Richmond Tweed Regional Library Maker-Space IT Equipment Project Management Plan

Project scope:

This project aims to deliver the necessary It related equipment and training program services to the Richmond Tweed Regional Library (RTRL) situated in Lismore, Victoria. The intention of this project is to develop an effective, innovative and technology-oriented maker-space. This project is a part of the RTRL’s plan to foster digital inclusivity by helping the individuals access more tech based learning. This digital inclusive project caters to the procurement and setting up of 10 high-performance laptops that are non-Apple, installing a secure mobile chargeable cabinet for device and a high quality 3d printer. Along with the installation and setup of a maker-space IT equipment, this project also involves the provision of hands on training programs delivery for the employees, to help them leverage skills for the project. This is to make sure that the employees are capable of confidently and smoothly operating and using the newly installed technology and the system.

This project has certain time limits, which is why it us needed to be executed successfully with in the set time frame. The date of commencement for this project will begin from 24^th of June, 2024, and must have to be successfully complemented by the 1^st of September, 2024. In short, the overall project includes the responsible, safe and timely delivery of the necessary IT equipment (laptop, mobile charging cabinet and 3 D printer) within the tentative dates approved by the RTRL library, also with the delivery of service of hands on  training for trouble shooting, use of equipment for the staff. The project also includes a demonstration before t he approval, where the library manager will review and approve the IT equipment to be used on site at the library.

Project priority:

Here is a priority matrix, which reflects the priorities of the project:

Time:

There is a strict project deadline, which starts from June 24, 2024 and ends by September 1, 2024. There is a strict limit of the time, which means that the project delivered after the declared time frame will be considered as late, and a 5% of financial penalty will be charged for late delivery of project. However, the project timeline can be enhanced and optimised, by reducing the time and planning out the activities effectively so that the project can be finished before the due date.

Cost:

As the project is a fixed price contract, which means that the RTRL library will pay 25% of the cost upfront, however, the remaining amount in the balance will be paid after the delivery of goods and services and after the approval of the project by the Facility Manager according to the contractual terms. Since the project budget is fixed priced, there is no option for flexibility to exceed the budget limit.

Scope:

The scope of the project is also fixed, as every detail that has to be delivered in the project is clearly mentioned, such as the delivery of IT equipment and the training service, along with detailed specifications of the equipment, and the details of product demonstration to the library manager.

Project product description:

This project includes the delivery of essential IT equipment which will help the users access and use high performance computing technology in a maker space. The project include high quality laptops of gaming standards, a mobile charging cabinet and a high performance 3 D printer. These items must fulfil the criteria of safety and quality for the IT setup. Below is a brief description of the project product deliverables along with their specific description:

IT Equipment:

Laptops: The project deliverables includes IT equipment, including 10 laptops which are of latest model of March 2024. The laptops will be of light weight with a high durability and high performance. Those will be of gaming standard machines. The laptops have to be PC supported only and not Apple devices as it is not supported by the IT service provider. Complete specifications would be included in the laptop such as the model, RAM, ROM, battery, ports etc.

Mobile charging Cabinet: A safe and secure mobile charging cabinet will also has to be delivered, where the laptops can be safely stored and charged. The cabinet must be compatible with the version of the laptops. It should be easy to be used by the faculty and the patrons. Moreover, the cabinet must be portable (i.e. it should have wheels). Along with this, a safety clearance from a reputable brand or manufacturer must be present. The dimension of the cabinet must be according to the space available in the library.

3D Printer: Another important equipment to be delivered is a 3D printer, to assist the users in the maker space. The printer must be of high quality, and should have a good surface finish with no flaws. It should operate with minimum noise, as it will be used in a library environment. The printer must be from a reputable brand to ensure safety. The printer should be able to connect with Wi-Fi and can use raw materials like polyactic acid filament. Overall, the printer must be of a good quality with highly compatible features to provide ease to the users.

Training Service:

Other than the IT equipment, the project also requires the delivery of services, which is to provide an onsite training session for 7 librarians. The train service must be compatible for the librarians, where two of them work part time. The training program will be delivered at the Library’s maker space in Lismore, Victoria. This training service would include a step by step, hands on demonstration of the operation of the products in the maker space. The purpose of this training session will be to teach librarians the right and safe use of the IT equipment, and the routine trouble shooting management.

This project also includes a complete product demonstration to the library manager, to seek approval for proceeding with the recommend IT equipment.

Work Breakdown Structure (WBS)

New IT maker-space equipment will be supplied, delivered, and trained at the Lismore branch as part of the Richmond Tweed Regional Library project. Microsoft Project 2019 was used to plan the project, taking into account the September 1, 2024, deadline for completion. Timely delivery, testing, training, and final handover are all made possible by the developed schedule.

Project Timeline

Start Date: Monday, June 16, 2025

End Date: Monday, July 28, 2025

Total Duration: 30 working days (6 calendar weeks)

MS Project 2019 was used to create a Gantt chart that displayed all of the tasks, deadlines, dependencies, and milestones. Every task has a start and end date that are clearly specified and is automatically scheduled.