namececc.njit.edu/sort/misc/ceccoperatingmanual05.doc · web viewact professionally and do your...

NEW JERSEY INSTITUTE OF TECHNOLOGY

CIVIC ENGAGEMENT COMPUTER CENER

A DIVISION

OF

CAREER DEVELOPMENT SERVICES

OPERATING MANUAL

BY: JUSTIN ESPIRITU

FALL 2005

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Table of Contents

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General Rules and Guidelines

Office Rules

1. Act professionally and do your assigned tasks to the best of your ability.

2. Although we appreciate self motivated members, keep in mind that CECC is

student run so you are not expected to know everything. If you are not sure about

a situation or would like to present an idea, do not hesitate to ask.

3. The office is located on the 4th floor of Campbell hall and is also where

recruitment of NJIT students for job placement occurs. We ask that members of

CECC keep conversations, face to face, cell phone, to a minimum. All meetings

that require conversations will be held in the conference room.

AttireAs a general rule, you can wear casual clothing while working in the CECC office.

Please be advised that we expect all personnel to be sensitive to fellow coworkers thus

any prints, logos, etc. that people find offensive is not acceptable. Consult with

management if you are unsure about your attire.

As a member of CECC, we expect you to present a clean and professional appearance

when you represent us. All members who come in contact with our public such as

meetings with agencies and participating in NJIT/CDS events are expected to dress

professionally. Button down shirts, khakis, and dress shoes are acceptable.

NametagThere will be plenty of students working in and out of the office thus nametags are

required. Upon entering the 4th floor, you must show your nametag to the receptionist to

be allowed entry to the CECC office. You will be required to wear the nametag until you

leave the office. You will be provided with a nametag free of charge but replacement of

lost or stolen nametags will require a charge of $5.00.

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Clock in and Clock outAll students are required to clock at the start of their shift and clock out at the end of their

shift. In the event of unforeseen circumstances that you are not able to clock in or clock

out, speak to your project manager or student director for manual recording.

TardinessCECC is aware that most students will be coming from class before going to the office.

We will tolerate lateness due to the uncontrollable circumstances from your class or

professor but we will not tolerate frequent tardiness or lateness due to irresponsible

reasons.

Calling OutAs a student run program at NJIT, we understand that academic responsibilities come

first. We will tolerate calling out of work as long as you have a valid academic or

personal reason. We do, however, require that you plan ahead and inform you Project

Manager that you are not coming in one week ahead of time.

Individual ConcernsAs a general rule, every CECC member should be comfortable in their work

environment. If you have any questions, concerns, or comments regarding your working

condition, do not hesitate to contact the Student Director for a private meeting to express

yourself.

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PC Maintenance

All personal computers in CECC are owned by Career Development Services. Students

are expected to take care of the PC’s and will be liable for any negligent action causing

damage in CECC office.

All the CECC PC’s are equipped with educational versions of various software and is

expected to function under each company’s terms and conditions. Please view the terms

and conditions available in the company website for more details.

The following is the list of software available as of fall 2005:

1. Microsoft

a. Windows XPb. Wordc. PowerPointd. FrontPagee. Excelf. Accessg. Publisherh. Visioi. Project Managerj. Visual Studiok. Visual Studio .NETl. Internet Explorer

2. Macromedia

a. Dreamweaverb. Fireworksc. Flashd. Coldfusion

3. Adobe

a. Photoshopb. Distillerc. Acrobatd. Imageready

4. Web Browsers (Mozilla Firefox, Netscape Navigator, and Internet Explorer)

5. Appserve

6. WS_FTP

7. Anti Virus Software

8. Firewall Software

9. Helpline

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Website Development Program

One of the main focuses of The Civic Engagement Computer Center @ NJIT is web

design and development. CECC specializes in developing - and improving - websites in

for organizations in the non profit sector. Our goal is to provide quality service for

organizations as well allow NJIT students to apply their skills, knowledge, and creativity

in a real world environment. CECC offers our website development program to non-

profit organizations for free or at a discounted rate.

As students, we must achieve a level of quality in our work in order to satisfy the needs

of our clients. Use the guidelines below to successfully create a project.

1. Preliminary Meeting2. Project Initiation Phase

a. Meeting 13. Design Phase

a. Meeting 24. Project Coding 5. Testing Phase6. Final Phase

a. Meeting 3

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Preliminary Meeting

The first meeting is intended for the Agency and CECC to meet and discuss the

possibility of a website development project. This may be in the form of a one-on-one

meeting or an information session.

Procedure

1. Introduce CECC, our mission, and our services.

2. Fill out the Agency Application Form online

3. Student Director or Student Project Manager in charge, Student Project Managers

(Enough so there is one per two representatives) and a documenter will meet with

an agency representative to discuss web technologies.

4. Have an open discussion with your representative(s).

5. Discuss the costs involved

6. Pair one project manager to up to two agencies and discuss more specifics.

Preferably, pair agencies with similar goals. (Please note that this is a critical part

of the website development and the agency representative must be a decision

maker or is ready to discuss specifics. If a private meeting at another date is

necessary, schedule an appointment as soon as possible)

7. Prepare a Project Proposal – see Generic Proposal for reference

Key Points

Educate agencies on web technologies

Accurately gauge the amount of work needed for the website

Allow agencies to properly determine what they want in their website.

Get enough information to make a Project Proposal ( i.e. Timeline, Milestones,

etc.)

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Preliminary Meeting Procedure

IntroductionWhat is CECC?VisionMission to agencies Mission to students

Web TechnologiesDomain Name ( Do you have one )Static vs. Dynamic contentFlash AnimationsDifferent navigations Java scriptingWeb ApplicationsOther services

Open DiscussionWhy would you want a website?

How would a website fit in an overall business plan?

What are the goals of a website?

Who may be a target audience?

What typically appeals to you target audience?

Name a few keywords that you want your audience to think when they first see the website?

Are there any existing websites that closely match the functionality and/or design style?

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Project Initiation Phase

This phase will be dedicated to meeting with the client and assessing the business needs

of the organization. The organization representative and the CECC staff will come to a

consensus on an initial prototype schematic design and decide on a timeline suitable for

both parties. Student Director or Student Project Manager in charge and a documenter

will meet with an agency representative to discuss project planning.

Meeting Procedure

1. Student Director or Student Project Manager in charge will present a quick

presentation about the previous meeting topics such as web technologies, pricing,

etc. (Depth of presentation will vary)

2. Fill out the Agency Application Form online if you haven’t done so already.

3. Discuss Project Proposal

a. Have an open discussion with your representative(s) regarding the website

planning.

b. Continue a discussion until the there is an understanding on what is

needed in the website itself.

4. Agree on a time frame. ( The best time frame for CECC is the 9-week process)

5. Show how the CECC website works.

CECC Deliverables

Start Preparing for a Project Design Document (See CECC Project Design Document for reference)

Inform clients about how the CECC conducts its operations Demonstrating to the clients how to navigate through our website Ensure that agency understands that they must start putting together the content.

Agency Deliverables

Provide information to CECC about the client organization Provide ideas for the project e.g.: websites they like, navigation etc

Provide details of a main contact person from the client organization

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Informing whether the deliverables can be given in the stipulated time

Design Phase

The design phase will be dedicated to the design and overall “look and feel” of the

website. The CECC Project manager assigned to the project will contact the

representative(s) and submit a prototype (few screens and routine links), via CECC

website, for approval. The feedback will be considered and the prototype will be re-

iterated. After a design is created, the representatives and the CECC team will meet once

again to finalize the prototype. The client must submit 90% of the text, pictures, images

and any media that is to be used in the website at that time.

Meeting Procedure

1. Before the meeting a Project Design Document must be prepared.

2. Student Project Manager in charge will submit and discuss the Project Design

Document. Discuss the following:

a. Prototype(s)

b. Catalog of Media Received

c. Site Map (Pert Chart)

d. Schedule ( Gantt Chart)

3. Ensure that the agency understands the procedures and plans

CECC Deliverables

A basic template of the layout of the website

Schedule and Site Map

Information regarding the technologies that will be used

Cataloging the media received from the client organization

Agency Deliverables

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90% of all text and images to be used in website

Approval of working design

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Prototype

The design is for a charity organization that builds houses in third world countries.

1. Design 1 – This is a screenshot but the design has to be saved as a Dreamweaver template

2. Design 2 - This is a screenshot but the design has to be saved as a Dreamweaver template

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Site Map

This is a screenshot was done via Microsoft Visio

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Project Schedule

This is a screenshot was done via Microsoft Visio

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Code Phase

The second half of the project will be used by CECC to build the actual website. CECC

will be in contact with the clients for minor updates and for receiving the remaining

media. The clients will have access to a specified URL to view the progress on the

website. It is recommended that the clients view the website at a regular basis and inform

the CECC project manager if they have any questions or concerns.

CECC Deliverables

Perform the coding of the website

Format images for the website

Prepare and update

Agency Deliverables

View and critique the progress found in our web space

Request changes if necessary

Interact with CECC Staff by responding to questions as soon as possible.

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Testing Phase

The CECC team and the client will check the beta website and make sure that the website

is error free during the fifth week. The client must use this time to request any final

changes to the website.

CECC Deliverables

Debug and upload final design in web space

Check grammar, structure, misdirected links, unclosed tags, incorrect information,

screen resolution, etc.

Request for a meeting with representatives for a live demonstration

Agency Deliverables

View and critique the progress found in our web space

Request final changes if necessary

Interact with CECC Staff by responding to questions as soon as possible.

Coordinate with all stakeholders interested in the final product and agree on a

meeting for a live demonstration

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Final Phase

During the last week there will be a third meeting during which the CECC project

manager will make a live demonstration to the representatives, CECC student director,

and any individuals concerned with the project. After the demonstration, CECC will

submit a copy of the website and return the media received. With the completion of the

project, CECC and the clients may discuss installation and the future improvement of the

website.

Meeting Procedure

1. Welcome everybody

2. Thank the agency for participating in our service

3. Present the website (Follow the generic PowerPoint presentation)

CECC Deliverables

Make a live demonstration of the completed site

Submit a hard copy and all materials in a folder

Submit a CD containing the website and useful files

Inform Agencies of our Website Update Program

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Website Update Program

Dear Agency Representative

In continuation of the university's efforts to address the "digital divide,” Civic

Engagement Computer Center will open a Website Update Program for agencies that we

built Websites for in the past.

Our work covers the following:

1. Text and image updates for up to ten WebPages2. A team of 3 to 4 NJIT students working on your website3. Logo/Banner Update4. Navigation Update5. CD holding your website6. Assistance in finding host for your website7. A product presentation (optional)

For the foregoing services we propose to charge you as follows:

1. Website Updates to be completed before December 1, 2005 - $150.00

This service will start on the September 1, 2005 and all projects will be finished by

December 1, 2005. Please feel free to contact me if you have any basic questions or

request a meeting if you have major questions. My Email address is [email protected]

and my office number is (973) 596-5401

Respectfully Submitted by

Justin Banaria Espiritu------------------------

CECC Student Director

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mailto:[email protected]

Mentoring Program

The Civic Engagement Computer Center @ NJIT offers web site design and IT

mentoring program for local high school students. In continuation of the previous efforts

to address the "digital divide," CECC will train high school students in the technical and

business aspects of web design. Introduction to basic web development and mentoring is

provided by NJIT IT and Computer Science Majors. There will be one mentor for every

three high school students.

The Web Development Assistance Program is currently open to 3 high schools per

academic year.

The first half of the mentoring program is focused on preparing high school students for

website design. The classes include html, Dreamweaver, Photoshop, and a preview of

dynamic html. The class also teaches business practices and will include a live

presentation of a personal web site.

The second half builds upon what they learned in the first half. The students will be

assigned a web development project by the student director. The students will design a

working website for a non-profit organization and will make a live presentation of their

work.

Purpose

Encourage high school students to pursue higher education

Prepare them for college

Glimpse of the job market

Help other students

Responsibilities of professionals

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Syllabus

Meeting Schedule

Day Time LocationTuesday 2:00 PM – 3:00 PM Campbell Hall Conference RoomThursday 1:00 PM – 2:30 PM ITV

Mentors

Student Mentors Message Board Name Justin Espiritu jbe4Priya Alex pa36

Course Description`hands-on experiences in the creation of Web pages that include text, images, audio, and video. The class also teaches business practices and will include a live presentation of a personal web site.

The second half builds upon what they learned in the first half. The students will be assigned a web development project by the student director. The students will design a working website for a non-profit organization and will make a live presentation of their work.

Attendance

Although attendance is not part of the grading criteria, attendance is taken at every class and is used to gauge a student’s skill. It should be noted that a sizable amount of information is discussed in class and attendance is highly recommended.

Assignment due Dates and Make-Up Policy

All assignments are set in the course outline and are due at the beginning of class time that day. Late assignments will not be accepted unless approved by the instructor.

Honesty Policy

Students are expected to follow the NJIT honor code.

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Course Outline

First Semester

Week Lecture Topic Textbook Chapter

Assignment

1 Web Concepts 1 List of ten websites 2 HTML Basics 2 “Hello World”3 Web Page Types 3 Name that Webpage4 Colors, Hex, Fonts and images 4 Color Pallete5 Links 5 Link Library6 Overview 6 Personal Website7 Dreamweaver: Intro 7 The Previous Projects8 Multimedia 8 Image format and Buttons9 Website Planning 9 Plans for Website10 Client Side Scripts 10 CSS and Javascript Examples11 The CECC Process 11 Website Presentation12 Website Presentation 12

Second Semester

Week Lecture Topic Textbook Chapter

Assignment

1 General Overview 13 Phase Challenge 2 Project Initiation Phase Review 14 Start Phase3 Project Initiation Phase 15 End Phase4 Design Phase Overview 16 Start Phase5 Design Phase 17 End Phase6 Coding Phase Overview 18 Start Phase7 Coding Phase 14 End Phase8 Testing Phase Overview 15 Start Phase9 Testing Phase 16 End Phase10 Final Phase Overview 17 Start Phase11 Final Phase 18 End Phase12 Website Presentation

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Computer Training Program

The CECC@NJIT's Fall 2005 Computer Training sessions cover widely used beginner

and intermediate word processing programs. The goal of these training sessions is to

enhance the knowledge of participating agencies, allowing them to maximize the use of

technological resources for serving their constituencies.

Each section will focus on a one hour session that teaches the basics of each subject using

PowerPoint slides. We can provide a URL to our website that allows them to access our

slides and links to good websites if they want to go past what we teach them.

Microsoft Windows XP - This section is focused on tips and tricks on the operating

system, Microsoft windows. Such topics include folder systems, users, antivirus, and the

internet

Computer Maintenance – This section is focused on tips and tricks on PC maintenance.

Such topics include Defragment, key folders, and the internet.

Microsoft Word - This section is focused on tips and tricks on Microsoft Word. Such

topics include headers, footnotes, fonts system, and tables.

Microsoft Excel - This section is focused on tips and tricks on Microsoft Excel. Such

topics include formats, functions, font system, and tables.

Microsoft PowerPoint - This section is focused on tips and tricks on Microsoft

PowerPoint. Such topics include slides, background, color scheme, and media.

Basic Web Design - This section is focused on Web design. Such topics include folder

systems, tables, tags, and the internet.

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Student Employment

The Civic Engagement Computer Center is staffed with skilled NJIT students whose

expertise is related to Information Systems, Information Technology, Management

Information Systems, and Business Management. The student management team will

work in conjunction with the CDS staff to ensure the success and integrity of the Center.

The following are detailed descriptions of the role each position has within the Center.

Summary of Roles

1. Student Director –The Student Director is responsible for conducting the day-to-

day activities of the CECC. The position is appointed by the Community and

Public Service Staff at Career Development Services. The Student Director meets

with all employed students every week to ensure that all responsibilities are being

completed. For the most part, the Student Director also handles hiring and

promotions within CECC.

2. Student Technology Officer – The Student Technology Officer is responsible for

keeping the CECC Operations Management System operational. This person is

also in charge of keeping CECC up to date with current technologies such as

interacting with the senior project in developing the CECC System.

3. Student Operations Officer – The Student Operations Officer is responsible for

helping the student Director conduct the day-to-day business activities of the

CECC. Such activities include marketing, advertising, ensuring students and

agencies are happy with our service, etc.

4. Student Project Manager - The Student Project Managers are responsible for ensuring the success of our different programs.

Web Development – Responsible for most website projectsMultimedia - Responsible for most multimedia needs of projectsComputer Training – Responsible for computer train and mentor projectsSpecial Projects - Responsible for most additional and startup projects

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Student Director

Department Career Development Services (CECC)Division Civic Engagement Computer CenterJob Category Skilled Pay Range $10.00-$13.00 Job Start date 9/1/2005 Job end date 12/1/2005 Working hours Per Week 20 - 25Job Location Room 411 Campbell Hall Job Description The Student Director will be responsible for ensuring the day-to-day operations of the Civic Engagement Center. The Student Director will interact heavily with the CDS Management Team to ensure staffing of the Center (through the development of job descriptions, on-campus fliers, and posting available descriptions on the NJIT job posting board) and timely completion of Center projects.

The Student Director will be responsible for setting up deliverable timelines and budget projections for all projects instituted at the Center, holding a general monthly meeting with the Student Staff of the Center, as well as weekly/bi-weekly meetings as deemed necessary for specific Center projects. He/She will create a publicity campaign to market the Center and its services to the Greater Newark area. The Student Director must make sure that all Student Staff are in compliance with the guidelines and regulations of the Center. The Student Director will be responsible for scheduling the Center's staff to avoid conflicts of time and available resources. The Student Director will compile the Center's standards for each specific division, as well as create training materials and schedules for the Center's divisions to comply with.

The Student Director will make sure that the Center's web site and all avenues of customer contact are up to date and follow the pre-determined guidelines of CDS and the Center. The Student Director must also compile a monthly report of the Center's activity. He/She will be the point of contact between the Student Staff and the CDS Management Team. He/She will also have direct contact with the Center's potential and participating non-profit organizations through on/off site meetings, training sessions, mail, and phone conferences.Job Requirements Skilled in PHP, MySQL, Databases, Dreamweaver, and

various web development Tools.Familiar with MS Project Manager and various MS Office Tools

Special Skills Required The job requires leadership skills which must include but not limited to the following skills.

- Understands the CECC vision

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- Critical Thinker- Creativity- Ability to steer change

Majors Wanted IT, IS, CS and Management Type of Funding/Job Vacancies

Type of Funding Job VacanciesInstitutional Work Study /Federal Work Study 1

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Student Project Manager: Multimedia Projects

Department Career Development Services (CECC)Division Civic Engagement Computer CenterJob Category Skilled Pay Range $8.00-$10.00 Job Start date 9/1/2005 Job end date 12/1/2005 Working hours Per Week 10 - 15Job Location Room 411 Campbell Hall Job Description Technical FunctionsThe Student Project Manager will be responsible for creating and developing the multimedia needs of CECC projects (i.e. animation, web buttons, banners, backgrounds, PowerPoint presentations, flyers, etc.). See http://web.njit.edu/~cecc for information about CECC

Administrative FunctionsThe Student Project Manager will be responsible for a team of three to four students and ensuring that all projects are following the pre-determined deliverable timeline.

Additional FunctionsBased on need, the position may require teaching, mentoring high school students, website development and various IT work.Job Requirements Skilled in Flash, Fireworks, Photoshop, Dreamweaver, and



- Understands the CECC vision- Critical Thinker- Creativity- Ability to steer change



Student Project Manager: Website Projects

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http://web.njit.edu/~cecc

Department Career Development Services (CECC)Division Civic Engagement Computer CenterJob Category Skilled Pay Range $8.00-$10.00 Job Start date 9/1/2005 Job end date 12/1/2005 Working hours Per Week 10 - 15Job Location Room 411 Campbell Hall Job Description Technical FunctionsThe Student Project Manager will be responsible for the Website Development Program of CECC (i.e. web development, project management, PowerPoint presentations, etc.). See http://web.njit.edu/~cecc for information about CECC


Additional FunctionsBased on need, the position may require teaching, mentoring high school students, website development and various IT work.Job Requirements Skilled in Frontpage, Dreamweaver, and various web

development Tools.Familiar with MS Project Manager and various MS Office Tools





Student Project Manager: Computer Training Projects

Department Career Development Services (CECC)Division Civic Engagement Computer CenterJob Category Skilled

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Pay Range $8.00-$10.00 Job Start date 9/1/2005 Job end date 12/1/2005 Working hours Per Week 10 - 15Job Location Room 411 Campbell Hall Job Description Technical FunctionsThe Student Project Manager will be responsible for the Mentoring and Computer Training Program of CECC (i.e. holding training sessions, mentoring high school students, conducting ITV classes, PowerPoint presentations, flyers, etc.). See http://web.njit.edu/~cecc for information about CECC








Student Technology Officer

Department Career Development Services (CECC)Division Civic Engagement Computer CenterJob Category Skilled Pay Range $8.00-$10.00 Job Start date 9/1/2005 Job end date 12/1/2005 Working hours Per Week 10 - 15

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Job Location Room 411 Campbell Hall Job Description Technical FunctionsThe Student will be responsible for keeping CECC up to date with technology and ensuring the CECC website and web applications are operational (i.e. web development, project management, liaison for the senior project, PowerPoint presentations, flyers, etc.). See http://web.njit.edu/~cecc for information about CECC


Additional FunctionsBased on need, the position may require teaching, mentoring high school students, website development and various IT work.Job Requirements Skilled in PHP, MySQL, Databases, Dreamweaver, and






Student Operations Officer

Department Career Development Services (CECC)Division Civic Engagement Computer CenterJob Category Skilled Pay Range $8.00-$10.00 Job Start date 9/1/2005 Job end date 12/1/2005 Working hours Per Week 10 - 15Job Location Room 411 Campbell Hall Job DescriptionTechnical Functions

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The Student will be responsible for keeping CECC in operation for the current semester and planning for the future (i.e. marketing, documenting, PowerPoint presentations, advertising, etc.). The student must coordinate meeting with all and potential clients along with student supervisor. See http://web.njit.edu/~cecc for information about CECC








Student Leaders Succession Track

In CECC, our mission to the students is to prepare future leaders through Civic

Engagement. Under our program, students are able to complete projects with community

agencies to help improve their access to and use of computer technology. Students are

encouraged to take advantage of CECC opportunities to strengthen their resume and help

prepare them for career goals. The student leader’s succession track is designed for

CECC to have talented students focus on different experiences every year. Each year

offers valuable knowledge that prepares the student for the following year.

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Freshmen Incoming student typically have very little experience and technical skills. By joining

CECC, they are exposed to a work environment with their upperclassmen and getting a

general idea of the NJIT Community and the public Community.

Opportunity Requirements Basic Job DetailsVolunteer None 1. Be a vital member of a team with basic

responsibilities to a project.2. Sit in staff meetings and client meetings.

Sophomore Sophomores are generally experience with the basics and are ready for more

responsibilities. By joining CECC, they can apply their basic skills and get helpful

guidelines and critiques from more experienced CECC members.

Opportunity Requirements Basic Job DetailsVolunteers None 1. Be a vital member of a team with basic


Service Learning

None 3. Review project preparation and documentation.

Juniors At any university, a student of junior standing should be considered skilled and should be

prepared for a leadership position. As a junior, this person must apply their acquired

knowledge and use them to lead fellow students in helping the community.

Opportunity Requirements Basic Job DetailsService

Learning None 1. Be a vital member of a team with

advanced responsibilities to a project.2. Participate in staff meetings and client

meetings.3. Be responsible for project preparation and

documentation. Student One semester as a 4. Assume leadership in small projects.

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Employment (Project

Manager)

Service learning or Volunteer

5. Guide Service learning and volunteers in their tasks.

Senior Senior standing students should be ready for the workplace. Any CECC member who is

a senior is given responsibilities vital to the success of CECC. By reaching this level, the

student is responsible for CECC affairs and ensures that we are working to achieve our

mission and vision for the future.

Opportunity Requirements Basic Job DetailsSenior Project

None 1. Ensure that CECC is ahead of technology.

Student Employment

(Project Manager)*

One semester as a Service learning or

Volunteer

2. Assume leadership in small projects.3. Guide Service learning and volunteers in

their tasks.

Student Employment

(CECC Leader)**

One semester as a CECC Project

Manager

6. Assume leadership in big projects.7. Planning for CECC future 8. Guide Project Managers in their projects.

* Student Employment (Project Manager) is the first level of student employment where they are responsible for assigned projects alone.** Student Employment (CECC Leader) is a promotion from a project manager where they are responsible for CECC as a whole rather than an individual project.

Succession Plan table The succession plan table illustrates the responsibilities of each student depending on

their position. As an example, a volunteer is responsible for job detail 1-2 and a Student

Employment (Project Manager) is responsible for job 1-8.

Opportunity Requirements Basic Job DetailsVolunteer None 1. Be a vital member of a team with basic


Service Learning

None 3. Review project preparation and documentation.

4. Be a vital member of a team with advanced responsibilities to a project.

5. Participate in staff meetings and client meetings.

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6. Be responsible for project preparation and documentation.

Student Employment

(Project Manager)

One semester as a Service learning or

Volunteer

7. Assume leadership in small projects.8. Guide Service learning and volunteers in

their tasks.

Senior Project*

None 9. Ensure that CECC is ahead of technology.

Student Employment

(CECC Leader)

One semester as a CECC Project

Manager

10. Assume leadership in big projects.11. Planning for CECC future 12. Guide Project Managers in their projects.

* The Senior Project is a special case so depending on the position in the class, the basic job details may vary.

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Project TeamsEach program, whether it is computer training, mentoring or website development,

requires a project team comprised of one project manager and a combination of three

service learning students and volunteers paired with an IT request of an non-profit

organization. The project manager is in charge of the planning and implementation of the

project utilizing the combined skills of his team.

Project Manager Responsibilities:

Ensure that the team and agency understands the CECC Mission and Vision

Divide each task evenly among the team members

Provide the necessary information for both the agency and students (training,

power points, and meetings).

Team Responsibilities:

Ensure that the project is following the assigned timeline

Finish the assigned tasks

Student StatisticsWithin the course of a given semester, CECC predicts a total of ten projects to be divided

between seven teams. Each team will be comprised of one employed student acting as

project manager and three service learning students and volunteers.

Member Position Students Per YearVolunteer 6

Service Learning 15Student Employment (Project Manager) 4Student Employment (CECC Leader) 3

Total* 28

* These statistics do not reflect the senior project members which depending on the size of the project, can be four to eighteen students.

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Hiring Process

Procedure

1. Prepare at least 2 project managers/leaders for the interview.2. Analyze the applicant’s look. Is he/she formally dressed?3. Ask the applicant to fill out the inline form if he/she did not do so already.4. Use the Interview Questionnaire checklist for questions

Student Employment and Service Learning and Volunteer

1. Looking for a leader not a followera. Leadership trainingb. Reference Materials

2. Basic Responsibilities a. Project Managementb. Report to Upper Management

3. Incentivesa. Student Run b. 2nd level employmentc. $8-$10 an hour position

4. Do you want to volunteer to see how CECC Works?5. Federal WS or Institutional WS?

Key Points

Equally rate an applicant’s skill Create an interview environment

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Interview Questionnaire (Reference from NJIT 04-05 Recruiting manual)

Personal Rate answer from (worst) 1-5 (best)1. Tell me about yourself?2. Why did you choose to interview with our organization? 3. Tell me a few of your successes?4. Have you had any failures? How did you learn from them?5. Have you ever spoken/led a group of people? How many?6. Do you have any experience in marketing and advertising?7. What do you know about CECC?Overall

Experience Rate answer from (worst) 1-5 (best)8. What job-related skills have you developed?9. Did you work while going to school? What positions? 10. Have you ever done any volunteer work? What kind?11. Have you done any Web Design related work? Can you show

them to me?12. What did you learn from that experience (Web Design related

work)?Overall

Career Goals Rate answer from (worst) 1-5 (best)13. Do you prefer to work under supervision or on your own?14. What kind of boss do you prefer? 15. Would you be successful working in a team?16. Are you able to work on several assignments at once?17. How do you feel about travel?18. Are you comfortable with teaching?Overall

Closing Rate answer from (worst) 1-5 (best)19. If needed, would you consider volunteering passed your

required responsibilities?20. Do you have any additional questions and/or comments?

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Pricing

In order to fairly charge our clients, we must first classify the project. We can then

charge accordingly by price.

Class Timeframe Web PagesCustomized

Banner NavigationSub

NavigationDynamic Content

S(+/-) 2

Semesters (+/-) 50 Yes Advanced Advanced Yes

A 12 Weeks 30 Yes Advanced Advanced Yes

B 9 Weeks 20 Yes Advanced Advanced No

C 6 Weeks 15 Yes Advanced Text NoD 2 Weeks 8 No Text Text No

Notes:Customized Banner – A graphic image usually found on top of a website. It is used to

highlight the client logo and goals.

Navigation and sub navigation – The navigation is the way the website visitor ‘surfs’ the

website. There are generally two types of navigation:

Text – Consists of all text that is manipulated by different colors and sizes.

Advanced – Consists of the use of technologies such as flash, JavaScript, and php.

Sub-Navigation – Dynamic contect refers to the use of technologies such as flash,

JavaScript, and php to enhance usability website.

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Target Market

Market Segmentation

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NJIT Affiliates

Definition1. Departments – division of NJIT such as CDS, School of Management, Library,

etc. 2. Clubs/Fraternities – any organized club or fraternity that services the community

such as Vector, Robotics Club, Filipino Club, etc.3. Programs – any departmental supported division such as robotics, etc.

Why this segment?

CECC will benefit if we had recognition within our own community. Although it may hurt us in the long run as far as recognition outside NJIT, having a strong relationship with NJIT affiliates will boost our credibility. Doing work for NJIT affiliates also opens a host of possibilities with regards to hiring and future projects.

Services Offered Free Service Web Development Advanced Web Applications Computer Training

Schools

Definition Public Schools/school systems are educational facilities organized by public authorities.

Why this segment?

Public schools are the best place to advertise CECC, CDS and even NJIT. Performing Services for schools shows that NJIT, through CECC, are aware of social responsibility. This can lead to various positive effects such as more funding for CECC, recognition for CDS, and increase enrollment for NJIT.

Services Offered Free and Compensated service Web Development Advanced Web Applications Computer Training Mentoring

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Non Profit Organizations

Definition

1. Church or Church Groups – building or premises where divine services of a Church take place.

2. Urban Revitalization, Urban Housing and Community development – any organization concerned with community revitalization such as Housing Scholars, Greater Newark Conservancy, etc.

3. Literacy and Education – any organization concerned with literacy and education such as Literacy Campaign, America READS, etc.

4. Social Services – any organization concerned with social services such as eYES Newark, etc.

5. Health Services - any organization concerned with health services such as Interfaith Health Services, etc.

Why this segment?

The goal of CECC is to service the community and the best way is to offer our services to non profit organizations.

Services Offered Free and Compensated service Web Development Advanced Web Applications Computer Training Mentoring

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Marketing and Advertising Plan

Goal

Our goal is to generate interest in the CECC programs from both the public community and the NJIT Community. We aim to reach an agreement with 10 agencies for projects in FALL ‘05 and another 10 projects projected to start in SPRING `06.

Objectives

To market and promote CECC and its Computer Training, Mentoring and Website Development Programs to the public community and the NJIT Community.

To welcome projects from agencies that we have worked with in the past in participating in our programs, updating or recreating their website. To increase awareness of our vision and missions to deans, chairs faculty and administrators and enlist them in outreach efforts.

Activity Target Audience Due

DateNotes

Production of New CECC Website. 90% DoneProduction of CECC PostcardsSend Email inviting agencies to view our programs in our website. Send CECC PostcardsProduction and Advertising in the Vector for incoming freshmen. Phone call to past agencies regarding their interest in our programs. Production of brochures and advertising material

Student and agency

Accept Applications in CECC website.

Student and agency

Conduct CECC Information Session Service Learning and volunteers

Conduct CECC Information Session Agencies for future projects

Pass information in Non Profit Expo Student and agency

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Calendar

August

Week 1 Student Employment interviews starts Marketing Campaign Starts Plans for FALL ’05 starts Meet with repeat clients Work on CECC System

Week 2 Preliminary meeting with Clients starts

Week 3 Office Preparations

o Supplieso PC Reimaging

Week 4 Non-Profit Expo Student Employment interviews ends

September

Week 1 (5-9) First Day of Student Employment CECC System Training Employed Student Leadership Training Start of (12,9,6 – week) Web Development projects

Week 2 (12-16) Preliminary meeting with Clients Employed Student Leadership Training

Week 3 (19-23) Start of (9,6 – week) Web Development projects Employed Student Leadership Training CECC Information Session

Week 4 (26-30) Recruit/Interview Service Learning Students Computer Training

October

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Week 1 (3-7) Leadership Workshops Starts

Week 2 (10-14) Study Week (Optional Attendance)

Week 3 (17-21) Last day to start web development program

Week 4 (25-28) Computer Training

November

Week 1 (31-4)

Week 2 (7-11)

Week 3 (14-18) Leadership Conferences

Week 4 (21-25) Finalize Web Development Projects Study Week (Optional Attendance)

December

Week 1 (28-2)

Week 2 (5-9) Finalize Mentoring Program

Week 3 (12-16) Finalize Mentoring Program

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Risk Management

Risk Identification

1. Student Inadequaciesa. Job identification – knowing what his/her position entailsb. Technical Skillsc. Time Conflicts

i. Study Time (midterm and Finals)ii. Other commitments (jobs, clubs, schools)

d. Management Skillsi. Inability to take notes during a meeting

ii. Deciphering client needs (Drifting off) iii. Handle insubordinationiv. Inability to motivate team

e. Leadership Skillsi. Lead a group of peers

ii. Take charge of a projectiii. Be confident in decisionsiv. Discouraged after a mistake

f. Information Passingi. with fellow employed students

ii. with service learning studentsg. Job Stress

2. Student Director resigns/released 3. Student Project Manager resigns/released 4. Student Leaders resigns/released 5. Hardware/Software failure6. Ineffective service learning student

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Risk Minimization

1. Management Training Sessionsa. Formal training of expectations and responsibilities. Also, an operating

manual will be available for reference. b. Reference materials, and training sessions will be providedc. CECC will anticipate possible time conflicts

i. CECC will be closed for Midterm and Final exam week ii. Create a set schedule for the entire semester

d. Formal management training sessions will be conductede. Require leadership workshop from leadership program f. Regular Meetings and bulletin board

i. Managers will meet every week for updatesii. Student Operations Officer will create and update a bulletin board

g. Midterm and end of the year ‘gathering’ in the student center

2. Student Director logs all information and documents available on Web space.a. Student Information Officer will be trained to keep the flow of

information (i.e. run meetings, view reports, report to CDS)b. Student Operations Officer will be trained to run and ensure projects are

operational (i.e. run projects, assume project responsibilities to CDS staff, report to CDS)

3. Student Director assumes or delegates responsibilities 4. Student Director assumes or delegates responsibilities5. Consult Student Leaders for release/warning. If released, SPM assumes or

delegates service learning student responsibilities.

Summer ‘05 File Management1. File folders in CECC Office

a. Under lock and keyb. ZIP250 backup inside drawer

2. Electronic backup of all previous works starting Fall ’04 found in CECC club account.

a. Use FTP accessi. User – cecc

ii. Password – njit2005

Page 45 of 71



A DIVISION

OF


------------------------------------------------------------------------------------------------------------

APPENDIX 1 - Generic Website Development Proposal

------------------------------------------------------------------------------------------------------------

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Table of Contents

1 Engagement ……………………………… 32 Research ……………………………… 43 Milestones ……………………………… 54 Budget ……………………………… 85 Scheduling ……………………………… 9

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1 Engagement Letter

Dear Mr. Agency:

You have requested that we provide Non-Profit Agency a budget for a proposed website

development project. I went ahead and provided you with your request as well as a few

other documents that may help facilitate the project.

Our work covers the following:

8. Collaboration with Non-Profit Agency to plan for the project

9. An interactive system that provides you with the necessary information

10. A team of 3 to 4 NJIT students

11. Design Document (see appendix for an sample)

12. CD holding your website

13. Assistance in finding host for your website

14. A product presentation (optional)

For the foregoing services we propose to charge you as follows:

1. Static Website to be completed in 6 weeks - $500.00

2. Dynamic Web Applications to be completed in 12 weeks- $300

3. Advanced Web Applications to be completed in 10 weeks following the next

semester- $200

4. Hosting cost from a desired company (+/- $15 a month after launch)

Please feel free to contact me if you have any basic questions or request a meeting if you

have major questions. My Email address is [email protected] and my office number is (973)

596-5401

Respectfully Submitted by

Justin Banaria EspirituCECC Student Director

Page 48 of 71

mailto:[email protected]

2 Research

Through the collaborative efforts of CECC and Non-Profit Agency, we can follow a

series of investigation to determine the following:

1. Project Goals – The purpose of the website must be clearly defined in order for the project to be successful. With our preliminary meeting, possible goals are Promote brand awareness, a positive end user experience especially with younger visitors, and compile an easy way of gathering contacts.

2. Project Strategies –we must plan the steps necessary to successfully meet the project goals. As an example, in order to a positive end user experience especially with younger visitors, we must create an engaging website that has an attractive visual design.

3. Competitive Analysis – in order to develop a great website, we must review other websites to determine popular trends. We must determine three to five other websites and CECC will use them as a point of reference in creating the Non-Profit Agency Website.

4. Information Architecture – in our efforts to create a quality website, we must focus on how the information on the website is passed. Certain information such as “Who is the target audience[s]?”, “Who should have access to the administrator?” and “How should the information be categorized and passed on the website?” are answered.

5. Component and System Diagram – Component diagram is the overall cosmetic design of the website while the system diagram is how the applications running the functions are designed. Although CECC will create both the component and system diagram, Non-Profit Agency must view and approve all final designs.

Page 49 of 71

3 Milestones

In order to better explain the components of the overall project, CECC has divided the

overall project into sub projects with individual milestones.

1. Static Website – a static website is the traditional website that does not change

regularly but offer basic information. Such a website offers information for the

user to retrieve but does not offer any interaction. This stage is essential as the

design, content architecture and overall feel of the website is established.

a. Project Initiation –plans and scheduling are established.

b. Design –the component and system design is created and approved.

c. Code – the creation and implementation of the project is done.

d. Testing – the product is tested for errors and ensures that the project goals

are met.

e. Presentation – the launch and presentation of the website.

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2. Dynamic Website – This is the second stage of the website development project

as the dynamic content or website applications are created and installed. The

technologies used will be php with a MySQL Database. The following are the

different components/milestones that will be created.

a. Control Panel – this is the home page of the administrator of the website

database. The control panel will allow the administrator to create, update,

and delete the information entered in the website.

b. Job Ads Application - this application allows the user to enter his/her

information and search for prospective jobs. An employer can also enter

his/her information and search for prospective applicants.

c. Membership Form Creation – this is a form that allows the user to enter

his/her information and make a donation, sign up for newsletters, etc.

d. Contact Us Form – members and anonymous users can contact Non-

Profit Agency with a personal message.

e. Dynamic ‘Question Forum’ - along with membership, users can contact

specific members with a personal question.

f. Dynamic Partner Search – A quick and simple way for users to search for

a members and partners of the agency.

g. Dynamic Communication – A dynamic way of posting a specific question

and archived for the agency to view or post in the website (see ‘ask Judy’)

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3. Advanced Dynamic Website - the third and final stage of the project will

continues where the Dynamic Website left off. The following

applications/milestones are smaller in number but are more complex.

a. Advanced Control Panel – same as the regular control panel but controls

the advanced tools.

b. News Management System – a way of creating, editing, and publishing

news articles.

c. Dynamic Calendar – a popular application that shows a schedule of

events. This application allows the administrator to update the calendar

and the visitor to view.

d. Dynamic Content – this is an application where all the content in the

dynamic website is edited. This will allow the administrator to act as the

webmaster and change the website regularly.

e. Advanced Communication – these are applications that allow users to

interact with other users dynamically. (i.e. Chat and message boards)

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4 Budget Estimates

Project Milestone Estimate September 2005

Static Website Project Initiation $100.00

Design $100.00

Code $100.00

Testing $100.00

Presentation $100.00

Dynamic Design Control Panel $30.00

Job Ads Application $50.00

Membership Form Creation $30.00

Contact Us Form $30.00

Dynamic FAQ $30.00

Dynamic ‘Question Forum’ $60.00

Dynamic Partner Search $50.00

Dynamic Communication $50.00

Advanced Dynamic Design Advanced Control Panel $20.00

News Management System $50.00

Dynamic Calendar $50.00

Dynamic Content $50.00

Advanced Communication $50.00

Total Estimate

Page 53 of 71

5 Scheduling

Page 54 of 71



A DIVISION

OF


------------------------------------------------------------------------------------------------------------

APPENDIX II - Project Design Document

------------------------------------------------------------------------------------------------------------

Page 55 of 71

Table of Contents

1 Project Goal …………………………………………………….. 1.1 Brand Awareness ………………………1.2 Positive User Experience ………………………1.3 Positive Administrator Exp ………………………1.4 Be a Model Website ………………………

2 Project Strategies …………………………………………………….. 2.1 Engaging Website ……………………… 2.2 Communication Mech ………………………2.3 Empower Users ………………………

3 Information Architecture ……………………………………………. 3.1 User Groups ……………………….…… 3.2 Navigation ……………………….……3.3 Front End Diagram ……………………….……

4 Project Management …………………………………………………….. 4.1 Work Breakdown ……………………….……4.2 Pert Chart ……………………….……4.3 Gantt Chart ……………………….……

Page 56 of 71

1 Project Goals

Page 57 of 71

The purpose of the website must be clearly defined in order for the project to be

successful. The old CECC website no longer reflects the goals and mission of CECC

thus a redesign is needed. As the student director, I have identified the following project

goals.

1.1 Brand Awareness

A common goal for the project is to increase brand awareness. The website redesign

will focus on promoting the name CECC.

1.2 Positive End User Experience

Through general conversations and feedback from clients, the current website had a

few flaws pertaining to the navigation, color scheme, information passing and general

usability. The goal is to make the website more user-friendly by changing the color

scheme and general layout of the design. There will also be focus on making the

website more dynamic where users can interact with each other, CECC Staff and

view personalized information.

1.3 Positive Administrative Experience

CECC website and the program itself will require a fair amount of content and

maintenance. All business processes will be implemented on the website so there

must be focus on the usability of the website.

1.4 Be a Model Website

Another goal of the website is to be the model website for all of our website projects.

Our own website must demonstrate current website technologies. This will give us

instant credibility because it will demonstrate our skills.

1

2 Project Strategies

I have worked up a Project Strategy to meet the stated goals. These strategies will be

used as reference during the course of the development pertaining to the CECC Website:

2.1 Engaging Website

Developing an engaging website will promote a positive user experience.

The following are components of an engaging website:

Fresh Content – the website must be regularly updated. There will be a

timestamp of when the website was last updated.

Visual Design – a more appealing color scheme and layout will attract

users to browse the website content. Having more users view the website

promotes CECC and our services.

System Design – having dynamic content requires a good system design.

CECC will depend on the website for business processes so there must not

be any errors in our design.

Information Architecture – the content will be separated and tailored to

specific users. Users can instantly select their category and access

information pertaining to them.

2.2 Communication Mechanism

Users will be able to contact CECC for general questions where the staff will

guarantee 48 hour responses (excluding holidays). There will also be a FAQ page

where the most popular questions are posted for immediate answers.

2.3 Empower Users

Both Clients and Administrators will have access to the internal CECC system so

they can view and in some cases edit project information.

2

3 Information Architecture

In our efforts to create a quality website, we must focus on how the information on the

website is passed. Certain information such as “Who is the target audience[s]?”, “Who

should have access to the administrator?” and “How should the information be

categorized and passed on the website?” are answered.

3.1 User Groups

There are four basic types of users who will access the website. Each type will be

categorized into groups and subgroups.

Visitor

Students

o Students interested in joining

o Service Leaning Students

o Employed Students

o Volunteers

o Senior Project Students

Agencies

o Agencies interested in proposing a project

o Current Agencies

o Past Agencies

NJIT Administrator

o Career Development Service Staff

o NJIT Telecommunications

3

3.2 Navigation

The following flowcharts show how each group will navigate through the website.

3.2.1 Visitor Navigation Diagram

3.2.2 Agency Navigation Diagram

3.2.3 Student Navigation Diagram

4

3.2.4 NJIT Administrator

5

3.3 Front End Diagram

Component diagram is the overall cosmetic design of the website while the system

diagram is how the applications running the functions are designed.

3.3.1 Home Page Diagram

6

3.3.2 Agency Diagram

3.3.3 Student Diagram

7

3.3.4 Student Diagram

3.3.5 FAQ Diagram

8

4 Project Management

In our efforts to create a quality website, we must focus on how the information on the

website is passed. Certain information such as “Who is the target audience[s]?”, “Who

should have access to the administrator?” and “How should the information be

categorized and passed on the website?” are answered.

4.1 Work Breakdown Structure

4.1.1 Static Website

Phase 1 – Planning StrategiesTask Start End Allocated Person(s)Preliminary Research 08/16 07/05 JustinProject Initiation 08/01 08/05 JustinDesign 08/08 08/12 TeamCode 08/15 08/19 JustinTesting 08/08 08/19 JustinPresentation 08/22 08/26 Justin

4.1.2 Paperless Office Applications

Phase 1 – Project InitiationTask Start End Allocated Person(s)Abstract 06/01 06/03 JustinGroup Formation 06/01 06/03 Team

9

Phase 2 – Project ManagementTask Start End Allocated Person(s)Title, background, abstract, glossary

06/03 06/07 Justin

Problem Statement 06/03 06/07 JustinSolution 06/03 06/07 JustinMethodology 06/03 06/07 Shammi and OsirisTeam and Roles 06/03 06/07 JustinResource Management 06/03 06/07 JustinVORD 06/03 06/07 Shammi and OsirisUse Case 06/03 06/07 Shammi and OsirisCost Benefit 06/03 06/07 Reina

Phase 2.5 – Requirements Engineering Task Start End Allocated Person(s)Requirement definition 06/07 06/14 TeamDFD Diagram 06/07 06/14 Team

Phase 3 – Design StrategiesTask Start End Allocated Person(s)Process Specification 06/16 07/05 TeamStructure Chart 06/16 07/05 ReinaData Dictionary 06/16 07/05 Shammi and OsirisUser Interface 06/16 07/05 JustinArchitectural Model 06/16 07/05 Shammi and OsirisReferences 06/16 07/05 Team

Phase 4 – Implementation and Testing Task Start End Allocated Person(s)Planning 07/18 07/22 Justin and MattComponent Architecture 07/25 07/29 JustinSystem Architecture 08/01 08/05 Justin and MattA level Subsystem 08/08 08/12 Matt and JustinB level Subsystem 08/15 08/19 MattC level Subsystem 08/08 08/19 JustinTesting CECC Team

10

4.2Pert Chart

A PERT chart also known as network chart displays the tasks in a project along with the

dependencies between these tasks. Using a PERT chart is a great way to define and

display the dependency relationships that exist between tasks. The order in which tasks

occur is an important part of project planning and PERT Chart simplifies the process of

creating dependencies and displaying dependencies in an easy to follow diagram.

11

4.3 Gant Chart

A Gantt chart is a popular type of bar chart, showing the interrelationships of how

projects, schedules, and other time-related systems progress over time. Gantt chart is

basically useful tool for planning and scheduling which allow us to assess how long a

project should take, help manage the dependencies between tasks and Gantt charts

determine the resources needed.

12

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