

picture and generate a favicon from it. Having this image ensured the website has a

professional look.

Search Engine Optimization (SEO)

Search engine optimization (SEO) is the process of modifying the website in order to

improve the site ranking and order in search engines. When a website gets a high ranking in

search engines it is more likely to attract more visitors. This will serve Dóchas don Óige’s

aim to help more trainees and provide its service on a bigger scale. Therefore SEO’s

important role was given much thought. After researching methods and ways to apply the

SEO, it was found that this can be achieved manually by using codes or plugins. It was

decided that the SEO plugin by Yoast provided the necessary techniques and was very user

friendly. Once the plugin was confirmed to suit the website and that there are no

incompatibility issues with the other plugins, it was installed to the site. The team then

brainstormed and came up with what they considered to be the best keywords to use in order

to get the website ranking higher as it was on the third page of a Google search.

SEO titles are tags added to the header section of the page code, usually containing the title of

the page. It typically appears in the first line of the results in search engines. In addition, a

Meta description was then added to the header section of the website code after the SEO title,

describing what the page is about. After that more customisation and configuration were done

to assure a higher ranking. Each page on the website has its own keywords and meta-

description. This should allow search engines, like Google, to focus on a specific page


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according to the user search. This is a preview of how a SEO title and Meta description

would appear on Google search.

Plugins

Plugins can be described as tools which are used to add more functionality to Wordpress.

They offer customised functions, from attaching an interactive map to your site or music

playlist to managing an e-commerce product catalogue. This means that plugins provide users

with custom functions and features so that each and every user can customise their site to

their specific requests and needs.

This is supported by the huge plugin library that Wordpress has as it has more than 38,000

plugins. Most of the common functions have plugins programmed and available by more than

one company. The project team have used a number of plugins in the website to add the

functions the client requested.

Custom Facebook Feed

The client requested a Facebook feed linked to their website. This plugin by Smash balloon is

very user friendly. It was chosen after extensive research, as other Facebook feed plugins

either did not work on the website due to its incompatibility with the Artisteer theme, or due

to it requesting a widget on its own where it was not included in the Artisteer theme. This

plugin was the best choice out of the others. It provides a very customizable and responsive

Facebook feed. After entering the Facebook ID into the plugin setting and customising the


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appearance as the user sees suitable, all they have to do is copy and paste this short code

directly into the page where decided for the feed to appear.

Form Maker Pro

This plugin was one of the most important ones as it was related to a major function for the

site, the Trainee Application Form. Traditionally, this form is usually a paper form which our

client used to fill manually. They requested an electronic form to make the process easier and

faster. A Form Maker Pro plugin by Web Dorado was the best choice as it was used for

creating simple forms, survey forms and questionnaires, registration and application forms. It

did have fees of €27.35 which the project team covered. The team created the form according

to the client preference by using the drag and drop interface provided. After that, the short

code for that form was pasted into the page where it was planned to show up.

NextGEN Gallery by Photocrati

The photo gallery also required a plugin. The team decided to use the NextGEN Gallery by

Photocrati Media. There were two reasons for this decision: the first one was its ability to

provide two front-end display styles (slideshows and thumbnail galleries) and its ability to

manage the galleries of images on top of the range of options it provides to control the

galleries slide and sizes. The second reason was that it allows a user to upload photos directly

from a hard drive. This function was especially useful as the team had some difficulties with


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uploading media through the Wordpress media library, which might be related to using many

plugins or the use of an Artisteer theme.

Cincopa

A video on the homepage was a key requirement. The team members experimented with

different methods to embed the video into the home page. One of them involved embedding a

YouTube video. This method was successful but the advertisements at the end of the video

proved to look unprofessional. The team searched for another solution which proved to be a

plugin named Post by Cincopa. This plugin provided the team with the tool to attach the

video and also to host the video. This plugin is free and provides the user with a wide range

of choice. After installing the plugin and creating an account on Cincopa’s website and

hosting the video there, the team added the video using the plug-in. The same steps were

followed in order to add the audio file in the Trainee Application Form page.

WP Google Maps

An interactive google map showing Dóchas don Óige’s location is an important factor in the

Contact Us page. The most suited plugin for this function was WP Google Maps by WP

Google Maps. It allows the user to create maps with markers, which makes it easier to pin

down the centre’s location. It is easy to use with a user friendly interface. After installing the

plugin the user has to name the map and choose the map size. After that, the GPS or address

for the markers has to be filled. These are the longitude and latitude of the location which can

be found by searching the location on google maps.


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SSL

Dóchas don Óige services are mainly for the youth. The need to gather potential trainees'

information in an easier and quicker way was imperative, and so the team added a Trainee

Application Form to the website. Our client has put emphasis on how this information should

be protected as this relates to child protection laws. The best option to protect the data was to

get a SSL certificate. A Quick SSL Premium certificate from GeoTrust was installed. It

provides a secure connection to the website and verifies that the website is genuine and

secure. The team installed the certificate and added the Geo trust logo to the Trainee

Application Form page.


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Search Engine Optimisation (SEO)

In order to meet the non-functional requirement that the content of the website should include

effective keywords to ensure optimum visibility in search engines, a technique called search

engine optimisation was conducted. SEO is best practice and allows ones website or blog to

rank higher in search engine rankings to enable more viewers to access the site, thus resulting

in a better website. Wordpress prides itself on being one of the best, if not the best content

management systems when it comes to SEO (De Valk, J. 2015). In order to aid this, a plugin

called Yoast was used.


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By tweaking the various focus keywords, SEO title, meta-description and content, the aim is

to get all lights to turn green as seen below. Once all or most of the lights have turned green,

then the website should begin to rank higher in the various search engines.

Microsoft Project

This tool was used as a method of illustrating the project schedule in a graphical form. The

project management tool also allowed the team to develop a Gantt chart, which can be used

to represent different kinds of project information.


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Microsoft Office Suite

The Microsoft Office Suite proved an invaluable tool for all aspects of the project and

documentation.

Snip

Snip is a tool which enable the user to capture the screen, whether it is an active screen or a

specific screen. This tool was used in general for creating the user manual.

Technology Difficulties

The project team faced some difficulties whilst working with the different types of software.

There was an obstacle that took longer than expected to deal with when installing Wordpress

using the FTP software FileZilla, as the hosting provider had problems that did not allow

Wordpress to install via a one click service. The team members had no experience at all with

such a program, therefore researching and figuring out how to use the program was time

consuming.

Another obstacle the team faced was choosing plugins. Wordpress has a huge plugins library.

When deciding what plugin was the most suitable one, reading the plugin functionality is not

enough. This is because some plugins could have compatibility issues and would not work if

they were put together. Therefore trying and testing different plugins was the most effective

way to ensure that every plugin is compatible with the other and would work on the website.

This was time consuming but it was also the only way to get the plugins working most

effectively.


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The most difficult issue the team faced was when the website stopped working and

disappeared from the net all together, only displaying an error message. Contacting the

hosting provider was the first course of action, but they responded by explaining that it was

not a hosting issue. After further long and intensive research it was found that the URL for

the actual site had been changed accidentally to a link that did not exist. Once this fault was

found, it was easily rectified by changing the address back to the correct one through the Php

MyAdmin database.

The project team faced also some difficulties while configuring and implementing the SEO to

achieve a high ranking for the website. This is because of the nature of the website, as many

pages have only pictures on it and some only have text as per the client needs and requests.

After many attempts, and experimenting with different keywords and titles, the site appeared

on the bottom of the first page of the result page in Google, and it ranked at the top of the

result pages in Yahoo and Bing.


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Section 4: Project Management


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Introduction

Every project management model has its own way of laying out the processes, procedures, best

practices and templates required to successfully manage projects. If you look at them in more

detail, you start to see many similarities. According to TenStep (2014), differences are present

as well, not so much major disagreements as differences in emphasis.

One of the best known and most widely used project management models is the Project

Management Body of Knowledge (PMBOK Guide), which is the standard put forward by the

Project Management Institute (PMI). The PMBOK Guide recognises five basic process groups

which include; initiating, planning, executing, monitoring and controlling and finally closing.

The PMBOK Guide goes on to identify forty seven processes that overlap and interact

throughout the project lifecycle and its phases, and are arranged into ten supporting knowledge

areas. These knowledge areas include; integration management, scope management, time

management, cost management, quality management, human resource management,

communications management, risk management, procurement management, and stakeholder

management. (Haughey, D. (2013)).

The project team incorporated these knowledge areas into the management of the project to

increase the likelihood of success. However not all were used extensively e.g. procurement, as

the project did not call for its use.

Integration Management

According to Free-Management-eBooks (2014), this process coordinates the other areas to

work together throughout the project. It contains all of the skills, tools, and techniques required

to integrate all of the components so that everything is done at the right time, in the right

sequence, and connected in the right way.

The first step we took in integration management was to develop a System Request. This

outlined the Project Sponsor, business need, business requirement, business value, and finally,

special issues or constraints. By compiling this document, the Project Team was able to get a

clear snap shot of the overall project very early on and help guide the project throughout its

lifecycle.


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The next step was to detail a Scope Management plan, Risk Management plan, Time

Management plan, Cost Management plan and Communication Management plan. These

helped ensure the project stayed on track throughout its lifecycle.

Throughout the course of the project, there was the need for effective project management from

all team members to ensure the project ran smoothly. Many skills were garnered and developed

which include: teamwork skills, communication and listening skills, time management,

prioritising work required for completion, and managing and dividing up the workload equally

between team members.

As the project progressed, there was the need to manage change effectively, in order to prevent

it from having a negative effect on the success of the project. This was aided by a Change

Management process that was put in place, including a communication protocol, change

control board and change log. These proved to be very effective as they enabled the Project

Team to deal with and incorporate any changes required.

A variety of technical skills were developed by team members as a result of building the

website’s theme through Artisteer, as well as working with Wordpress.

To close the project, the website was handed over to the client once it had been fully tested.

Following this, vigorous training was conducted to ensure the client would be able to maintain

and update the website going forward.

Scope Management

The PMBOK Guide (PMI 1996) states that project Scope Management includes the processes

required to ensure the project includes all the work required, and only the work required, to

complete the project successfully.

In order to fully evaluate the project’s scope management we must break the process down into

planning scope management, collecting requirements, defining scope, creating a work

breakdown structure (WBS), validating scope and finally controlling scope.


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Planning Scope Management

The Scope Management Plan outlines and documents how the project scope will be defined,

validated and controlled. This is a best practice document which we found very useful in

managing the scope of the project.

Collecting Requirements

Requirement elicitation is a complex process of identifying, analysing and prioritising

requirements to ensure the project is a success. According to Preece et al. (2011, p353), there

are two aims of requirements analysis.

To understand as much as possible about the users and their activities so that the system

under design can reflect their goals

To produce a set of stable requirements in order to develop the best possible design for

the user’s needs

In order to create a complete set of requirements, triangulation was used to aid the process.

Triangulation is the investigation of the phenomenon from at least two different perspectives.

The project team identified methodological triangulation as the best practice to obtain a wide

range of data. In addition to this, team brainstorming and various requirement gathering

techniques were effectively utilised. Requirements gathering techniques included; researching

similar websites, questionnaires were sent to and filled out by administration and government

agencies, interviews were conducted with both the project sponsor Helen Kelly and the trainees

at Dóchas don Óige, prototyping, storyboards and scenarios.

Once these requirement gathering techniques were conducted the results were reviewed and

prioritised into functional and non-functional requirements. This requirement statement was

then signed off by the project sponsor.

Our initial identification of requirements for the project were subsequently revised. These

requirements were closely monitored throughout the course of the projects life cycle to prevent

scope creep from occurring. Any changes and updates to the requirements had to follow a

change protocol. This protocol involved a Change Control Board and a Change Control Log.

A total of twenty four requirements were identified for this project, however four of these had

to be reviewed and changed i.e. omission of the donate button, omission of the font accessibility

option, changes to the menu bar and also the time table no longer updated through website.


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Defining Scope

Following the elicitation of a complete set of requirements, the project team was able to define

the scope of the project. This included:

Developing a website specific to the needs of the client, as outlined by said client during

initial meetings.

Engineering a project management system that would ensure the efficient delivery of

the website, in a timely manner that adheres to the deadlines established by the

university.

Creating a user manual so as best to equip the client with regards to their own use and

maintenance of the site.

Assisting with the efficient running of the organization by incorporating online forms

within the site that users can download or send directly to the organization.

Incorporating such soft copies will be of great benefit to the organisation as they

currently rely on hard copies of all forms carrying personal information. These forms

will be easily downloadable and will not require prior online registration with the site

by the user.

Incorporating user analysis by integrating the user throughout the site’s development.

The scope of this project was monitored closely in order to ensure scope creep didn’t occur,

however it was important that there was leeway within the project to allow for any necessary

modifications.

Changes to Requirements

As detailed in the initial development of the Risk Register, it was suggested that there would

be a high probability of changes to the requirements. This was due to the fact that the

requirements were drawn up at the beginning of the project, when the client and project team

had little experience in planning, designing and implementing such systems. As a result, a

Change Management Plan was put in place. This included a communication protocol for

change request, change control board and a change log. As a result we were able to effectively

and efficiently adapt to and incorporate any changes to the requirements identified through

prototyping and testing.


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Omission of Donate Button

It was initially agreed that the project team would implement a Donate Button on the website

to generate additional revenue for the organisation. The client soon realised that donations of

this sort could potentially cause complications with regard to government funding. As a result,

it was agreed to remove the Donate Button, as it was unlikely to generate substantial revenue

to warrant a cut to the funding.

Omission of Font Accessibility Option

After implementing a font accessibility option, it was deemed by the team as unnecessary, as a

larger overall font size seemed to work better and a focus was placed on ensuring the layout

was clear and easy to understand.

Change to Menu Bar

After design and usability analysis, it was decided to reduce the menu items to six, and to move

the publications menu item to the ‘How We Can Help’ section instead. It was also determined

that the dropdown menu design was more aesthetically pleasing and fit in better with the overall

design of the site.

Timetable No Longer Updated Through Website

This requirement was discussed in further detail and it was deemed more efficient and effective

to use Facebook to update trainees on relevant information. This would also appear on the

website as a feed ensuring only updated content would be displayed

Create WBS

In order to manage the project effectively, the project was broken up by subdividing project

deliverables and project work into smaller components that were easier to manage. This was

very effective as it clearly identified the tasks required for successful completion in order to

ensure project success. The work breakdown structure can be seen in Appendix (i).

Validate Scope

Validating the scope is the process of formalising the acceptance of the project scope. In our

Project proposal we required a representative from Dóchas don Óige to sign off on the

requirements. This ensured both the project team and the client were fully aware of what was

required to be delivered and expected. This was a vital aspect to the success of the project.


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Controlling the Scope

As identified in the Risk Register, it was identified that there would be a high probability of

changes to the requirements and scope. Following this, the need for a formal protocol to be put

in place to help effectively manage this process was highlighted. We created a change

management process detailing the procedures for communicating a change request, a change

control board, and finally a change log. This helped to ensure that any changes would be

embraced and changed in a timely manner in order to prevent the likelihood of the change

having a negative effect of the project, and would also reduce the occurrence of scope creep.

Time Management

Time management is acknowledged as one of the important aspects of project management.

Time management basically consists of processes where the time spent on completing the

project is managed. There are six main processes to manage the project time; the team have

followed these processes in order to generate a project schedule, Work Breakdown Structure,

work breakdown dictionary, Gantt chart and PERT diagram. These processes are:

Define Activities

In this process the team identified and outlined the activities that the project team members

must accomplish in order to produce the project deliverables. The project team were able to

identify the activities and milestones and outline them in the project schedule.

There were four deliverables in total, and these were set as milestones.

Sequence Activities

The second process was to identify the relation between the different activities in the project.

In addition to this, the team had to identify dependencies between the project activities. This

process was important in order for the team to use the critical path analysis and for the PERT

chart.

Estimate Activity Resources

This process is used for estimating the amount of resources members’ need, how much

resources do project activities need, and what kind of resources are needed in order to deliver


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the project. For this project, the only resources required were human and technology. Both of

these are without cost for the majority of the project, excepting the hoster, SSL certificate and

the domain name.

Estimate Activity Durations

In this process the team estimated the amount of time it will take to get each activity

completed. This was done while taking into consideration different factors, such as the effort

it will take and even allocation study time for examinations.

Develop Schedule

By using the activities list and the activity duration estimates, the team members were able to

produce a project schedule, which included a planned start date and a planned finish date for

each activity.

Control Schedule

This process is used to observe and monitor the project time schedule status and manage any

changes that might happen to the schedule during the project lifecycle. As mentioned above,

the team members recognise how critical time management is for delivering the project on

time, therefore the project schedule, work breakdown structure and work breakdown

dictionary were created early on in the project lifetime, and were submitted for Deliverable

One. While the team kept referring to the schedule to keep track of the time, it was apparent

that slight adjustments had to be made and develop a revised schedule. The changes

happened in the closing stage of the project, and so changes at earlier stages of the project

schedule were unnecessary. This was as a result of a failure to take such situations into

consideration earlier in the lifetime of the project. These aspects were:

The team did not consider allowing time for study week and final exams, which were

from the 20th of April until the 13th of May. This resulted in having to push forward

some of the project tasks, which were scheduled to be done during this time.

The team was generous with time considered for certain tasks, which took less than

the time assigned for it.

The project schedule also had to be changed once the official date for the Final Report

and Presentation was revealed. As a result, the completion dates were pushed forward


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to the 21st of June, as opposed to the 29th of June. In turn, other tasks in the closing

stage were also pushed forward.

PERT Chart

Critical path: A, B, C, D, E, G, H, J.

Task Task Letter

Duration Precedence

Initiation A 19 -

Project summary B 15 -

Develop requirements C 15 -

Develop methodology and prototype D 30 -

Finalise planning E 15 -

Design website theme F 13 E

Develop website G 31 E

Develop user manual H 7 G

Final testing I 31 F

Final documentation J 31 H


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Project schedule

Task Duration

(days)

Start

Date

Due

Date

Initiating

Form the project team and designate roles 1 25/09 25/09

Research and select the client 14 15/09 01/10

Initial stakeholder meeting 1 01/10 01/10

Examine other project proposals 1 01/10 02/10

Develop Project Schedule 2 02/10 04/10

Investigate risks and constraints 4 02/10 06/10

Investigate requirements 4 02/10 06/10

Research methodologies 2 06/10 08/10

Develop Scope Management plan 4 09/10 13/10

Edit and finalise project proposal documentation 2 13/10 15/10

MILESTONE: Project Proposal 0 15/10 15/10

Planning

Develop the system request 1 27/10 28/10

Conduct a feasibility analysis 7 28/10 4/11

Conduct a technology analysis 7 28/10 4/11

Develop Risk Management plan 7 4/11 11/11

Develop Communications plan 7 4/11 11/11

Conduct team brainstorming session to determine

requirements

1 11/01 11/01

Conduct Interview with key project sponsor 1 12/11 12/11

Investigate and revise project methodology 1 13/11 13/11

Design screen mock-ups and the script for the website 2 15/11 17/11

Design logo prototypes 7 21/10 07/11

Conduct analysis of logo prototypes with users 1 07/11 07/11

Conduct meeting with the Board of Directors 1 05/12 05/12


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Revise the project schedule 2 05/01 07/01

Create WBS 2 07/01 09/01

Create user profile, scenarios and storyboards 2 05/01 07/01

Conduct interview with the trainees 1 16/01 16/01

Design and send out questionnaires to users 10 14/01 23/01

Conduct usability analysis on low fidelity prototypes 1 16/01 16/01

Develop requirements definition statement and sign off 2 19/01 21/01

Develop Scope Management plan 2 21/01 23/01

Investigate colour and font choices 2 23/01 27/01

Edit and finalise deliverable 1 documentation 8 23/01 30/01

MILESTONE: Deliverable 1 0 30/01 30/01

Designing and Implementation of the website

Choose final images and information for the website content 7 02/02 09/02

Conduct interviews for content 2 09/02 10/02

Revise project schedules and scope 2 11/02 12/02

Conduct further risk analysis 2 12/02 13/02

Construct the website 14 16/02 02/03

Conduct initial usability testing with key stakeholders 1 03/03 03/03

Review progress with the project sponsor 1 03/03 03/03

Implement design changes 7 04/03 11/03

Conduct further usability testing with key stakeholders 1 11/03 11/03

Draft the user manual 7 12/03 19/03

Handover the system to the client 1 23/03 23/03

Edit and finalise deliverable 2 documentation 7 24/03 30/03

MILESTONE: Deliverable 2 0 30/03 30/03

Closing

Conduct staff training 3 08/04 10/04

Consideration and implementation of any changes 6 13/04 18/04

Conduct final testing 3 18/05 20/05

Production of final documentation including poster 22 21/05 11/06


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Preparation for presentation 6 12/06 17/06

Edit and finalise report documentation 4 18/06 21/06

MILESTONE: Final Report 0 22/06 22/06

Work breakdown structure

See Appendix (ii).

Risk Management

Risk management can be viewed as the process of conducting risk management planning,

analysing and responding to project risk. This risk management is critical as it reduces the

consequences of adverse effects in the event that these risks propagate.

Throughout the course of the project lifecycle, we expected to encounter numerous potential

risks and constraints. Once the project team had a firm understanding of where potential risks

were likely to come from, we conducted brainstorming sessions to help identify each risk that

was present during the projects planning phase.

We put in place a procedure to aid the management of risk response planning and monitoring

and controlling risk.

Risk Register

The project team created a Risk Register once all risk were identified. This Risk Register briefly

described each risk identified, outlined the likelihood of the risk occurring, potential triggers

and outlined the response to the risk if it occurred. The project team found this Risk Register

very effective in the management of such risk.

Name and Rank

of Risk

Description Probability

of

occurrence

Trigger Response Risk

Owner

1. Change of

requirements

Risk of the

client changing

their

High * Lack of

knowledge from

stakeholders

* Constant

feedback from

* Team

* Project

Sponsor


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requirement

needs at

different stages

* Users unsure

of exactly what

they want

stakeholders at

every stage

* Re-iteration of

designs and

usability

analysis

2. Failing to

meet deadlines

Unable to meet

project or

system

deadlines as

set out in the

project

schedule

High * Poor time

management *

Poor project

management *

Steep learning

curve

* Create good

time

management

plan

* Good project

management

skills

Team

3. Client change

of mind

Client decides

not to go ahead

with the

website

High * Lack of

interest from

project team

*Clashing of

personalities

* Low business

value

* Lack of

funding

* Consistent

open

communication

with the key

stakeholders

* Project

contract

Project

Sponsor

4. Disagreements

between team

and/or client

Team and/or

client may

have different

ideas which

could

potentially

lead to

hostility

High * Differing ideas

and opinions

* Different

expectations of

stakeholders

*Change of

mind of the

client

* Effective

communication

plan

* Change

control plan

* Team

* Project

Sponsor


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5. Scope creep Uncontrolled

changes to the

project scope

High * Changing

requirements *

Poor initial

scope definition

* Lack of

knowledge

* Effective

scope

management

plan

* Flexible

responses to

change

* Good

requirement

gathering skills

Team

6. Data

Protection

oversight

Not abiding

fully by data

and child

protection

guidelines

High * Lack of

knowledge of

important

legislation

* Becoming

very well

informed on

relevant policies

* Liaising with

the project

sponsor

Team

7.

Communication

breakdown

Mis-

understandings

that may occur

within the

project team

Medium * Poor

communication

procedures

* Language

barrier

* Poor listening

skills

* Effective

communications

plan

* Having respect

for each other

Team

8. Difficulty of

website

maintenance by

administration

Problems the

client may

have

maintaining

the website

Medium * Lack of

general

technical

knowledge

* Ensure user

manual is clear

and concise

* Provide follow

up contact

options

* Team

* Project

Sponsor


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9. Dislike of

initial

logo/image ideas

Project team,

graphic

designer

and/or client

may disagree

on site

images/logo

Medium * Personal and

professional

preference and

difference of

opinion

* Develop an

archive to give

more choice

* Client has the

final say

* Team design

of logo

* Team

* Project

Sponsor

10. Contraction

of virus on

computer

hardware/

Failure of any

of the

operations on

the PC due to a

virus

Medium * Open Wi-Fi

areas

* Use of

unsecure

computers

* Call university

IT support

* Log a ticket

with the

software

supplier

* Back

everything up to

google drive

* Use another

PC in the

interim

* Team

* Project

Sponsor

11. Sufficient

access to

software

Access to high

priced

software only

available on

the university

PC’s

Low * Working off

site

* No access to

university suites

at certain times

* Write/sketch

any idea

* Better use of

time and project

management

skills

Team

12. Removal of

funding for the

website

Client may

have funding

for the project

removed

Low * Changes in

government

funding

* Assist in

raising the funds

* Research

further open

source platforms

Project

Sponsor


[130]

13. Is the site

future proof

financially?

Will the

organisation be

able to

maintain the

site financially

in future?

Low * Increase in

costs of

maintenance

* Provide them

with a list of

other companies

which may not

offer an

optimum service

but will allow

the website to

continue.

Project

Sponsor

14. Inability on

our part to build

a certain aspect

of the website

Inability of the

team to

implement

something the

client has

requested

Low * Lack of

knowledge

* Inability to

know how to

find the

solutions

available

* Speak to

experts in

particular

knowledge area.

* Conduct more

extensive

research

* Find

alternative

options

Team

Risks That Materialised

Change of Requirements

Changes in requirements included:

Omission of donate button

Omission of font accessibility option

Changes to menu bar

Timetable no longer updated through website


[131]

Client Change of Mind

As the project progressed through its lifecycle, the client changed their mind on a few aspects,

which were then incorporated. This was facilitated and aided by our hybrid methodology,

through prototyping and regular contact with the client and Project Sponsor.

Areas in which the Client had a change of mind:

Omission of donate button

Timetable no longer updated through website

Dislike of Initial Logo/Image Ideas

When trying to select and create a logo for the website, the project team was faced with various

challenges. The project team initially suggested various logo ideas, but the Project Sponsor,

Board of Management and volunteer graphic designer were not fully satisfied. Logo

prototyping was conducted with the trainees in a bid to try and come up with a suitable logo.

Following this we agreed on a suitable logo for the website.

In terms of image ideas for the site, both the Project Team, Project Sponsor and Board of

Management were unhappy with the quality and quantity of images initially submitted for the

website. As a result the Project Team reached out to the Photo Society at NUIG and utilised

the services of a volunteer photographer to gather suitable photos.

Cost Management

Cost management is a key area, as it is one of the three triple constraints in project management,

and if not managed correctly can lead to project failure. The group carefully monitored this

throughout the course of the project’s lifetime. This was a key area as the charity organisation

could not afford for the project to run over budget.

The group used Artisteer to design and build the theme for the website. As this was a once off

cost of €43.95, as a group it was decided to cover the cost of this service ourselves. We felt that

we should pay for it, not only due to the fact that it was a once off cost, but also due to the fact

that the group was getting the opportunity to develop and learn new skills and website

development techniques that would not have been garnered if we used a standard Wordpress

theme.


[132]

The group managed to effectively deliver this project within budget. This was due to effective

management, by monitoring spending decisions and by making a group decision on any

purchase needed.

Human Resource Management

This includes all of the processes used to put together, develop, and manage the project team,

according to Free-Management-eBooks (2014).

The project team utilised effective team governance throughout the lifecycle of the project to

effectively create, develop and manage the project team. From the onset of this project the team

agreed that it was important to draw up and sign off on a team contract, to ensure all team

members were on the wave length. This team contract was revised to facilitate the needs of the

new team once Gavin had left. The team contract set out guidelines for code of conduct,

participation, communication, problem solving and meeting guidelines. It provided structure

for timely decision making and enabled the project team to meet tight deadlines in an efficient

manner.


[133]

Team Roles

Once the project team was staffed, Laura was elected as Project Manager. As the project team

as a whole had a variety of skills, knowledge and interests, we felt it was not advisable to assign

specific team roles to each member.

The role of Project Manager was to ensure the design, development and implementation of the

website met and exceeded the client’s expectations, in a timely manner. This role also consisted

of any ad hoc needs or communications that were deemed necessary. The role also consisted

of assigning individual tasks to team members throughout the life cycle of the project, as we

had not agreed on specific team roles. Finally, the role also consisted of reviewing and

approving deliverables to be submitted.

From the onset it was our intention to utilise our collective skills as a group and to balance our

approach to the project by learning from and supporting each team member. This ensured each

team member contributed a fair share to the project work, but most importantly, it meant that

each team member got to learn about the project as a whole and not just a specific area. As a

result the team gained and mastered many key skills and expertise.

Naturally each team member had strong points and weak points. As the project progressed

through its life cycle, it became apparent that certain team members had certain strong points

which the team utilised. Sara was very technical minded and took more of that aspect of work

that was needed for completion. Louise brought exceptional organisation skills to the project

and worked with Sara on the technical side also. Cian focused of the documentation side of

things ensuring the project was well documented. Overall the project team worked effectively

and efficiently to ensure the website was deliverable in a timely manner, and exceeded the

client’s expectations.

Managing the Project Team

The Team Contract was designed and agreed upon by all members of the team to aid effective

team management, by setting guidelines and standards which had to be adhered to by the team

as a whole.

The team abided by a majority rules concept to minimise conflict, which proved to be very

effective. If two ideas were being contemplated, they would be presented to the team as a whole

and a vote would decide on which option was best to take for the entire project team.


[134]

Managing the project team was also aided by precise communication and effective listening by

all team members. Issues were discussed during our weekly team meetings, which were held

every Wednesday, and any external communication was conducted through WhatsApp. This

ensured all team members were kept informed of the current status of the project.

Team Change

At the beginning of the project, the team consisted of five members: Laura, Cian, Louise, Gavin

and Sara. As with all new teams, there appeared to be clashes in personality between certain

team members. This was as a result of miscommunication and inexperience. As mentioned in

the above section, our team abided by a majority rules concept, however on the day of our

project proposal submission, the project team noticed a large portion of the proposal had been

altered without anyone being notified. As a result, certain team members felt undermined. To

nip the problem in the bud, the Project Leader spoke in person to Gavin, explaining that he

could not change the work of someone else without asking permission.

It soon emerged that Gavin had made the decision to return to the first team of which he was a

member. This left us with the team of four, as it stands today.

Looking back on the situation, we probably could have dealt with the situation slightly more

effectively, and it proved to be a valuable lesson in project management and people

management.

Communications Management

From the outset of this project, the project team understood the importance of clear and concise

communication between the stakeholders and team members.

As such, the team is dedicated to maintaining contact with each other on a regular basis. In

addition to this, the channel of communication between the stakeholders i.e. team members,

client, project sponsor and academic supervisor, was strong and consistent.

This communication management ensured that each team member was up to date with the

current stage of the project, and it allowed for awareness as to what the next project phase was.

It also meant that the stakeholders of the project were kept up to date with the project through

timely and accurate communication. As a result communication management was listed as one

of the Critical Success Factors that led to the success of the project.


[135]

Communication and Collaboration Tools

To aid communication, the project team outlined communication standards and guidelines in

the Team Contract that were adhered to vigorously. In addition to this, the Project Team

developed a Project Communications Plan. The plan laid out clear objectives for

communication and listed the communication channels to be utilised.

The project team made effective use of a variety of communication channels. These included

‘WhatsApp’, which proved to be extremely useful for maintaining regular communication

between team meetings, arranging meetings and to resolve any ad hoc issues that arose. The

Project Team used email to communicate with the Project Sponsor and academic supervisor.

Group discussions were held during our weekly team meeting on a Wednesday, and they tended

to be highly engaging instances during which any issues in relation to the project were ironed

out. We also extensively utilised the services of Google Drive, which was vital for online

collaborations. Google Drive meant the team could work and collaborate together while in

different locations. We also documented that Skype would be used if a team member was

unable to attend a meeting, however we never had to use this communication channel.

The Communication Plan also referenced Change Management, and outlined the protocol for

communicating a change request. This was very useful as it set guidelines to follow to ensure

changes were communicated effectively and acted upon in a timely manner.

At the beginning of the project, the project team started using Teamwork, a project

management software to aid with time management. It was soon determined that the software

wasn’t catering to the needs of the team fully as it seemed to be doubling our work. The need

for Teamwork was dismissed upon consideration of the extensive use of WhatsApp and the

frequent face to face encounters whilst at college. Following the completion of each meeting,

minutes and the agenda for the next meeting were compiled and uploaded on Google Drive.

We also set out and agreed upon action items in our meetings each Wednesday.

Meeting minutes

See Appendix (ii) for meeting minutes.


[136]

Stakeholder Management

The Project Team felt that throughout the lifecycle of the project, there was a strong

relationship built up amongst the stakeholders as a whole through effectively incorporating

them at various points.

Identifying Stakeholders

The Stakeholder Register outlined who the stakeholders of the project were. This proved very

effective as it ensured all team members knew who the Stakeholders of the project were by

listing their names, positions and contact information.

Name

Title/Position Contact Information Internal /External

Helen Kelly

Project Sponsor

Key Stakeholder

Liosban Industrial Estate,

Tuam Road, Galway

Tel: 091 770887

E-mail:

[email protected]

External Client

Dóchas don Óige Board of

Management

Key Stakeholder

Liosban Industrial Estate,

Tuam Road, Galway

Tel: 091 770887

E-mail:

[email protected]

External Client

Dóchas don Óige Trainees Liosban Industrial Estate,

Tuam Road, Galway

Tel: 091 770887

E-mail:

[email protected]

External Client

mailto:[email protected]




[137]

Dóchas don Óige Course Instructors Liosban Industrial Estate,

Tuam Road, Galway

Tel: 091 770887

E-mail:

[email protected]

External Client

Anatoli Nachev Module Co-

Ordinator

Key Stakeholder

Room 363, Top Floor,

Cairnes Building

Tel: 091-493882

Email:

Anatoli.Nachev@nuigalway

.ie

Internal

Garry Kendellen Volunteer

Graphic Designer

Tel: 087 205 9647

Email:

[email protected]

External

Laura Hunt Project Manager Tel: 086 1687374

Email:

[email protected]

Internal

Louise

Gallagher

Team Member Tel: 083 1367944

Email:

[email protected]

Internal

Sarah Habib Team Member Tel: 083 4413094

Email:

[email protected]

Internal

Cian Houlihan Team Member Tel: 086 1591831

Email:

[email protected]

Internal


[email protected]

[email protected]







[138]

Control Stakeholder Engagement

From the onset of the project, the Project Team aimed to incorporate the Stakeholder as much

as possible throughout the lifecycle of the project to ensure the website met and exceeded the

needs of the client.

We incorporated the Project Sponsor, Helen Kelly and the Board of Management into our

requirement elicitation process. First, we sat down with both parties and discussed the

requirements. Once we had gathered a list of requirements, we reviewed and prioritised each

and presented them back to both parties for approval. Once this was done, the requirements

were agreed upon and signed off.

The Project Team also attended numerous Board of Management meetings in order to regroup

at critical points throughout the course of the project’s lifecycle. It was at these board meetings

that the Project Team presented prototypes and initial screen mock up.

We also conducted usability testing with certain stakeholder’s e.g. trainees, administration staff

and the Project Sponsor. The Site Map and low fidelity prototypes were shown to trainees and

feedback was gathered. In addition to this, high fidelity prototypes i.e. logo and colour design

were presented to trainees and administration staff for review. Once we had agreed upon a logo,

the volunteer Graphic Designer, Gary Kendellen, worked on its development.

The project team also conducted brainstorming sessions with the trainees to gather quotes for

the website. The Project Team were taken aback by the enthusiasm and work ethic shown by

all trainees, and this further emphasised the need to incorporate their input throughout the

project development.

Once the website was up and running, User Acceptance and Compatibility testing was

conducted with various stakeholders.

It can be said that stakeholder involvement certainly was one of the Critical Success Factors

that led to the success of the project and ensured the website met and exceeded the client’s

expectations.


[139]

Quality Management

Quality control within project management is of huge importance as it encourages the

completion of a high calibre product that is delivered on time. When it came to developing

the website, the user and their experience was to the forefront at all times. As such, usability

and user acceptance testing were deemed to be vital aspects of the project, with all opinions

and recommendations from users proving to be of merit to the project in its final stages.

These opinions were recorded, with any changes made implemented and noted, as per the

Change Management section below.

User Acceptance Test

The following are examples of the User Acceptance Tests that were undertaken by relevant

stakeholders. The first test relates to the use of the Front-End of the website, the second

relating to the Back-End. Completed examples of the User Acceptance Testing may be

viewed in Appendix (iv).


[140]

Front-End User Acceptance Test

1 = Poor, 10 = Excellent

Please rate out of ten your overall impression

of the Dóchas don Óige website:

Please rate your satisfaction with the overall

layout:

Please rate your satisfaction with the color

and theme used:

Please rate your satisfaction with the content

displayed:

Please rate your satisfaction with the types of

media used (i.e. videos and photography.)

Was the website easy to navigate? (Yes/No)

Did the website meet your expectations?

(Yes/No)

Do you think the website looks professional?

(Yes/No)

Are you satisfied that a new user will quickly

be able to understand the work that Dóchas

don Óige does? (Yes/No)

Are you satisfied that the contact information

is correct and that it is clearly visible to a

user? (Yes/No)

Was the text easy to read? (Yes/No)

Would you be likely to recommend the

website to a friend? (Yes/No)

Are you satisfied that the overall experience

rates well in comparison to other similar

websites? (Yes/No)


[141]

Back-End User Acceptance Test

1 = Poor, 10 = Excellent

Please rate out of ten your satisfaction

with the clarity of the User Manual:

Please rate your satisfaction with the

level of training provided:

Please rate your understanding of the

Back End system:

Please rate your level of confidence of

using the Back End system without

Supervision:

Please rate your level of knowledge of

the Back End system overall:

Are you confident in your ability to

upload new content, i.e. pictures, text etc.

(Yes/No):

Are you confident that you know whom

to contact in the event of any server

malfunction? (Yes/No):

Are you confident in your ability to use

Facebook? (Yes/No):


[142]

Task Usability Testing

The following task usability tests involved a team member instructing a user as to what action

they were required to perform, and taking note of the ease at which the user performed the

action, and also their opinion of the particular task. Completed examples of the Task

Usability Testing may be viewed in Appendix (iv).

Task Usability: Front End

For the following questions, please answer Yes, No or N/A (Not Applicable)

1. Enter Dóchas don Óige URL

(dochasdonoige.ie)

Can the user enter it without assistance?

Is the User Manual easy to understand?

Would the user change anything?

If so, what would they change?

2. Look up contact information.

Can the user do so without assistance?




3. Look up general information about Dóchas

don Óige.






[143]

4. Search for Course Information.





5. Navigate to the Strengthening Families

program.





6. Look at Images from the Gallery.





7. Read a trainee profile.





8. Fill out a Trainee Application Form with

Test Data.



[144]




9. Navigate to the Facebook Page.





10. Navigate to the Probation Services

website.






[145]

Task Usability: Back End

1. Log in to the WordPress account.





2. Navigate to Posts.





3. Compose a test post.





4. Navigate to Media





5. Navigate to Gallery




[146]



6. Add a photo to a Gallery





7. Login to Facebook using the Dóchas don

Óige login details.





8. Navigate to the Dóchas don Óige ‘like’

page.





9. Compose a post on the ‘like’ page wall.






[147]

10. Add a photo to the ‘like’ page.





11. Logout of the Facebook account.





What We Learned

Overall, the usability testing was successful. Two members of the team interacted with four

trainees in total and two with Helen Kelly and an administrative assistant. The testing itself

was undertaken at the Dóchas don Óige centre, so as to facilitate the client and to make use of

an environment in which the participants could feel at ease. Ultimately, the reaction to the

website was one of extreme positivity. The client and trainees were unanimous in their

satisfaction with the product. This is evident in the answers provided on the usability tests as

present in the appendix. The navigation throughout the website was smooth during each

usability test. The major issue users had was in relation to the Trainee Application Form.

Some users found the language difficult to understand and were unsure of what information

to enter without prompts.

Consistency Testing

This test is an analysis of the website for consistency i.e. font use and colour, as well as an

analysis of spelling and grammatical errors. It was imperative that such a test was conducted

so as to check for any error, and to make sure that the system worked efficiently across


[148]

various operating systems and web browsers. In keeping with current trends, the most

popular web browsers and operating systems were utilized as part of the analysis.

User Interface Testing

User Interface Checklist

Yes No

Is the use of colour

consistent?

✔

Is all text properly

aligned?

✔

Are the graphics aligned?

✔

Do the graphics render

correctly?

✔

Do graphics/images

download quickly?

✔

Are there any spelling

errors on any page?

✔

Is the font size consistent? ✔

Is all contact information

correct?

✔

Is there a link to home on

every page?

✔

Is the website easy to

navigate?

✔


[149]

Is the content organized in

a logical manner?

✔

Is the trainee application

form easy to understand?

✔

Is the voiceover clearly

audible?

✔

Do the hyperlinks work

efficiently?

✔

Do the quotes load

effectively?

✔

Compatibility Testing

We have endeavoured to test the website for compatibility amongst numerous web browsers,

mobile phones and tablets. This is to assure that the website maintains a sense of uniformity

across all access platforms.

Compatibility Testing: Web Browsers

Browser Safari Google

Chrome

Internet

Explorer

Mozilla

Firefox

Initial view of

site upon load

Good Good Good Good

Is the logo

clear?

✔ ✔ ✔ ✔

Is the menu bar

clear?

✔ ✔ ✔ ✔


[150]

Is positioning

of all items

consistent?

✔ ✔ ✔ ✔

Does the site

load quickly?

(Less than 8

seconds)

✔

(Fastest of all

browsers.)

✔

(Fast, but takes

a while for

video to render

on homepage.)

✔ ✔

Does the font

family display

correctly

across all

browsers?

✔ ✔ ✔ ✔

Do all

hyperlinks

work?

✔ ✔ ✔ ✔

Do links to

different pages

work?

✔ ✔ ✔ ✔

Does the video

render

correctly?

✔ ✔ ✔ ✔

Does the sound

work on the

video?

✔ ✔ ✔ ✔

Do the images

render

quickly?

✔ ✔

(Bit slow)

✔ ✔


[151]

Is the Trainee

Application

Form fully

functional?

✔ ✔ ✔

(Slow to

render)

✔

Is the Voice

Over for the

Trainee

Application

Form audible?

✔ ✔

(Slow to load)

✔

(Didn’t work

on first try,

worked

straight away

upon reload.)

✔

Is the screen

resolution

consistent?

✔ ✔ ✔ ✔

Is the SSL

effective?

✗ ✗ ✗ ✗

Does the map

render

efficiently?

✔ ✔ ✔ ✔

Do the quotes

load?

✔ ✔ ✔ ✔

Compatibility Testing: Mobile Devices

Device Type:

Apple Android

Did the homepage fully

load?

✔ Yes

Is the font legible? ✔ Yes


[152]

Is the theme in keeping

with that of the desktop

website?

✔ Yes

Is the logo visible?

✔ Yes

Is the text aligned?

✔ No (Sometimes misaligns

on splash pages)

Does the video fully

render?

✗ Yes

Do the quotes render? ✗ No

Does the menu render? ✔

(Menu, yes, dropdown

options, no.)

Yes (No dropdown

options)

Does the sound work?

✔

(V/O, yes, but the video

doesn’t)

Yes

Is the site quick to load?

✔ No – 16 seconds

Do the images fully

render?

✔

(Not the updated gallery,

only two gallery items

present themselves,

Facilities and Field Trips)

Yes (Gallery images are

not presented fully and not

visible)

Do the images render

quickly?

✔ Moderately

Do the hyperlinks work?

✔ Yes


[153]

Is the Facebook Plugin

present?

✗ No, obstructed from view

by video.

Do the links to other pages

work?

✔ Yes.

Does the Voiceover for the


work?

✔ A CD icon obstructs the

clear view of the Trainee

Application Form. This

makes it impossible to fill

out the form, and so it

doesn’t work.

Does the Application Form

render fully?

✗

(The form does not resize

to fit the screen, nor does it

resize when entering text)

No, the view of the form is

obstructed by a CD icon

for the V/O.


send correctly?

✗

(No confirmation

message)

N/A – couldn’t send the

form.

Compatibility Testing: Tablet Devices

Device Type:

Apple Android

Did the homepage fully

load?

Yes Yes

Is the font legible?

Y Yes

Is the theme in keeping

with that of the desktop

website?

Y Yes


[154]

Is the logo visible?

Y Yes

Is the text aligned?

Y Not always

Does the video fully

render?

Y Y

Do the quotes render? Y Y

Does the menu render? Y Y (Not aligned properly)

Does the sound work?

Y Y

Is the site quick to load?

Yes - very Moderately – 16 seconds

for full render

Do the images fully

render?

Y Y

Do the images render

quickly?

Y Y

Do the hyperlinks work?

Y Y

Is the Facebook Plugin

present?

Y Y

Do the links to other pages

work?

Y Y

Does the Voiceover for the


work?

Y Y


[155]


render fully?

Y Y


send correctly?

Y (No confirmation

message)

Y


[156]

Change Management

Change Management was initiated following the principal handover of the system. Requests

for Change were submitted or recommended by the project team, Helen Kelly, and numerous

other stakeholders, such as Members of the Board and even the trainees themselves. These

changes were acted upon so as to assure that the system created was as efficient as possible

and that it best suited the needs of the client.

Change

Number

Change Type Change

Description

Requestor Status

CR001 Functional -

Website

Remove

timetable for

design – client

wishes to use

Facebook

instead.

Dóchas don

Óige

Complete

CR002 Functional -

Website

Client did not

like the

accessibility

options i.e.

various font

size selection,

and it was

asked to be

removed

Dóchas don

Óige

Complete

CR003 Functional -

Website

A pause button

needs to be

included for

audio

instructions

Project Group Pending


[157]

CR004 Functional -

Website

Make sure

video does not

play on a loop


CR005 Functional -

Website

Incorporate a

‘Scroll to Top’

feature


CR006 Functional -

Website

Incorporate

Tool Tip for

Application

Form

Voiceover


CR007 Non-

Functional

Website

Incorporate

Facebook page

link on Contact

Information

page

Dóchas don

Óige

Pending

CR008 Non-

Functional

Website

Add website

URL to

Contact

Information

page

Dóchas don

Óige

Pending

CR009 Non-

Functional

Website

Change the

video theme

song

Dóchas don

Óige

Pending

CR010 Non-

Functional

Website

Remove the

opening still

from the video

Project Team Complete

CR011 Functional

Website

Change

YouTube

plugin to

regular video

plugin



[158]

CR012 Non-

Functional

Website

Add Paula

Sheil’s name

to the list of

members of

the Board of

Management

Dóchas don

Óige

Complete

CR013 Non-

Functional

Website

Change the

wording of Fás

to GRETB

Dóchas don

Óige

Complete

CR014 Non-

Functional

Website

Remove a

photo from the

Facebook page

Dóchas don

Óige

Complete

CR015 Non-

Functional

Website

Re-word

Trainee

Application

Form

Dóchas don

Óige/Project

Team

Complete

CR016 Non-

Functional

Website

Add arrows to

splash pages

Project Team Pending

CR017 Non-

Functional

Update User

Manual



[159]

Appendix (i): Prototypes

Storyboards


[160]


[161]

Screen Mock-Ups


[162]


[163]


[164]

Logo Design


[165]


[166]


[167]


[168]


[169]

Appendix (ii): Work Breakdown Structure


[170]


[171]

Work Breakdown Dictionary

LEVEL WBS

CODE

ELEMENT NAME DESCRIPTION

1

1

Building a Website for

Dóchas don Óige

All activities required to complete the

project.

2 1.1 Initiating

Project pre-planning phase

3.

1.1.1

Form the project team and

designate roles

Establish the project team and elect

Project Manager. Team contract

drawn up and signed

3

1.1.2

Research and select the

client

Team to evaluate potential clients and

select the most feasible

3 1.1.3 Initial stakeholder meeting

First meeting with client to discuss

clients need

3

1.1.4

Examine other project

proposals

Research of previous project

proposals to determine its

requirements and elements

3

1.1.5

Develop project schedule

plan

Develop time management plan to

manage the project time constraint

3

1.1.6

Investigate risks and

constraints

Determine potential risks and

constraints for the project throughout

the SDLC

3 1.1.7 Investigate requirements

Determine and manage clients

requirements

3

1.1.8

Research methodologies

Analyse various methodologies and

select one to complement the project

and its SDLC


[172]

3

1.1.9

Develop scope

management plan

Document that describes how the

scope will be defined, developed,

monitored, controlled and verified

3

1.1.10

Edit and finalise project

proposal documentation

Compile project proposal and edit

3

1.1.11

MILESTONE: Project

Proposal

Project Proposal submitted to the

NUIG module coordinator for

approval

2 1.2 Planning

Project planning phase

3

1.2.1

Develop the system request

Business reason for developing

system and value it will provide to the

organisation

3

1.2.3

Conduct a feasibility

analysis

Analysis and evaluation of the

proposed project to determine if it is

feasible to proceed

3

1.2.4

Conduct a technology

analysis

Investigate potential technologies

which could benefit the project and

determine which software to use

3

1.2.5

Develop Risk Management

plan

Document to help determine, manage

and control risk

3

1.2.6

Develop a Communications

plan

Document to determine how the

project team will communicate

effectively and accurately

3

1.2.7

Conduct team brainstorming

session to determine

requirements

Brainstorming requirements and

identifying and issues.


[173]

3

1.2.8

Conduct Interview with key

project sponsor

Interview to resolve any issues with

the requirements and discuss the logo

for the website

3

1.2.9

Investigate and revise

project methodology

Develop a revised hybrid

methodology to fully support the

project and its SDLC in all areas

3

1.2.10

Design screen mock-ups and

the script for the website

Develop low fidelity system

prototypes to show to the project

sponsor

3 1.2.11 Design logo prototypes

Develop high fidelity logo prototypes

3 1.2.12 Conduct analysis of logo

prototypes with users

Gather and analyse user feedback of

logo prototypes

3

1.2.13

Conduct meeting with the

board of directors

Presentation to the board of directors

outlining project goals, web design

layout and script along with its cost

3 1.2.14 Revise the project schedule

Revise project activities, milestones

and deliverables

3 1.2.15 Create WBS Decomposition of the project into

phases, activities and milestones

3 1.2.16 Create user profiles,

scenarios and storyboards

Conduct user centred design activities

3

1.2.17

Conduct interview with

trainees

Analysis of target trainee users and

investigate how they interact with the

internet

3 1.2.16 Design and send out

questionnaires to users

Questionnaire designed as part of the

requirement analysis

3 1.2.17 Conduct usability analysis

on low fidelity prototypes

Discussed prototypes with the users

and gathered feedback


[174]

3 1.2.18 Develop requirements

definition and sign off.

Determine final requirements and get

sponsor to sign off on them

3

1.2.19

Investigate colour and font

choices

Investigate W3C Standards and

utilise if necessary, along with a

suitable colour scheme

3 1.2.20 Edit and finalise deliverable

1

Compile project deliverable 1 and

edit

3 1.2.21 MILESTONE: Deliverable

1

Project deliverable 1 submitted to the


approval

2

1.3

Designing and

Implementation of the

website

Design and implementation phase

3 1.3.1 Choose final images and

information for the website

content

Select final appropriate images and

content for website

3

1.3.2

Conduct interviews for

content

Hold interview sessions with

specified trainees, teachers and brand

ambassador

3

1.3.3

Revise project schedules

and scope

Revise project time to ensure project

is on track in terms of time and scope

to prevent scope creep

3 1.3.4 Conduct further risk

analysis

Thorough risk analysis to ensure

additional risks haven’t developed


[175]

3 1.3.5 Construct the website

Build websites structure

3

1.3.6

Conduct initial usability

testing with key

stakeholders

Perform usability testing as part of

the RAD methodology to gather early

user feedback

3

1.3.7

Review progress with the

project sponsor

Meeting with sponsor to ensure

project is on track to meeting its goals

and determine if changes are needed

3 1.3.8 Implement design changes

Perform any changes if necessary

3

1.3.9

Conduct further usability

testing with key

stakeholders

Perform usability testing as part of

the RAD methodology to ensure any

changes were made accurately

3 1.3.10 Draft the user manual

Draw up user manual to help support

and maintain the system

3 1.3.11 Handover the system to the

client

Implementation of the system to the

client

3 1.3.12 Edit and finalise deliverable

2 documentation

Compile project deliverable 2 and

edit

3

1.3.13

MILESTONE: Deliverable

2

Project deliverable 2 submitted to the


approval

2 1.4 Closing

Closing Phase

3 1.4.1 Conduct staff training

Perform training for the client


[176]

3

1.4.2

Consideration and

implementation of any

changes

Make any additional changes required

if feasible

3 1.4.3 Conduct final testing Final testing to ensure system is fully

functional

3

1.4.4

Production of final

documentation including

poster

Compile project final report and edit

3 1.4.5 Preparation for presentation

Presentation of final report

3 1.4.6 Edit and finalise report

documentation

Make any final changes necessary

before submission

3

1.4.7

MILESTONE: Final report

Project final report submitted to the


approval


[177]

Appendix (iii): Meeting Minutes


[178]

Appendix (iv): User Acceptance Tests


[179]

Appendix (v): Task Usability Testing


[180]

References:

Charvat, J, 2003. Project Management Methodologies. 1st ed. Hoboken, New Jersey: John

Wiley & Sons, Inc.

De Valk, J. (2015). ‘WordPress SEO’, Yoast. [Online] Available at:

https://yoast.com/articles/wordpress-seo/ (Accessed: 15/06/15).

TenStep (2014) A6.1 Comparison of the TenStep Process to the PMBOK® Guide Fifth Edition.

[Online] Available at: http://www.tensteppm.com/open/A6.1CompareTStoPMBOK.html

(Accessed: 02/06/15)

Haughey, D. (2013) The Project Management Body of Knowledge (PMBOK),

projectsmart.co.uk. [Online] Available at: http://www.projectsmart.co.uk/pmbok.php

(Accessed: 02/06/15).

PMI. (1996). A guide to the project management body of knowledge (1996ed) Newtown

Square, PA: Project Management Institute. [Online] Available at:

http://www2.fiit.stuba.sk/~bielik/courses/msi-slov/reporty/pmbok.pdf

(Accessed: 02/06/15).

Preece, J. & Rogers, Y. & Sharp, H. (2011) ‘Establishing Requirements’ in Interactive

Design: Beyond Human-ComputerInteraction’. 3rd Ed. West Sussex: Wiley and Sons Ltd.

Free-Management-eBooks (2014) ‘PMBOK® Knowledge Areas’, http://www.free-

management-ebooks.com. [Online] Available at: http://www.free-management-

ebooks.com/faqpm/principles-17.htm

(Accessed: 05/06/15)

https://yoast.com/articles/wordpress-seo/

http://www.tensteppm.com/open/A6.1CompareTStoPMBOK.html

http://www.projectsmart.co.uk/pmbok.php

http://www2.fiit.stuba.sk/~bielik/courses/msi-slov/reporty/pmbok.pdf

http://www.free-management-ebooks.com/faqpm/principles-17.htm

http://www.free-management-ebooks.com/faqpm/principles-17.htm

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Group Project Final Deliverable

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