Develop And Implement A Family Day Care Web based Communication Procedure Expert Answer

Executive summary

This project proposal is the first step towards the development and implementation of a Family Day Care Web based Communication procedure which will enable educators from multiple culture and educational backgrounds that require further assistance to form their understanding of accurate record keeping and timesheet possessing. The purpose of the project is to create and incorporate a software that will allow providers of Family Day Care to interact, screen share, record time sheets and have video conferences with their educators. The delivery of this project will provide a safe and discreet means of communicating with educators one-on-one. It will also offer opportunities during the time and attendance submission days by removing the need for educators to report to work for help. The project is designed to launch at the start of September 2020 and to be ready for implementation by February 2021, with a cumulative duration of approximately 3 months. Throughout this time, the project manager will be an involved project member. A risk analysis framework that identifies the risks and their possible impact on the project has been included in the proposal. It also requires contingency plans should there be any other risks during the project. The benefits can be felt by the governing bodies of Family Day Care, service providers and educators who look after children in their homes.

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1. Project Overview

Family Day Center Australia (FDCA) serves family child care educators and accredited family day care programs as a politically independent, private, non-profit, nationwide affiliate body (Family Day Care Australia, 2020). Its goal is to serve, encourage and support the family day care industry by supplying more Australian children with high-quality early childhood care and education (About Family Day Care, 2020). The FDCA is a controlled structured childcare choice that responds to national systems and quality requirements and complies with them. In the home of a supervised educator, FDC is characterized as formal paying child care, related to a planning framework and attended at regular time intervals by coordination personnel. In certain regions, supervised family day care is also allowed to be provided in locations like out-of-session preschools.

Everyone seems to be certainly familiar with all the numerous and varied obstacles encountered by practitioners in this incredibly rewarding yet pretty demanding sector, irrespective of whether the child care center is a massive, strenuous preschool with hundreds of millions of kids to be taken care of at any particular time, or whether it is a small home care company. As part of the professional life, family day care software will be the way to solve this issue, hence the need to find solutions to help stay on top of all the demands that family day care requires. The day care software is basically a single platform for capturing and storing vital documents and data and for interacting with staff members and other people.

Each time a family day care member decides to report the fact that a child has been feeding, all that is needed is a basic input on a mobile or tablet, and at the click of a button, the information will be safely recorded and readily available. And then when it refers to even more administrative activities, such as keeping a record of workers attendance and adherence, all the details they need can be readily accessible at their fingertips, reducing a deal of time and resources.

Outline of Project

Child care software will handle the internal business processes of child care centers and preschool facilities (such as staffing, enrollment, and bill payment), and also promote contact between teachers and parents (communication, updates, feedback, and suggestions). On an unified platform, the software will simplify and centralize child care center activities. Child care software will improve and ensure the capacity of daily progress reviews, billing payments, student details, and cumulative data being generated and updated. Through advanced technologies/mobile devices, child care software will improve parent involvement and classroom management. Typically, these applications are cloud-based, implemented on embedded mobile devices and operate with reporting and student information technology and also have digital visitor software solutions functionality.

The planned childcare software will be created with educators in view. The purpose of this development of software is to enable owners, directors, and teachers with the appropriate skills to expand their business. This package will have quick and easy-to-use and award-winning features. It will be a complete all-in-one tool for handling the center and communicating with parents.

2. Project Scope

“To develop and implement a Family Day Care Web based Communication procedure”

Family Day Care Australia employs educators from many cultural and educational backgrounds who require further assistance to form their understanding of accurate record keeping and timesheet possessing (Slot, 2018). The lack of knowledge in these areas is costing the government and Family Day Care providers both financially and in with regards to time spent on corrections. The aim of the project is to develop and implement software which will enable Family Day Care providers to connect with their educators, in order to communicate, screen share, document timesheets and hold video conferences. The implementation of this project will provide a secure and confidential way to communicate one-on-one with educators. It will also provide convivence through eliminating the need for educators to travel to the office for support, during the timesheet submission days. The benefits should be experienced by the Family Day Care governing bodies, the service providers and the educators who are caring for children in their homes.

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Assumptions

It is believed that, within the projected expense and resource budgets, the allocated timeframe will be sufficient to complete the software. It is also believed that the applications will be of good quality and that existing information, procedures, etc. will be maintained up-to – date to guarantee the ongoing consistency of working practices. It is believed that all educators with an appropriate monitoring of the procedures and terminology contained in the guide will use the program on a daily basis. All users are also required to be dedicated to using the tool on a constant basis and to be advised by the appropriate supervisors when certain persons need accessibility to the software.

3. Project Objectives

Following are the objectives for this project:

Provide further assistance and support to Family day care educators
Create a more accurate documentation of child/children attendance records
Save on travel time and reduce cost by accurately completing tasks through screen sharing
Save on paper by using electronic means of documentation

These objectives have been formulated through a consultative approach with the software development for Family child care Australia. In order to do successful implementation of the software, the detailed research and proper is the most required feature.

4. Project Outcomes

Following are the project outcomes based on projection:

This will be cloud-based, simple-to-use software used on a regular basis by dozens of providers of Australian Family Day Care Facilities, their self-employed childcare educator programs, and families whose children are in their care.
This will be a common portal for software that shares functionality, features, and components between educators and services. Around the same time, it offers educators with distinct and specific functionality for facilities and special benefit attributes that will only be seen and used by them.
This software will make it very easy to take care of children from electronic timesheets, report cards, database and notification functionality. In addition to a simple to use income / expenditure report tracking and reporting procedure to align with government reporting standards, it will also allow reliable childcare fee estimate projections.
Over time, this will monitor all experiences with the educator in order to create a complete understanding of their children’s background. It will quickly help to detect patterns in non-compliance problems or continue to communicate key information to employees.

5. Project Stakeholders

Family Day care
Parents
Government Agencies
Child Care centers

Further details of stakeholders are in presented in Appendix 3.

6. Approach and methodology

i. Project Life Cycle

Planning Phase

There will be three main operations performed in this phase:

Identification of the software for the system
Assessment of viability
Development of project schedule

Analysis Phase

The below are the two main tasks engaged in this phase:

Conception of process diagrams and capital allocation set
Performing a thorough analysis on the software based on Family day care

Design and Development Phase

The two important roles involved in this stage are as follows:

Design the blueprint of the IT infrastructure and develop programming based on the needs of the software
Development of database and code

Testing and Deployment Phase

Following are the two main tasks involved in this phase:

Developing test cases
Improved quality of test cases

An organization should conduct research in a comprehensive manner to include quality software. In the last, the system will be deployed to a real-life environment and the users of Family day care software will begin to operate the system.

ii. Project Organization and Accountabilities

Project Team

This is a single person project so all the tasks will mainly performed by Amir Deng (project manager) i.e. Panning, Testing, analysis and programming but there will be need of some other experts of board for further support and assistance.

Project Schedule

The start date of the project is 10/11/2020 and the completion date is 10/02/2021. The project will run for a period of 12 weeks and, if required, a contingency of up to two weeks will be provided. The members of the project team will work on the project on 3 alternative days a week, such as Monday, Wednesday and Friday.

The timetable will be periodically checked and, when necessary, updated. The project manager will put an eye on the project to confer using any or more of the contingency duration if the plan at some point suggests that the project will surpass the existing timelines.

Resources & Budget

Resource list

Software Development and relevant Programming: XYZ software house and necessary software tools.

Division of Labor

Most of the tasks will be performed by single project person i.e. Amir Deng. During the project, some autonomy in the distribution of workloads will arise, however some additional support from people who are specialists in their field will be required.

Estimates of Resources

The Human Resources Expense and Contingency Figures are shows in Appendix 2. A 2 week contingency applies an extra $1,440 to the project’s budget, giving a potential overall project expense of $10,080 for the project (as presented in Appendix 2).

A summary of these estimates based on a 2 month project life cycle are as follows;

Total Employee Related Expenses	$8,640
Contingency (As per an additional 2 weeks)	$1,440
Total Project Expenses	$10,080

Management of Resources

All the resources will be managed by a single person as he is the project manager and handling all the tasks related to the project. The projected time duration for this project is around 3 months with a 2 weeks extension margin.

Budget

The proposed budget is developed on the basis of resources mentioned above and it is presented in the appendix 2.

Project Risk Analysis

Potential Project Risks

A number of possible risks has been described and will be tracked during the project. Following are some of the key risks associated with this project:

The project manager’s other job interests impair the project plan as he is a sole member of the project.
Within the same reasonable timeline, project concerns are not addressed
Any software or programming problem may arise,
The timeframe does not have sufficient time to finish the project.
Absence of stakeholder interest and involvement to provide input and advice

7. Conclusion & Recommendations

The focus of the project is to create and introduce a software that will allow providers of Family Day Care to collaborate, screen share, record time sheets and have video conferences with their educators. The completion of this project will provide a safe and discreet means of communicating with educators one-on-one. It will also establish coexistence by removing the need for educators to come to the office for assistance on the days of submission of the time sheet. The advantages can be felt by the governing bodies of Family Day Care, the providers and the educators who look after children in their homes. This initiative focuses on providing more help and resources to educators in family day care. This software will help establish a more extensive evidence of reports of child attendance. Risks to the project have been evaluated and while the timeframe and resources to be surpassed could be possible, a range of steps have been defined that will either eliminate or manage those risks. It also includes contingency planning if any other risks occur during the project.

Appendices:

Appendix 1

Employee related expenses

Weeks needed to finish the Project	12
Days per week	3
Hours per day	8

Name	Class	Rate/Hr	Rate/day	Rate/Week	Rate/Project
Amir Deng	INFS 2022 (013624)	$30	$240	$720	$8,640

Total Employee related expenses					$8,640

Appendix 2:

Proposed Project Expenditure Summary
Total Employee Related Expenses	$8,640
Contingency (As per an additional 2 weeks)	$1,440
Total Project Expenses	$10,080

Appendix 3:

Project Position	Held by	Responsibility	Monitor
Project Sponsor	Family Day care Government Body	Provide assistance to the project.	Highly based on this group.
Project Manager	Amir Deng	Manage project details, put an eye on schedule, focus on goals and objectives of the project	The overall project mainly based on project manager as it manages all the tasks of the project.
Stakeholders	Family Day care Parents Government Agencies Child Care centers	Access and use the software on daily basis.	Feedback from this group is essential on multiple phases of this project.