The project management plan is designed to guide the development of an automated note taking system (Autonote). The process of note taking in meetings is often a painful, tiring, and tedious process. The project id design in line to responding to such demands with the intention of making note taking an effortless, easier, and efficient process. The development of Autonote system is intended to increase the focus of the members in meetings through increase participation and engagement. Also, Autonote system is essential to increase credibility, accuracy, authenticity, integrity, and reliability of information recorded. The development of Autonote system is designed to cover multiple input sources including videos, audio, and graphic contents. This is critical to ensure that the information recorded captures every detail in the proceeds of the meeting. The project management plan will include scope, time/schedule, cost summary, risks assessment, and post control measures. Hence, provide an articulate approach to be utilized in the development and actualization of the Automated note taking system (Autonote).
Table of Contents
The project management plan in this paper summarizes the process, assessment, implementation, and evaluation of the completion of an automated note taking system (Autonote). The pursuit of the Autonote project is informed by the complexities, tedious, tiring, and hiring demanding work one has to endure when taking notes in business meetings, classrooms, organization minutes, among others. Taking notes involves is a process that minimizes concentration as individuals tasked with the tasked commit more to recording the proceedings of notetaking than being attentive. The introduction of Autonote system is critical to provide future reference with every detail captured.The introduction of automated note taking system is fundamental to ascertaining that members have access to vital and verifiable information as involved in the meeting. Furthermore, the system enables members to pay more attention and be more engaging in the meeting as they are bound to have access to full transcribed records of the meeting.
The project management plan for the development of Autonote system covers the scope of the project, timeline and scheduling of the development and implementation of the project, costs assessment, risk management plan, and post control measures. These are critical measures to a successful project completion ascertaining that note taking will be an efficient, accurate, and easier task as compared to the past. The project will develop an automated system that allows users to ensure every detail in the meeting is captured, filed, linked to similar topics, and shared to all members across different levels of the organization. Thus, the project is designed to make work easier and efficient in recording, retrieval, and future reference for meeting proceedings.
Taking notes is one of the most painful, tiring, and tedious work in a meeting. It prompts team members to loose concentration on what is being discussed in the effort to record everything that is said. Also, it reduces human-to-human connection as a result of less engagement. This undermines the capacity of the meeting to raise new ideas and suggestions from the members culminating in a project that is not owned by the members. The introduction of an automated note taking system is a crucial opportunity to ensure team members remain highly engaged and participating meetings while they are certain to access every detail of the proceedings for further/future review (Kim, Turner & Pérez-Quinones, 2009). The development of the Autonote system is vital to provide an effective system in which notes are recorded and stored for distribution and future referencing. The archiving of the meeting details is critical for continuity of businesses and provide referral to past information.
The scope of the project indicates that the development of the Autonote system will induce a 20 to 30 percent variance in the efficiency of note taking in meetings and minutes recording. The new process will take inputs from various sources that can identify the speaker using voice recognition system, identify words using lexicon, and compile notes in a logical manner. This will improve the engagement and connection of members taking part in the meeting. As well, the project aims to increase focus and save time of taking notes in a meeting.
As the world becomes more digitalized, the development of Autonote system is proposed in the right time. This is attributed to the need of enabling the connection of team members from different locations and time zones. Also, the diversification of meetings can be ascertained through Autonote system as it allows active note taking, titling, searching for similarities, linking and creating connections, filing, and sharing to all members. This is fundamental for information dissemination and ascertaining all members remained highly informed of the new developments in the organization (Jiang, Clarke-Midura, Keller, baker, Paquette &Ocumpaugh, 2018). In turn, this ascertains that the organization proceeds as one team that connected by ideas and bonding of members through continuous engagements. Hence, the development of Autonote system is designed to save time, increase focus, and impact on the efficiency of members’ functionality in the organization.
The development of the Autonote system will follow a systematic procedure that will facilitate the project to utilize the minimum time possible. The project is scheduled to be completed within ninety days from initiation. The key components of the project’s schedule will include (i) identification for the need to transform into electronic note taking system, (ii) determination of the hardware and software required, (iii) cost-benefit analysis, (iv) selection of the right personnel, (v) program development and testing, (vi) evaluation, and (vii) completion. The seven key steps provide the crucial milestones that will drive the project’s completion. These are fundamental steps that will facilitate the project to remain on course of the timeline and budgetary allocation. Hence, the successful realization of the Autonote system is determined by the timeline completion of each milestone.
Table 1 below summarizes the Autonote system project’s timeline with additional details on the description of each part. Further explanation of the specific milestones will be discussed below to outline the specifics of the timeline and the requirements for its completion. This is an essential part of the project that ascertains the delivery of a function program that will transform note taking into an easier, comfortable, and friendly process (Vogel-Heuser, Fay, Schaefer &Tichy, 2015). The completion of each milestone guarantees the realization of increasing focus and saving time on note takin while enabling members to engage fully in meetings. Furthermore, this sets the path to future access of the proceedings of every meeting and key lessons to connect the past, present, and future of companies, businesses, organizations, academia, among contexts that provide continuity.
|Identification for the need of electronic note system||Informed by the tedious, tiring, and painful note taking process is driving the urge to increase efficiency and accuracy of automatic note taking.|
|Hardware and software determination||Use of laptops, PDAs, tablets, video cameras, voice recording devices, and speakers is fundamental to record every detail of the meeting.|
Use of lexicon software for words identification among other software will be essential to ensure recording and compiling of notes in meetings.
|Cost-benefit analysis||This will determine the value addition impacted by the adoption of automated note taking system. The cost benefit analysis will determine the cost of developing and implementing the autonote system asserting the significance of the project.|
|Selection of right personnel||The milestone will include selection of the right personnel will the necessary skills for the development of Autonote system project. This will include system administrator, programmer, and secretary.|
|Program development and testing||Developed in a parallel manner with the existing note taking process. This will allow the transition to automated note taking system making is a much easier and efficient process.|
|Evaluation||Will include the evaluation of the value addition of the new system. Such as, the determination of the time saved in taking notes, increase in concentration and engagement of team members, and efficiency in note sharing to all participants.|
|Completion||The completion of the project will assert the significance of the Autonote system in recording, retrieval, and sharing of notes among the participants.|
The tasks involved in the automation of the note taking process will be implemented in ninety days. This will pave way by ensuring that every task is articulately executed. As a result, the maximum benefits of the Autonote system are guaranteed creating value to the organization and individuals. The tasks elaboration will be summarized based on the key milestones identified in Table 1 above.
The key tasks involved at this stage comprise the assessment of the note taking process. This include the evaluation of how efficient is and the perception it creates on individuals. As a painful, tedious, and tiring process, note taking requires high level efficiency to ensure one captures key details or contents of a meeting. This is crucial to ascertain the credibility of the recorded information and that the intended persons access it whenever necessary. The automation of note taking process through Autonote system is designed to ease the process of recorded, linking, sharing, and access information in a continuous form. Therefore, it is fundamental to determine the value addition of changing the current note taking process to electronic note taking system.
At this stage, the determination of the necessary and suitable hardware and software to be utilized in the project will be critical. This include the determination of the necessary storage capacity, recording and processing power, quality of information recorded, and ease of recording the information. The note taking system in an automated system requires substantial memory/storage capacity. This is critical to ensure that one can store as much information as possible in various forms such as motion videos, audio, and graphic context (Van Wyk& Van Ryneveld, 2018). Hence, hardware selection must meet the context and quality demands of the information to be recorded and stored.
In the determination of the right software, the tasks involved comprise of assessing the user friendliness, cost of running the program, and expertise required to manage the information through different software. For example, the best video taking, polishing, and compiling software is essential to connect different scenes of the note taking into a quality, aligning, and continuous manner. This is essential to provide the flow of the notes, proceedings, and continuity where there is close relation of the information stored. That s, a correlation of past topics and recently or currently updated information.
The tasks involved at this stage comprise of the assessment of the costs versus benefits of adopting an automated note taking system. That is, this can be done through the assessment of the impact of the current normal note taking process as compared to the changes realized following the adoption of the automated note taking system. The adoption of Autonote system is required to impact on increased engagement of team members are they are not worried of missing any content during a meeting. This provides a cost-benefit effect as the costs incurred in adopting the automated note taking system justifies the benefits enjoyed following the adoption of Autonote. Hence, key tasks involved comprise of the assessment of the impacts of the new system as compared to the old.
At this point, the selection of the right personnel is critical to ensure smooth running and transition into automated note taking system. Such personnel include system administrator, programmer, and secretary that play a key role in rolling out the new system. The tasks involved at this point of the project development include the assessment of the personnel’s qualification and competence. This provides the certainty of potentially adopting a successful project. The personnel selected will provide the necessary guidance for large scale use of the Autonote system by many individuals. The completion of Autonote will pave way for diverse persons to utilize the system in making their note taking process as efficient and easier as possible. Hence, the professionals are essential in managing the system and ascertaining that day-to-day objectives of the users are met adequately.
The tasks involved in the program development and testing will be critical to ascertaining the efficiency and significance of the Autonote system in meeting its demands and objectives. That is, the program development will be designed to ensure it can take inputs from various sources such as videos, pictures and graphics, voice recording, and high-level sensitivity of body languages. The diverse input sources are then sorted using voice recognition systems that determine the key speakers, identifying words relations or close correlation with existing data, and analyzing notes in a logical manner. This is critical to ensure flow of the information recorded on the notes and enable the distribution or sharing of the notes to all members of the organization, team, or group (Coombs, Hislop, Taneva& Barnard, 2020).
The tasks involved in program testing will comprise of activities such as demos and assessment of the efficiency of automated note taking process. Demos allow users to engage with the program and determine its impacts in terms of efficiency and ease of note taking. The autonote system is essential to transform the tediousness, tiresomeness, and painful process note taking is attracting negative attitudes. Therefore, the testing will pave way to the assurance of the value of the new system and ascertaining that it is essential to adopt the new automated not taking system.
After passing the project development and testing stage, the evaluation will be utilized to determine the value addition of the automated note taking process. The tasks involved in the evaluation stage will be determined on the assessment done on the past system and how it impacted on the meetings proceedings and engagement of members. This is compared to the assessment done on the new automated note taking system that indicated the potential of meeting the set objectives. Such include, the assessment of the realization of 20 to 30 percent variance in efficiency of meetings. Also, the determination of increased focus and engagement of members in meetings when they are not busy taking notes. As well as, the determination of the increased focus and efficiency in making meetings interesting and that members own the discussed and agreed points.
The Autonote project completion will be determined by the realization of the set objectives. The project must ascertain that it enables users to feel the difference between the use of Autonote and old manual system. The transformation of note taking process should induce a profound difference in making note taking an easier task. The completion of the project will be determined by the capacity of users to be able to effectively utilize the program and attain the expected objectives. Such as, members can engage in meetings effectively without worrying of recording the notes or missing any detail, or distorting the information delivered. The use of automated note taking system is designed to ascertain clarity, integrity, and authenticity of the data recorded.
Figure 1: Gantt chart data.
Figure 2: Gantt chart analysis of the tasks schedule.
The cost summary of the development and adoption of the automated note taking system is determined on the costs incurred in sustaining the human resources, capital investment, and leasing or renting of equipment required for running of the automated note taking system.
Table 2 below summarizes the costs incurred in the hiring of the human resources and experts required for running of the automated note taking system. This is an integral part of the project that ascertains that the program provides continuity and reliability to users that rely on its services for automated note taking. The human resource experts play an integral role that ascertaining efficiency when using the program and increase the potential of the project. For the highest value addition, the human resource experts must provide the best services as applied in the project. Hence, incurring a premium compensation rate is essential to ensure smooth running of the program in the organization.
|System administrator||$60,000||Subject to quality medical cover, holiday, travel, and leave allowance perks.|
|Programmer||$50,000||Subject to quality medical cover, holiday, travel, and leave allowance perks.|
|Secretary||$40,000||Subject to quality medical cover, holiday, travel, and leave allowance perks.|
The overall capital required for running of the project constitute of $250,000. The recurrent budget entails $150,000 that goes to servicing of the human resources employed to provide smooth running and functionality of the automated note taking system. This is critical to ascertain that there is reliability of utilizing the Autonote system and all information can be accessed from time to time without a hitch. Following the first year of purchase of multiple input sources including video recording devices, voice inputs, graphics, and motion sensors, the capital costs will only be required to service or upgrading the systems. This is critical to ensure that the project remains up to date and meeting the current demands.
The sources of the capital utilized in running the project will be outsourced from cloud funders, learning institutions, and potential investors. The cloud funders will increase the pool of individuals that want to support the course. This increases the potential range of the funders from the lowest to the highest allowing the project to access funds from across the globe (Coombs et al., 2020). Cloud funding has become a major phenomenon of crucial projects that induce a substantial milestone in any field. Learning institutions as major consumers of automated note taking system can play an integral role in financing the development of the Autonote. This paves the way for students to engage in extensive research on the significance of the mode of note taking system and how it’s affects their concentration, focus, and attention in class. Hence, serve to enhance the engagement and participation of learners in their learning process.
The lease/rental of the necessary requirements of making the Autonote project a success will be highly minimized. Alternatively, the purchase of the necessary hardware and software will be utilized to ascertain saving of the operational costs when no further additional costs are incurred.
The equipment deployed in the execution of the project comprise of multiple input devices. These include video recorders, voice recorders, and graphics. The diversity of the input devices is critical to ensure all aspects of recording is done in the meeting. This will ensure that every content is accurately recorded and provide a mechanism in which diverse sources of information can be recorded. The equipment to be utilized in the automated note taking system include video cameras, speakers, microphones, PDAs, laptops, tablets, smartphones, among other devices that make note taking process much easier. The selection of the right equipment is essential to provide the fulcrum in which an information recorded can be analyzed and examined from time to time. Hence, sufficient memory and processing capacity is integral to the success of the project.
The software licenses are acquired from the respective programs utilized in the execution of the project. the application of open source software such as lexicon for words identification and arranging of notes in a logical way. The software licenses are provided in compliance with the respective software utilized in making the automated note taking process a success.
There are critical risks that have the potential to adversely affect the Autonote project. One of the main risks include exposure of key information to potential unauthorized. By transforming into electronic note taking process, the recorded information is stored through electronic devices. There are numerous tasks associated with electronically stored data such as hacking, phishing, social engineering, among others that gain unauthorized access for malicious intentions. For example, a business meeting minutes being accessed electronically by unauthorized personnel exposes the organization undermining its competitive advantage. This erodes the credibility of note taking putting potential clients at risk of exposing their information (Jiang et al., 2018). Second, confidential information is at risk of cyber threats that undermine information security. Electronic mechanisms are prone to diverse cyberattacks impacting to increased risks. Third, too much reliance on electronic note taking can facilitate the growth of laxity and laziness. The members’ active participation and note taking can present an opportunity when one has to note down crucial details identified in the meeting. However, with the guarantee of accessing the information after the meeting, some members may take less interest in engaging in the meeting. This may develop into a culture of missing meetings as there is certainty of accessing the notes. Hence, erode the gains made by automating the note taking process.
The post control measures are critical to determine the value addition of the project. These will include the assessment of the value addition acquired from the adoption of Autonote system. The autonote system should pave the way to allow members engage during meetings and take key insights. As a result, the continuous process will allow members to take active participation in the discussions with their peers. As a post control measure, members should be required to access the notes online and respond to a quiz below. This ascertains that every member accesses and reads the information of the automated note taking systems. As a result, there is certainty that members have continuous access to information and actually do read, internalize, and understand its contents. Hence, value addition is acquired as a result of the automated note taking process.
The project evaluation completion will be determined by the impacts the new system has on the members. Three key objectives must be ascertained indicating the realization of the aims of transitioning to automated note taking process. First, the evaluation must indicate there is increased participation and engagement of members in meetings. Second, there must a positive impact on the focus and perception of members to meetings allowing cloud conferences. Third, there should be regular assessments after every notes context to ensure the content has deeply been understood by all members. Thus, culminate in a fully functional and beneficial project.
In conclusion, the autonote system is a critical development that will transform the note taking process from a painful, tedious, and tiring one into an efficient, credible, and accurate mechanism. This is based on the ease of recording, linking, sharing, and accessing the information by all members. To ensure that there is positive impact on the members, on access of the notes, a quiz should be completed to ascertain understanding of all contents. This is critical to ascertain positive developments are attained and there is continuous engagement and participation of members. Hence, bonding and professional working relations are bound to be developed culminating in a highly functional teams. Thus, the transition to automate note taking process has positive impacts to users that continuously access the stored information.
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