PROJECT MANUAL FOR OSHC LMS WITH COVER PAGE V1

PROJECT MANUAL

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A.A. HERNANDEZ • BUSYBEE

1

Design and Delivery of Learning Management System and Services Required
For the Establishment of OSHC Learning Academy

DESIGN AND DELIVERY OF LEARNING MANAGEMENT SYSTEM AND SERVICES REQUIRED FOR THE
ESTABLISHMENT OF OSHC LEARNING ACADEMY

PROJECT MANUAL

The Occupational Safety and Health Center (OSHC), as the nationally recognized authority
on occupational safety and health (OSH) research, training, information dissemination, and
technical expertise.

The traditional face to face training method is no longer applicable due to the current
pandemic situation. It is in the best interest of the public that OHSC implement the training
and other learning activity via online and hybrid modality using a custom, enterprise-
grade, Learning Management System for the more efficient administration of the trainings
and to offer the highest level of flexibility to its learners and trainers in the current times.

Submitted on 25 January 2022

Prepared by:
BUSYBEE PROJECT MANAGEMENT OFFICE

PROJECT MANUAL FOR THE DESIGN & DEVELOPMENT OF
OSHC LEARNING MANAGEMENT SYSTEM

Design and Delivery of Learning Management System and Services Required
For the Establishment of OSHC Learning Academy

Table of Contents 4
REVISION HISTORY

DISTRIBUTION LIST 4

A. PROJECT PRELIMINARIES 4

B. PROJECT OVERVIEW 6

PROJECT BACKGROUND 6

PROJECT FEASIBILITY 6

CRITICAL SUCCESS FACTORS 9

ROLES AND RESPONSIBILITIES 9

INITIAL DOCUMENTATION 10

C. PROJECT MANAGEMENT AND ORGANIZATION PLAN 10

PROJECT MANAGEMENT AND DELIVERY TEAM10

FOLDERS AND FILES 12

DATA COLLECTION AND DOCUMENT PROCESSING 13

BACKUP & SECURITY MANAGEMENT 13

COMMUNICATION PLAN 15

QUALITY MANAGEMENT PLAN 16

CHANGE MANAGEMENT 16

D. EVALUATION AND APPROVAL CRITERIA 17

ANNEX A: SCOPING SHEET 19

ANNEX B. REQUEST FOR INFORMATION 26

ANNEX C. DOCUMENT TRACKING SHEET 27

ANNEX D. PROJECT STATUS REPORT FORM 28

ANNEX E. WEEKLY STATUS REPORT FORM 29

PROJECT MANUAL FOR THE DESIGN & DEVELOPMENT OF
OSHC LEARNING MANAGEMENT SYSTEM

ANNEX F. GANTT CHART Design and Delivery of Learning Management System and Services Required
For the Establishment of OSHC Learning Academy

30

ANNEX G. CHANGE ORDER REQUEST 32

ANNEX H. DESIGN GUIDELINES DOC 34

ANNEX I. MOCK UP AND DESIGN INSPIRATION 35

PROJECT MANUAL FOR THE DESIGN & DEVELOPMENT OF
OSHC LEARNING MANAGEMENT SYSTEM

Design and Delivery of Learning Management System and Services Required
For the Establishment of OSHC Learning Academy

REVISION HISTORY

Date Version Description of Change Author Comments

January 23, 2022 1.0 First version of PM Manual for A. A. Hernandez, CDPP

Design and Development of

OSHC LMS

DISTRIBUTION LIST

Recipient Off ice Contact Details
Alvin Alcesto
Angelica Manza TWG [email protected]
Brian Paul Paraiso TWG
Jhia Rivera [email protected];
Jean Pearl Marapao TWG [email protected]
Maryjo Salvacion [email protected];
Joyce Dela Cruz TWG [email protected]
Reymark Fernando [email protected];
Reynold Sta. Ana TWG [email protected]
TWG [email protected]

TWG [email protected];
[email protected]
TWG [email protected] ;
TWG [email protected]
[email protected]

[email protected] ;
[email protected]

A. PROJECT PRELIMINARIES

HOW TO USE THE PROJECT GUIDELINES DOCUMENT?

The Project Management Manual is a wholistic document that provides a descriptive list of
items that will help the project management and its delivery of outputs. This will serve as
the guide for the Project Team (MBB Project Management and Delivery Team and OSHC
Project Coordination Team).

This document considers all the possible documentations that will be used in the execution
of this project, but the Project Team may add / remove any document that will prove not

PROJECT MANUAL FOR THE DESIGN & DEVELOPMENT OF
OSHC LEARNING MANAGEMENT SYSTEM

Design and Delivery of Learning Management System and Services Required
For the Establishment of OSHC Learning Academy

necessary for project delivery and other considerations i.e. maintenance and sustainability.

The Learning Management System project of OSHC is a relatively small project. It is to be
expected that documentation and requirements for this project are not as complex. It is
recommended that the most mature and user-centric technology and the most
applicable methodology shall be used in the overall implementation of the project
deliverable.

PARTIES INVOLVED

PROCURING ENTITY: Occupational Health and Safety Center (OSHC)
SERVICE PROVIDER: MyBusybee, Inc.

Collectively, the 2 parties will be called the Project Team, wherein:
MyBusybee Team is the Project Management and Delivery Team, and
OSHC Representative/s is the Project Coordination Team between MBB and OSHC stakeholders

PROJECT DATES AND DURATION

Purchase Order: 18 November 2021
Notice to Proceed: 17 January 2022
Duration in months: Twelve (12) months
Project Implementation Zone (Branch): Central Office

See estimated completion dates based on based on milestones/deliverables and corresponding payment
schedule in the Detailed Timeline with Gantt chart

PROJECT DELIVERABLES Php 400,000.00
Building the LMS Infrastructure Php 200,000.00
Development of the Mobile App Php 34,000.00
Training Php 100,000.00
Support and Consultancy TOTAL Php 734,000.00

PAYMENT SCHEDULE Payment (% of contract cost)
15 %
Output / Deliverable 35 %
Down Payment
LMS is Online and Accessible (Mobile appl is Available on 50 %
Google Play and Apps Store)
User Training and Knowledge Transfer

PROJECT MANUAL FOR THE DESIGN & DEVELOPMENT OF
OSHC LEARNING MANAGEMENT SYSTEM

Design and Delivery of Learning Management System and Services Required
For the Establishment of OSHC Learning Academy

B. PROJECT OVERVIEW

PROJECT BACKGROUND

The aforementioned project is a response of the Agency to respond to the need for an
Online Learning Management System and promote the self-paced learning of mandatory
OSH courses and to have an institutional learning platform for the delivery of synchronous
and specialized OSH training courses.

PROJECT FEASIBILITY
Technical, Speci cation, and Standards-based Operational Feasibility

Technical. As provider of the required services of OSHC, the technical, specification, and
operational feasibility of the project has been examined.

MyBusybee, Inc., Project Management Office and Engineering Office have the competent
technical staff to execute the requirements of the project.

Specification. Detailed specification of the Learning Management System, as stated in the
TOR, as follows:

GENERAL FEATURES
User-friendly and modern User Interface (UI)
User-specific dashboard
Collaborative tools and activities
Event and calendar planning
File Management
Download Restriction
Course moderators and participants notification
Progress Tracking
Report Generation

Automated certificate production and verification
Reports can be saved as a separate spreadsheet, PDF, or Word Document

ADMINISTRATIVE FEATURES
Site design and layout can be customized on both the mobile app and the web platform
Can register and enroll unlimited number of participants / users

PROJECT MANUAL FOR THE DESIGN & DEVELOPMENT OF
OSHC LEARNING MANAGEMENT SYSTEM









if

Design and Delivery of Learning Management System and Services Required
For the Establishment of OSHC Learning Academy

ADMINISTRATIVE FEATURES
Enrollment in large numbers and secure authentication

Limiting the number of trainings that individuals can attend
Participants must complete their present course before enrolling in a new one
Course creation in bulk and simple backup
Control user permissions and roles
High interoperability
Simple plugin administration
Comprehensive reporting and logs*

* Important
Reporting requirements must be identified, scope and limitation of this specification must be identified and
added into this section

COURSE DEVELOPMENT AND MANAGEMENT FEATURES
Create and administer courses to meet a wide range of requirements. There are
alternatives for instructor-led, self-paced, blended, or entirely online classes
Collaborative publishing capabilities built-in encourage content-driven collaboration and
participation
Can easily find and add video and audio files to your classes
Groups of learners can be formed to share courses and activities in order to foster
teamwork
Create exams and quizzes quickly, manage grade moderation, and govern when marks
are distributed to particular students
Workshops, surveys, and gamification tool are all built-in activities and features
Establish competencies / pre-requisites or learning strategies for different courses and
activities
Can be used in conjunction with Zoom and Google Workspace*
Course features unlocked / test to unlock

* Important
In conjunction = Integration of Zoom and Google Workspace ?

PROJECT MANUAL FOR THE DESIGN & DEVELOPMENT OF
OSHC LEARNING MANAGEMENT SYSTEM

Design and Delivery of Learning Management System and Services Required
For the Establishment of OSHC Learning Academy

MOBILE APPLICATION

Full access to course contents and activities on any device

Unlimited notifications*

Unlimited offline access
Play / view materials offline but only exclusive on the device used*
Materials can’t be distributed*

App is available and can be downloaded on Android Google Play Store and Apple App
Store
Apply the branding provided by OSHC for the mobile app

* Important
1. Identify what notifications will be needed by OSHC
2. Two Options: (a) Materials can be played / viewed on the user’s device based on the user login details. A mobile

app can be downloaded in the user’s mobile phone, tablet and additional phones, and will be able to access
the same content if using the same credential for all devices; (b) A user can access the learning contents in
one device at a time, no simultaneous access, but the download of the app to more than 1 device is not LMS-
specific control, it is determined by App Store / Play Store.

Operational. A pivotal shift to distance learning course delivery was precipitated by the
pandemic, worldwide, where the contributing factor were the high-infection rate where
learners may be hesitant to to attend trainings in person, while the trainers also have
scheduling challenges due to the skeletal work schedule. The situation necessitated the
use of an online learning management system to meet the demand.

Economic Feasibility

The use of an online learning management system has a promising budgetary impact, as
it has been proven more economical and practical to obtain the technical services and
infrastructure of a service provider which collectively can provide the 99.99% uptime,
system connectivity, instructor support, learning content applications compliant with
technical standards, and resources for updates and upgrades of the LMS dynamically.

Schedule Feasibility

Time was considered by the Project Team as an important factor during the initiation and
planning stages. It was estimated that the customization of the LMS to deployment and
user training will take about three (3) months - this is a decent, standard estimation, based
on ideal factors considered during the meeting of the minds of the third alignment
meeting held on January 8, 2022. There was a deliberation of some factors that may affect
the completion of each milestone. Additional information regarding these factors will be
discussed in the Risk Management Plan.

Information and Motivational Feasibility

Information on the project status, milestones and completion will be made available to
stakeholders and Project Team via Project Status Report document. It has been deliberated
as well that the performance of necessary steps / tasks during the execution stage by both

PROJECT MANUAL FOR THE DESIGN & DEVELOPMENT OF
OSHC LEARNING MANAGEMENT SYSTEM

Design and Delivery of Learning Management System and Services Required
For the Establishment of OSHC Learning Academy

Project Delivery Team and Project Coordinating Team (Project Team) must correctly and
promptly occur in order to achieve the above feasibility items.

CRITICAL SUCCESS FACTORS

Figure 1. Project Objectives

One of the key portion of this document is Critical Success Factors (CSF). The Project
Delivery Team’s approach in identifying the CSFs is through the harmonized outcome of
the Project Objectives and Project Timeline as it correspond to the deliverables. These two
important sections in the terms of engagement will be dissected in detail, and shall serve
as the constant reference of the Project Team in planning, implementation, and evaluation.

ROLES AND RESPONSIBILITIES

For the Design and Development of the Learning Management System of OSHC, the below
Project Team is recommended:

MYBUSYBEE, INC: Project Delivery Team
OSHC: Project Coordination Team
The two teams - Project Delivery Team and the Project Coordination Team will comprise
the Project Team for the OSHC Learning Management System.

PROJECT MANUAL FOR THE DESIGN & DEVELOPMENT OF
OSHC LEARNING MANAGEMENT SYSTEM

Design and Delivery of Learning Management System and Services Required
For the Establishment of OSHC Learning Academy

INITIAL DOCUMENTATION

This portion of the Project Management Guidelines Document of OSHC LMS contains the
answers of the trainers and TWG of OSHC to the Scoping Sheet/ Questionnaire, for the
benchmarking and analysis of the end-user maturity level. It is also important to establish
the main audience of the LMS, as it will serve as reference in the design and usability
features of the application.

[REFERENCE: ANNEX A. SCOPING SHEET FOR OSHC LMS PROJECT)

C. PROJECT MANAGEMENT AND ORGANIZATION PLAN

PROJECT MANAGEMENT AND DELIVERY TEAM

Project Consultant and Advisor | Andrea A. Hernandez
Project Consultant and Advisor is the expert in the field, and provides project. Management
advise to all parties involved in the development of the project. The Project Consultant
plays the role of a planner, advisor, and the leader of the project management team in the
conceptualization and implementation.
Project Manager | Franz Daryl Duetes

PROJECT MANUAL FOR THE DESIGN & DEVELOPMENT OF
OSHC LEARNING MANAGEMENT SYSTEM

Design and Delivery of Learning Management System and Services Required
For the Establishment of OSHC Learning Academy

Project Manager tracks the progress of the project, manages and connects the progress of
the project among all members of the project. It is also the project manager who leads the
planning, design, execution and closing of the project.
Assistant Project Manager | Jan Daenell Bancud
Assistant Project Manager also plays the role of the Project Manager, when he PM needs to
be somewhere else. This woul, but is mostly busy in the overall project coordination and
and works with the Project Manager in the production of documentation of a specific
process,

Figure 2. Project Timeline

Customer Success Officer | Josef Colin Tan
Customer Success Officer actively participates in the project implementation, making sure
all communication channels are attended to. The CSO is also instrumental in the proper
monitoring and coordination during development and maintenance of the LMS.
System Administrator | Sherwin Adriano, CEH
In charge of application installation and cloud-environment provision. The SysAdmin also
monitors the health of the server where the LMS is nested.
LMS Administrator | Andrea A. Hernandez
Configures the LMS based on the requirements of the end-user and the TOR. Also provides
the high-level service in relation to the LMS. It means that the minor tasks and requests go
to the tech support, while the LMS Admin performs the complex requests to be executed in
the LMS.

PROJECT MANUAL FOR THE DESIGN & DEVELOPMENT OF
OSHC LEARNING MANAGEMENT SYSTEM

Design and Delivery of Learning Management System and Services Required
For the Establishment of OSHC Learning Academy

Technical Support | Timothy Christian Cabasal
Works with the CSO, the LMS Admin, and SysAdmin in overseeing and maintaining the LMS
and attending to the inquiries and assists the end-users.

LMS Programmer | Jerryson Derraco
Works with the LMS Admin, System Admin, Tech Support and the PM Team on the
requirements needed with respect to the technical specifications of the LMS. Code update
and other customization requirements beyond the graphical user interface (GUI) level.

Learning Experience Designer (LXD) | Kris Ken Nilooban
Learning Experience Designer (LXD) | Karen Joy Buloran
The Learning Experience Designers are some of the most special members of the team.
They are the heart of the development, because they implement the concept for the
delivery of the learning content. They work hand in hand with the team’s Certified Learning
Design Professional.

Figure 3. OSHC LMS Design and Delivery Process Flow

FOLDERS AND FILES

PROJECT MANUAL FOR THE DESIGN & DEVELOPMENT OF
OSHC LEARNING MANAGEMENT SYSTEM

Design and Delivery of Learning Management System and Services Required
For the Establishment of OSHC Learning Academy

Contains the list of folders structures and location of files by type, and/or stage of
development it belongs (based on the 4 stages of the project management). It follows the
standards of folder and file-naming conventions, including versioning or modifications. It
also provides guidance on selecting file formats.

Related documents:

[ANNEX B. REQUEST FOR INFORMATION]
[ ANNEX C: DOCUMENT TRACKING SHEET ]

DATA COLLECTION AND DOCUMENT PROCESSING

Information Request / Data Gathering
The Request for Information (RFI). is used to obtain information in a formal and structured
manner to keep all interested parties informed. This is a very power activity in order to
identify the requirements of the end-user and at the same time get the answer. In
application development, these are mostly questionnaires or interview questions, and
request for assets or materials that will be used in the course development. In other
projects, such as the construction projects, the RFI is used to obtain information about the
item to be procured. In the application development, the RFI can be used as a monitoring
and control document when requesting a set of documentation and performing a
structured, asynchronous interview.

BACKUP & SECURITY MANAGEMENT

This section contains the information on the storage infrastructure and protocols for saving
and back up such as scheduling, testing, archiving deletion etc. The security

Figure 4. Backup and Security Management

considerations, roles and permissions on file and db access is also defined in this section.
Document Management

PROJECT MANUAL FOR THE DESIGN & DEVELOPMENT OF
OSHC LEARNING MANAGEMENT SYSTEM

Design and Delivery of Learning Management System and Services Required
For the Establishment of OSHC Learning Academy

MBB Project Management Office is using a
proprietary document management which enables
our the team to keep track of project documents.

Sensitive Data Consideration.

Figure 6. Process for Communicating Projects should always be treated with utmost
Sensitive Information for OSHC LMS Project respect to the information provided - as a rule of
thumb, government projects must always be
considered sensitive projects. Sensitivity of data can
be internal or external, although some agencies
may not call a strict confidentiality protocol most
specially in data transmission. MBB Project Delivery
Team follows a standard procedure in sensitive
data management and maintains certified Data
Privacy officers to ensure compliance. This project
will strictly comply to the NPC DPA Structure.

MBB PMO follows protocols such as: anonymization, special storage protections and

Figure 5. The Structure of Data Privacy Act

permissions, disposal regulations and IR considerations and link to amend compliance
documents.

PROJECT MANUAL FOR THE DESIGN & DEVELOPMENT OF
OSHC LEARNING MANAGEMENT SYSTEM

Design and Delivery of Learning Management System and Services Required
For the Establishment of OSHC Learning Academy

COMMUNICATION PLAN

Why do we need a Communication Plan? It all comes down to managing expectations. For
the purpose of this project, the Project Team will be consistently coordinating and
transparently updating the members for the success of the project.
A few things that are welcome, and will help clear expectations among parties are:
ASK QUESTIONS. MBB Project Delivery Team loves to ask questions, and we also welcome
questions from our clients. This way, all parties will be able to provide clarity to information
that are unclear.
PRESENTATION OF PROJECT PLAN. MBB Project Delivery Team will be presenting the Plan to
the OSHC TWG and its Project Coordination Team, to align all concerned parties of the
progress and the direction the project is taking. This is a good opportunity for the Project
Coordinating Team of OSHC to provide recommendations as well as lay down the requests
in order for MBB Project Delivery Team to identify which items can be done and cannot.
STANDARDIZE COMMUNICATION METHOD. Although there are a lot of ways available now to
be Abel to communicate, MBB Project Delivery Team establishes a common ground for all

Project Communication Plan

team members where all updates can be seen by everyone. This will help in the future
verification of information should there be any confusion that may happen from either
party. The communication tools that we are currently using are: Viber, FB Messenger, SMS,

PROJECT MANUAL FOR THE DESIGN & DEVELOPMENT OF
OSHC LEARNING MANAGEMENT SYSTEM

Design and Delivery of Learning Management System and Services Required
For the Establishment of OSHC Learning Academy

Whatsapp >> for individual chat and group chat, official documentations via business
email, and Zoom videoconferencing platform for virtual meetings such as weekly
alignment and monthly checkpoint.
ESTABLISH A REGULAR ALIGNMENT AND CHECKPOINT MEETING. MBB Project Delivery Team is
happy to do a regular alignment and checkpoint meeting with the OSHC Project
Coordinating Team and its stakeholders, to keep everyone in the loop on the progress of
the project.

QUALITY MANAGEMENT PLAN

(To be submitted separately)

CHANGE MANAGEMENT

MBB Project Management Office follows a standard change request process. Kindly refer to
the Change Request Form.

[ Reference: Annex G : CHANGE REQUEST FORM ]

During this period, the Authorized Approver must be named and added in all
documentations. All changes to the documents must be versioned, for a more efficient
tracking, with approval and due dissemination to all concerned parties.

[ Reference: Annex F: GANTT ]
[ Reference: Annex H: DESIGN GUIDELINES DOCUMENT ]

PROJECT MANUAL FOR THE DESIGN & DEVELOPMENT OF
OSHC LEARNING MANAGEMENT SYSTEM

Design and Delivery of Learning Management System and Services Required
For the Establishment of OSHC Learning Academy

D. EVALUATION AND APPROVAL CRITERIA

Evaluation Guide based on the Terms of Reference and Scoping Sheet

Select: Yes if Available and No if not Available

CRITERIA FOR THE LEARNING MANAGEMENT SYSTEM Y N

GENERAL FEATURES

User Interface (UI) followed the design and theme selection of the agency

User-specific Dashboard

Collaborative tools and activities

Event and calendar planning

File Management with restriction to download

Course moderators (trainers) and participants are notified

Progress Tracking

Report Generation
Automated certificate production and verification
Reports can be saved as spreadsheet, PDF, or Word document

ADMINISTRATIVE FEATURES

Site design and layout can be customized on both the mobile app and platform

Can register and enroll unlimited number of participants / users

Enrollment in large numbers and secure authentication
Limiting the number of trainings that individuals can attend
Participants must complete their present course before enrolling in a new one

Course creation in bulk and simple backup

Control user permissions and roles

High interoperability

Simple plugin administration

Comprehensive reporting and logs

COURSE DEVELOPMENT AND MANAGEMENT FEATURES

Create and administer courses to meet wide range of requirements:
There are alternatives for instructor-led, self-paced, blended or entirely online
classes
Collaborative publishing capabilities built-in encourage content-driven
collaboration and participation
Can easily find and add video and audio files to your classes

Groups of learners can be formed to share courses and activities in order to foster
teamwork

PROJECT MANUAL FOR THE DESIGN & DEVELOPMENT OF
OSHC LEARNING MANAGEMENT SYSTEM

Design and Delivery of Learning Management System and Services Required
For the Establishment of OSHC Learning Academy

Evaluation Guide based on the Terms of Reference and Scoping Sheet

Select: Yes if Available and No if not Available

Criteria Y N

Create exams and quizzes quickly, manage grade moderation, and govern when
marks are distributed particular students
Workshops, surveys, and gamification tool are built-in activities and features

Establish competencies / pre-requisites or learning strategies for different courses
and activities
Can be used in conjunction with Zoom and Google Workspace

Course feature unlocked./ test to unlock

CUSTOMIZATION

Web and Mobile Application of the LMS must comply with the branding prescribed
by OSHC
MOBILE APPLICATION

Full access to course contents and activities on any device

Unlimited notifications

Unlimited offline access
Play / View materials offline but not exclusive on the device used
Materials can’t be distributed

App is available and can be downloaded on Android Google Play Store and Apple
App Stores
Apply the branding provided by OSHC for the mobile app

ADDITIONAL SERVICES

Provide training to designated OSHC personnel, that will have access to the LMS

Provider will serve consultancy throughout the effectiveness of the agreement
contract
CRITERIA FOR OTHER DELIVERABLES

SETUP

LMS is in a secure cloud-based hosting solution and accessible to the users via
the internet
DNS-hosting of the OSHC Academy domain: http://academy.oshc.dole.gov.ph

Ensure security and integrity of the data and communication via SSL

Server is capable of handling 200 online users per day

Provider will create an account* and assist OSHC in uploading the mobile app in
the Google Play Store and Apple App Store
SUPPORT AND MAINTENANCE

Regular update of the LMS based on the latest build available

Host the LMS application in an cloud environment including all required
components needed to run the application seamlessly

PROJECT MANUAL FOR THE DESIGN & DEVELOPMENT OF
OSHC LEARNING MANAGEMENT SYSTEM

Design and Delivery of Learning Management System and Services Required
For the Establishment of OSHC Learning Academy

Evaluation Guide based on the Terms of Reference and Scoping Sheet
Select: Yes if Available and No if not Available

Regular backup of database and must also be done before executing upgrade

Provide support on administrative, technical issues and other concerns on the LMS

Accessibility of support via email, phone or web support portal

Provide dedicated technical representative for OSHC LMS

Availability and effectivity of support through the duration of the contract /
agreement

ANNEX A: SCOPING SHEET

DOLE - Occupational Safety and Health Center (OSHC) Learning Management System

Development Questionnaire

To further understand the requirements of the end-user, please answer the

following questions:

Administration-Specific Functionalities of the

LMS

1) Describe how the students and teachers / faculty are
going to register in the LMS

2) Describe the planning and
scheduling of courses

3) How are the courses structured? Do we prefer a course template or
a free-form structure?

4) Current tracking of student progress, what are the automatic reports that we
wish to obtain from the LMS?

5) How are the students going to access the courses? Are they encouraged to take the
course via computer/laptop?

Or are the students allowed to attend the courses using a mobile

phone or device?

6) What forms of communication do we wish to pass through the LMS?
i.e. chat, forum, email

What are the forms of communication currently

in use?

7) Are we looking provide exams via the LMS? If so, what are the usual question
types in the exam?

8) Based on previous discussions, a videoconfererencing application is currently in use to
facilitate courses virtually,

Are we looking to at the possibility of integrating our existing videoconferencing

application within the LMS?

9) Do we have an existing course authoring tool? i.e. MS Office Suite or other
Multimedia development tools

If no, are we interested in using an authoring

tool within the LMS?

PROJECT MANUAL FOR THE DESIGN & DEVELOPMENT OF
OSHC LEARNING MANAGEMENT SYSTEM

Design and Delivery of Learning Management System and Services Required
For the Establishment of OSHC Learning Academy

If yes, are we looking at importing the learning contents developed via the

existing authoring tool

and make them available

in the LMS?

10) What are the types of learning contents and tools that we would like to use and the
ones that are currently in use?

Course documents and other Calendar
contents

Syllabus or course information Chat

Email Assignments or Digital Drop Box
within the LMS

Announcement Web links

Gradebook Others __ specify

Quizzes / Assessment ePortfolio

Discussion forum Streaming media

Blogs Videoconferencing
Wikis
Announcement / Bulletin
Board

Podcasts

Answers:

DOLE - Occupational Safety and Health Center (OSHC) Learning Management System

Development Questionnaire

To further understand the requirements of the end-user, please answer the following questions: 

Administration-Specific Functionalities of the LMS

Describe how the students and teachers / faculty are going to register in the LMS.
·       Creating an account (log-in username and password)
·       resource persons are given a username and password, best if they can also update

their profile
·       students MUST register first, verify their account, and only then can they enroll for a

course
·            For the mandatory courses, registration can be done directly through the website.

However, in the near future when advanced OSH Courses will be available in the
platform, necessary screening of the interested students will be needed. Can this be
implemented in the registration form available in the website? If not, we can utilize
Google Forms and screen the students first before giving them the access in the LMS
Platform (is this possible?)
·            As for the teachers, in reality, they also act as resource persons, training managers
and  etc. Will it be possible to just enroll everyone in OSHC with the same access
across the LMS Platform?
 
Describe the planning and scheduling of courses

PROJECT MANUAL FOR THE DESIGN & DEVELOPMENT OF
OSHC LEARNING MANAGEMENT SYSTEM

Design and Delivery of Learning Management System and Services Required
For the Establishment of OSHC Learning Academy

·            This depends on how the courses are distributed throughout the quarter or the year like
with the training calendar that is fixed. (e.g., BOSH SO1 – every 2 weeks, advanced courses
are distributed quarterly, or a specific month, etc.)

·       Training schedules are plotted annually, these can probably be shown on the calendar as
tentative dates

·       We open the registration at the start of each quarter ideally
·       Training Managers’ account should be able to do open this registration
·            At the beginning of each fiscal year, training schedules are mapped out in the calendar

and it actually depends on the targets set prior to the beginning of each fiscal year.
 
·       If incase there will be cancellations of training will we be able to transfer the registrants to

the next target date?
 
How are the courses structured? Do we prefer a course template or a free-form structure?

·       As much as possible, courses are uniform and follow a standard for branding 
·            We have a set curriculum and a definite program schedule since the

completion of our training has always been attending the set hours for the
training.
·       We want to make it a blended training though and for asynchronous sessions
we would have to rationalize the activity/reading/output and indicate that it is
equal to the corresponding duration in the original program
·       The flow/roadmap is mostly fixed because there is prerequisite knowledge
tackled at the start to help them appreciate the succeeding sessions. I say
mostly, because there are also 1 or 2 sessions that have been moved around in
the recent revisions to the program. So in a way I already see those as
nominees for the asynchronous part of the training where students can
appreciate them anytime (e.g. Workplace Emergency Preparedness, COVID-19
and the Workplace, Accident Investigation).
·            Currently, a course template is being followed, from lectures to workshops and
exams.
 
Current tracking of student progress, what are the automatic reports that we wish to
obtain from the LMS? 
·       User dashboard account
                                                i.     Percent completion or a progress bar (per topic or module or overall

course progress)
                                               ii.     Modular quizzes/exam results
                                             iii.     Log in duration/time

·            Summary Report of submissions of students with what they’re missing also. (A
google classroom feature that can be sent via email, but our concern is that
we can’t send this in bulk there. We have to manually click the names of the
students and tick the box to include the summary and then send them to their
registered email)

·       Scores of Pre- and Post-Tests are manually recorded with the percentage of the
difference between them

·            Manually checking for turned in outputs in the Google Classroom if they
attached correct files, and reminding them verbally to submit their outputs

PROJECT MANUAL FOR THE DESIGN & DEVELOPMENT OF
OSHC LEARNING MANAGEMENT SYSTEM

Design and Delivery of Learning Management System and Services Required
For the Establishment of OSHC Learning Academy

·            Since attendance to 90% of each session is important for us, we keep track of
their presence in the webcam and maintain a document where we record if
they missed more than 10% of the session.

·       Currently, for ECD, everything is manual. We would like to get automatic reports
of grades (from exams and graded activities), attendance sheet, workshop
participation (is this possible), 
 

How are the students going to access the courses? Are they encouraged to take the
course via computer/laptop?  Or are the students allowed to attend the courses using a
mobile phone or device?

·       They are encouraged to take the “live” sessions via computer/laptop
·       Desktop/Laptop are required during examinations conducted “live” since it is not

possible to simultaneously keep the camera open while taking the exam.
·            We can allow usage of mobile phone, tablets, or other devices for self-paced

modules (listening/viewing the learning materials/lectures) and modular
quizzes.
·            Learning videos uploaded in the LMS can be downloaded by the user account
for offline use but the video file stays stored in the device and cannot be
copied, shared, nor distributed.
·       Pdf and other documents can be downloaded and stored in the file manager’s
device.
·       We’ve been recommending / requiring them to use a computer because we just
feel like it’s so easy to be distracted when you’re using a smaller device and it
also has limited capability compared to a computer.
·       However, as much as we try to approve only those with computers, when there
are less registrants we also accept those who are using their mobile devices.
·            And during the training, we also try to be more considerate of their
circumstances like when they have a power outage, we allow them to use their
smartphones. Or when they have slower connectivity or computers, we let them
use their mobile devices.
·            The thing is most of our instructions are under the assumption that they are
using their laptop so if we are to allow mobile devices, then we can craft a
step-by-step for them like what to applications to install and how to use them
then maybe we can make some FAQs because smartphones have stark
differences also.
·            The courses need to be accessible using different gadgets (preferably using
laptop or computer to be more accurate with the use of LMS).
 
What forms of communication do we wish to pass through the LMS? i.e. chat, forum, email
·       What are the forms of communication currently in use? 
                                                i.     Google classroom environment (chat, forum, messages prompt to

email)
                                               ii.     Zoom application for live sessions
                                             iii.     Emails

·       An individual chat
·       A chat for breakout groups
·       A forum for the whole class
·       A way to email them from the LMS as well just like in Google Classroom
·       What are the forms of communication currently in use? 

PROJECT MANUAL FOR THE DESIGN & DEVELOPMENT OF
OSHC LEARNING MANAGEMENT SYSTEM

Design and Delivery of Learning Management System and Services Required
For the Establishment of OSHC Learning Academy

                                                i.         Email
                                               ii.         Zoom chat
                                             iii.         Google Classroom class comments
                                             iv.         Google Classroom private comments for individual submissions

·            Currently, we utilize email and zoom. Maybe we can incorporate chat, forum,
email and Zoom as well in the LMS Platform?

 
Are we looking to provide exams via the LMS? If so, what are the usual question types in the
exam? 

·       It depends on the capability of the LMS but we prefer “gamification” of modular
quizzes.

·       Yes, we would like to integrate the pre- and post-test to the LMS where the exam
types can be varied because as of now we only have multiple choice questions

·            We are looking to expand the test types like labeling figures/tables, matching
type, identification that can be checked automatically and still accept typos,
among others

·            Yes, usually multiple choice and true or false questions. We can also use
matching type or fill in the blank types of questions.
 

Based on previous discussions, a videoconferencing application is currently in use to
facilitate courses virtually,  are we looking at the possibility of integrating our existing
videoconferencing application within the LMS? 

·       Currently, the agency uses Zoom application. It would be much better if the LMS
have the capability of integrating Zoom in the LMS.

·       Yes, most of our trainers are used to Zoom
·       Yes, Zoom is currently our platform for video conferencing. We hope this can be

integrated into the LMS System to be developed for OSHC.
 
Do we have an existing course authoring tool? i.e., MS Office Suite or other Multimedia
development tools

·       If no, are we interested in using an authoring tool within the LMS? 
·            If yes, are we looking at importing the learning contents developed via the

existing authoring tool and make them available in the LMS? 
·       If no, are we interested in using an authoring tool within the LMS? 
·            If yes, are we looking at importing the learning contents developed via the

existing authoring tool and make them available in the LMS? 
·            Personally I’ve been using MS Word and Adobe Acrobat DC to create fillable

forms
·       We’ve tried using tools like mentimeter, sli.do, kahoot and canva recently
·       So we are definitely open to elearning authoring tools to make the course more

interactive
·            I am not sure on how to properly answer these particular questions, however,

currently, for our training materials are created using MS Office and Google
apps. Is it possible to have an integrated MS Office Suite here also?
 
What are the types of learning contents and tools that we would like to use and the ones
that are currently in use?
 
·       Course documents and other contents*

PROJECT MANUAL FOR THE DESIGN & DEVELOPMENT OF
OSHC LEARNING MANAGEMENT SYSTEM

Design and Delivery of Learning Management System and Services Required
For the Establishment of OSHC Learning Academy

·       Syllabus or course information**
·       Email **
·       Announcements** 
·       Gradebook*
·       Quizzes / Assessment** 
·       Discussion forum**
·       Blogs*
·       Announcement / Bulletin Board*
·       Calendar*
·       Chat*
·       Assignments or Digital Drop Box within the LMS*
·       Web links*
·       Others __ specify
·       ePortfolio*
·       Streaming media*
·       Videoconferencing** 
·            Wikis  (reliable, competent websites from professional organizations, content

experts)
·       Podcasts*
·       Blogs*

 

* like to use

** currently used

·       Course documents and other contents
·       Syllabus or course information 
·       Email 
·       Announcements 
·       Gradebook 
·       Quizzes / Assessment 
·       Discussion forum 
·       Blogs
·       Announcement / Bulletin Board
·       Calendar 
·       Chat 
·       Assignments or Digital Drop Box within the LMS 
·       Web links
·       Others __ specify
·       ePortfolio 
·       Streaming media
·       Videoconferencing 
·       Wikis 
·       Podcasts

 

Currently in Use Target

PROJECT MANUAL FOR THE DESIGN & DEVELOPMENT OF
OSHC LEARNING MANAGEMENT SYSTEM

Design and Delivery of Learning Management System and Services Required
For the Establishment of OSHC Learning Academy

Course documents and other contents Syllabus and course information
Announcements/Bulletin Board
Gradebook (Simple Google Sheet) Calendar
Web Links
Quizzes / Assessment

Discussion Forum (Q&A Sheet via Google
Docs)

Announcements made via Zoom and Email

Chat only via Zoom

Assignments or Digital Dropbox (via Google
Form by uploading files)

Streaming Media

ePortfolio (currently, student outputs are
grouped by type of activity, it will be nice if
there will be an individual portfolio)

Streaming media (via Youtube then just
screen shared)

Video Conferencing (via Zoom)

PROJECT MANUAL FOR THE DESIGN & DEVELOPMENT OF
OSHC LEARNING MANAGEMENT SYSTEM

Design and Delivery of Learning Management System and Services Required
For the Establishment of OSHC Learning Academy

ANNEX B. REQUEST FOR INFORMATION

RFI #: REQUEST FOR INFORMATION (RFI)
DATE:
NEEDED BY: REQUEST FOR INFORMATION
PROJECT:
REFERENCE #: REQUESTED TO: [NAME/TITLE COMPANY]

REQUESTED BY: [NAME/TITLE COMPANY]

RFI DESCRIPTION

ATTACHMENTS:
SUBMITTED BY: [NAME, TITLE / POSITION]

RESPONSE TO RFI

RESPONSE BY: [NAME, TITLE/] DATE:

PROJECT MANUAL FOR THE DESIGN & DEVELOPMENT OF
OSHC LEARNING MANAGEMENT SYSTEM

Design and Delivery of Learning Management System and Services Required
For the Establishment of OSHC Learning Academy

ANNEX C. DOCUMENT TRACKING SHEET

PROJECT MANUAL FOR THE DESIGN & DEVELOPMENT OF
OSHC LEARNING MANAGEMENT SYSTEM

Design and Delivery of Learning Management System and Services Required
For the Establishment of OSHC Learning Academy

ANNEX D. PROJECT STATUS REPORT FORM

PROJECT MANUAL FOR THE DESIGN & DEVELOPMENT OF
OSHC LEARNING MANAGEMENT SYSTEM

Design and Delivery of Learning Management System and Services Required
For the Establishment of OSHC Learning Academy

ANNEX E. WEEKLY STATUS REPORT FORM

PROJECT MANUAL FOR THE DESIGN & DEVELOPMENT OF
OSHC LEARNING MANAGEMENT SYSTEM

Design and Delivery of Learning Management System and Services Required
For the Establishment of OSHC Learning Academy

ANNEX F. GANTT CHART

List of Activities

PROJECT MANUAL FOR THE DESIGN & DEVELOPMENT OF
OSHC LEARNING MANAGEMENT SYSTEM

Design and Delivery of Learning Management System and Services Required
For the Establishment of OSHC Learning Academy

Gantt chart

PROJECT MANUAL FOR THE DESIGN & DEVELOPMENT OF
OSHC LEARNING MANAGEMENT SYSTEM

Design and Delivery of Learning Management System and Services Required
For the Establishment of OSHC Learning Academy

ANNEX G. CHANGE ORDER REQUEST

PROJECT CHANGE ORDER REQUEST FORM

  CHANGE
PROJECT ORDER NO.
NAME DATE OF
LOCATION OF REQUEST
WORK CONTRACTO
CONTRACT R
NO.
REQUESTING ENGINEER
PARTY
PROJECT
MANAGER

OWNER

 

PROJECT DETAILS

 

PROJECT CHANGE REQUEST DESCRIPTION

DESCRIPTIO List all attached documents which support the requested change and justify any
N increased cost and time.
OF
CHANGES
NEEDED
REASON FOR
CHANGE
SUPPORT &
JUSTIFICATI
ON
DOCUMENT
S
SPECIFICATI
ONS
IMPACT OF
CHANGE
RISK
MANAGEME
NT

 
 
 
 

PROJECT

NAME

PROJECT MANUAL FOR THE DESIGN & DEVELOPMENT OF
OSHC LEARNING MANAGEMENT SYSTEM

Design and Delivery of Learning Management System and Services Required
For the Establishment of OSHC Learning Academy

LOCATION CHANGE
OF WORK ORDER NO.
CONTRACT
NO. CHANGE IN CONTRACT TIMES

  ORIGINAL TIMES
NET CHANGES OF
CHANGE IN CONTRACT PRICE PREVIOUS CHANGE
ORDERS IN DAYS
ORIGINAL PRICE NET INCREASE /
DECREASE
NET CHANGES OF TOTAL CONTRACT
PREVIOUS CHANGE TIME
ORDERS WITH APPROVED
NET INCREASE / CHANGES
DECREASE
TOTAL CONTRACT PRIORITY LEVEL JUSTIFICATION
PRICE WITH
APPROVED
CHANGES
 

CHANGE REQUEST PRIORITY
LEVEL

 
PROJECT CHANGE ORDER DISCUSSION DOCUMENTATION  
CHANGE HAS BEEN DISCUSSED WITH:

NAME & TITLE NAME & TITLE DATE

By

By

By

By

By

  By
 
APPROVE
RECOMMEN D BY
DED BY OWNER
ENGINEER DATE

DATE REVIEWED
BY
ACCEPTED FUNDER
BY
CONTRACTO DATE
R

DATE

PROJECT MANUAL FOR THE DESIGN & DEVELOPMENT OF
OSHC LEARNING MANAGEMENT SYSTEM

Design and Delivery of Learning Management System and Services Required
For the Establishment of OSHC Learning Academy

ANNEX H. DESIGN GUIDELINES DOC

(Refer to another Design Guideline Documentation, submitted separately)

PROJECT MANUAL FOR THE DESIGN & DEVELOPMENT OF
OSHC LEARNING MANAGEMENT SYSTEM

Design and Delivery of Learning Management System and Services Required
For the Establishment of OSHC Learning Academy

ANNEX I. MOCK UP AND DESIGN INSPIRATION

(Refer to another Mockup and Design Inspiration, submitted separately)

 

PROJECT MANUAL FOR THE DESIGN & DEVELOPMENT OF
OSHC LEARNING MANAGEMENT SYSTEM