SMRT: Waste Segregation System for Recyclable and Non-

Recyclable Waste

Project Documentation Submitted to the Faculty of the

School of Engineering and Technology

National University Fairview

In Partial Fulfillment of the Requirements for

PROJMAN – Project Management

Presented By:
Jeric Mangrobang
Weynard Ramilo
John Samuel Sañada
John James Tabulao

Submitted to:
Mr. Bernardino R. Roda
Mr. Christopher T. Carpio
Mr. Jun Kevin S. Pedrosa
PROJECT DEFINITION & PLANNING
Project Charter

Title of the Project: SMRT: Waste Segregation System for Recyclable and Non-recyclable
Waste

Project Description:

Our project introduces an innovative Waste Management System empowered by

machine learning technology. Our goal is to revolutionize waste management by leveraging
machine learning algorithms to differentiate between Recyclable and Non-recyclable waste.
By integrating machine learning models, our system can accurately classify waste materials in
real-time. This innovative approach eliminates the necessity for traditional sensors, as our
machine learning algorithms analyze waste properties to discern between Recyclable and
Non-recyclable components.

Project Goal/Purpose:

Our project's goal is to create affordable and easily accessible waste segregation
technologies by utilizing Arduino equipment to develop Internet of Things solutions for waste
management. We aim to encourage sustainable waste segregation at the source by utilizing
IoT sensors and machine learning algorithms. Our project aims to reduce landfill waste,
optimize waste management processes, and lessen environmental pollution by integrating
IoT technologies.

Project Sponsor(s):

• Celso Natividad (Homeowner of Classica Northgate Brgy. Sto Cristo, San Jose Del
Monte Bulacan)
• Jeric Mangrobang
• Weynard Ramilo
• John Samuel Sañada
• John James Tabulao
Project Statement of the Problem

1. The issue of improper waste segregation creates substantial challenges for

effective waste management and sustainability goals.
2. The issue of overflowing trash bins due to inadequate or irregular waste
collection services.
3. Mixing non-recyclable materials with recyclables leads to missed opportunities
for recycling.

Project Objectives:

By the end of 2024, the project team will successfully implement a Waste
Segregation System for Recyclable and Non-Recyclable Waste in Classica Northgate
community, Brgy. Sto Cristo, San Jose Del Monte Bulacan, with the following targets:

• Reduce instances of improper waste segregation in the community by 70%.

• Reduce overflowing trash bins in the community by 50% within one month
after implementation.
• Minimize cross-contamination in recyclable materials in the community by
50% within one month after implementation.

Project Scope:

• The system will primarily focus on the classification and segregation of

Recyclable and Non-recyclable waste.
• The system's functionality may be limited by the availability and reliability of
internet connectivity.
• Reduction of improper waste segregation
• The System can monitor if the trash is 75% full by a use of application.
• The System will employ machine learning models trained on a diverse dataset
of waste images to improve accuracy and efficiency in waste classification.
Project Team and Responsibilities

The Project Team is a collection of experts that collaborate to achieve project goals
by using their various talents and knowledge. Their responsibilities include planning,
executing, and monitoring project tasks to ensure they are completed on schedule and
within budget.

Name Role Responsibility

John Samuel Project Manager In charge of overall project planning,
Sanada coordination, and execution. They ensure
that the project meets its objectives,
remains within budget, and is completed
on time.
Jeric Mangrobang Product Owner Represents the stakeholders and is
responsible for defining and prioritizing
the features of the product.
Weynard Ramilo Documentation Creates and maintains project
Lead documentation. This includes
requirements documents, technical
specifications, user manuals, and any
other documentation required for the
project.
John James Project Developer This role is responsible for the technical
Tabulao implementation of the project.
Developers oversee coding,
programming, and building software or
solutions based on the project
specifications.
Table 1 Project Team and Responsibilities
Project Duration:

The Project Duration is the overall time allotted to complete the project, from the
beginning planning phase to the final delivery and closure, which is commonly measured in
weeks or months.

Fig. 1 Project Duration

Project Schedule:

• Project Proposal: March 25, 2024

• Designing of Waste Bin: May 20, 2024
• Starting of Development: June 03, 2024
• Testing of the System: August 12, 2024
• Deployment of the Project: November 11, 2024

Estimated Budget:

This budget overview is crucial for managing the project effectively, giving
stakeholders a clear picture of the project's finances. It covers everything we will spend on,
like salaries, buying things, tools, extra costs, and anything else we need to pay for.

Materials Price
Software Cost PHP 2,000.00
Hardware Cost PHP 15,000.00
Frame Cost PHP 3,000.00
Labor/Professional Fee PHP 600,000.00
Training PHP 25,000.00
Support PHP 1,000
Booth PHP 3,000
Deployment PHP 1,000
Total PHP 650,000.00
Contingency = 10% of Total PHP 65,000.00
Estimated Total: PHP 715,000.00

Table 2 Estimated Budget

List of Key Stakeholders:

Homeowners: Homeowners are individuals or families residing in the communities where the
system will be developed. The efficacy and effectiveness of waste management systems have
a direct effect on them. Proper waste segregation and collection results in an improved
environment with less smells, and better public health outcomes for homeowners.

Resident Communities: More categories of people residing in the project area, such as
homeowners, renters, and other people, are included in resident communities. They share
services, infrastructure, and common areas that are impacted by waste management systems.
Since they are the system's main consumers, resident communities are crucial stakeholders
in the waste segregation process.

Future Researchers: Future researchers are academics, professionals, and students who are
interested in learning about sustainability practices, machine learning applications, and waste
segregation systems.

Project Manager: The Project Coordinator oversees the project, ensuring it stays on track, on
budget, and meets its goals. They are responsible for planning, executing, and closing the
project, managing the team, and communicating with stakeholders to ensure project
alignment with organizational objectives.

Development Team: Developers are responsible for building the system. They design,
develop, and implement the waste management system, utilizing their technical expertise to
integrate machine learning models and IoT technologies effectively.

Quality Assurance: QA Analysts and Testers ensure the system meets quality standards. They
perform testing to identify bugs, verify that the system works as intended, and ensure it meets
the project requirements. Their role is crucial in delivering a reliable and effective system,
making sure it is ready for deployment to end-users.
Project Client Approval

Project approval is the official process by which stakeholders examine and approve
the project plan, ensuring that it is consistent with company goals and satisfies all relevant
requirements. This permission signals the formal beginning of project implementation.

Fig. 2 Project Approval

PROJECT DEFINITION & PLANNING
SCOPE MANAGEMENT

Introduction

In an era where environmental sustainability is a top priority, effective waste

management systems are critical for decreasing environmental impact and supporting
resource conservation. The emergence of machine learning technology provides exciting
opportunities to improve the efficiency of solid waste management systems. This Scope
Management Plan outlines the strategies, processes, and procedures for designing and
implementing a Machine Learning-Based Solid Waste Segregation System. The major goal of
this project is to design, develop, and implement an intelligent waste segregation system that
uses machine learning algorithms to automate the sorting of solid waste items. The system
uses image recognition techniques and classification algorithms to effectively detect and
categorize various forms of garbage, including plastic, paper, glass, and other materials. This
automated segregation technique promotes recycling and proper garbage disposal, helping
to achieve environmental sustainability goals.

Scope Management Approach

The Scope Management Approach for Waste Segregation System of Solid Materials
project:

1. Scope Definition:

• Clearly define the boundaries of the project, including what is included and what is
excluded.
• Identify the key deliverables, such as the machine learning model, software interface,
and documentation.

2. Stakeholder Identification:

• Identify all stakeholders involved in the project, including waste management

authorities, environmental organizations, and potential end-users.
• Determine their requirements and expectations regarding the system.

3. Scope Planning:
 • Develop a detailed project scope statement outlining the objectives, scopes, and
limitations.
• Create a Work Breakdown Structure (WBS) to break down the project into
manageable tasks and activities.

4. Scope Management Tools:

• Utilize project management software for tracking scope, tasks, and milestones.
• Use communication tools or software to facilitate collaboration among team
members and stakeholders.

5. Risk Management:

• Identify potential risks that could impact the project scope, such as technical
challenges, data quality issues, or regulatory changes.
• Regularly review and update throughout the project lifecycle.

6. Quality Management:

• Establish quality standards and metrics to measure the performance and effectiveness
of the waste segregation system.
• Conduct regular quality assurance activities, such as code reviews, testing, and
validation, to ensure compliance with the defined standards.
• Implement continuous improvement processes to address any quality issues and
enhance the system's capabilities over time.

7. Resource Management:

• Allocate resources, including personnel, equipment, and budget, based on the project
scope and requirements.
• Monitor resource utilization and availability to ensure optimal allocation and avoid
resource constraints.
• Develop contingency plans for addressing resource shortages or unexpected changes
in resource requirements.

8. Documentation and Reporting:

• Maintain comprehensive documentation throughout the project lifecycle, including

project plans, requirements, design documents, and test reports.
 • Generate regular progress reports to keep stakeholders informed about project status,
scope changes, and any issues or risks.
• Archive project documentation and deliverables for future reference and knowledge
sharing.

Scope Definition

The Scope Definition for the Waste Segregation System of Solid Materials project
includes a detailed description of the project and its deliverables, including references to
papers created throughout the requirements definition process. The main documents for this
process are the requirements documentation, requirements traceability matrix, and
requirements management plan.

This project description and deliverables were developed based on the requirements
collection on the process and input from subject matter experts in software development,
machine learning, and waste management. The features and functionalities that need to be
included in the scope can be determined through research on comparable waste segregation
systems and machine learning applications. Developing the scope by identifying the most
feasible and effective solutions involves taking into consideration other methods for waste
segregation and machine learning algorithms.

Project Scope Statement

The project aims to develop a Waste Segregation System of Solid Materials, leveraging
technology to automate waste sorting. Deliverables include software, trained models, and a
user interface. Exclusions involve physical infrastructure and policy issues. Assumptions
include data access and regulatory compliance. Stakeholders include waste authorities and
communities. The approach entails agile methods and stakeholder collaboration.
Work Breakdown Structure

A Work Breakdown Structure (WBS) is a fundamental tool that breaks down a project
hierarchically into more manageable tasks, deliverables, or smaller components. It serves as
a roadmap for both project Documentation and System Development, facilitating their
planning, execution, and monitoring. By organizing the work required to achieve the project's
objectives in a logical and structured manner, the WBS ensures clarity and efficiency
throughout the project lifecycle. Whether it is delineating the phases of project
documentation or outlining the stages of System Development, the WBS provides a
framework for effective resource allocation, scheduling, and cost estimation.

Project Documentation

Project documentation in scope management is methodically capturing all

information about the project's scope, including requirements, deliverables, and
modifications, to promote clarity, alignment, and successful management throughout the
duration of the project.

Fig. 3 Project Documentation

System Development

System Development in Scope Management refers to the systematic process of

developing, constructing, and deploying software or technology solutions to meet project
objectives while staying within stated scope constraints. It entails planning, carrying out, and
supervising development operations to guarantee compliance with project requirements and
outputs.
 Fig. 4 System Development

Scope Verification

As this project progresses, the project team verifies that all requirements and
specifications have been fulfilled by comparing the completed deliverables to the original
scope as stated in the Scope Management Plan. The client or other important stakeholders
engage in regular reviews and demonstrations of project deliverables to provide feedback
and ensure that expectations are being accomplished. Instead of delaying until the end of the
project, deliverables are formally accepted and approved by the client or other specified
stakeholders as they are finished. This encourages communication and reduces the possibility
of miscommunications or disagreements on the standard of the deliverables. In a project,
scope verification is a continuous process that involves regular checkpoints to evaluate
progress and ensure submission with the goals and scope of the project.

Scope Control

Purpose

- To provide a waste segregation system to our client to reduce improper waste

segregation and to reuse recyclable materials.

Scope Description

- The scope of this project includes developing and implementing a complete waste
segregation system for our client. The system's primary goal will be to properly
categorize and segregate solid waste items according to their material makeup.
Limitations

- Waste streams may contain a variety of components, including mixes and composite
goods. Machine learning techniques may fail to distinguish between similar materials
and complicated waste products.
- Environmental elements such as illumination, camera angles, and background clutter
can all influence machine learning algorithms' success in garbage sorting tasks.
- The success of machine learning models in trash segregation is strongly dependent on
the quality and amount of training data provided. Limited or biased datasets may
result in classification errors.

Exclusions

- The scope excludes integration with external waste management systems, such as
inventory management or transportation systems. The system will concentrate
entirely on garbage classification and segregation within its specified domain.
PROJECT DEFINITION & PLANNING
TIME MANAGEMENT

Plan Schedule Management

No. Name Responsible

1 Project Proposal Project Manager, Document Lead, Product Owner
2 Project Charter Project Manager, Document Lead
3 Scope Management Project Manager, Document Lead
4 Time Management Project Manager, Document Lead
5 Document Finalization Project Manager, Document Lead, Product Owner
6 Cost Management Project Manager, Document Lead
7 HR & Comm Mgmnt Project Manager, Document Lead
8 Risk Management Project Manager, Document Lead
9 Quality Management Project Manager, Document Lead
10 Stakeholder Management Project Manager, Document Lead
11 Procurement Mgmt. & Closeout Project Manager, Document Lead
12 Document Finalization Project Manager, Document Lead, Product Owner
13 Research Project Manager, Product Owner
14 Waste Bin Designing PM, Product Owner, Product Designer
15 Machine Learning & Application PM, Developer, QA, UI/UX, Product Owner
16 Creating The Waste Bin PM, Hardware Technician, Developer, Prod. Design
17 Machine Learning Training Project Manager, Developer
18 Connecting Machine to Arduino Project Manager, Developer, Tester, Hardware
Technician
19 Connecting Application to Project Manager, Developer, Tester, Hardware
Arduino Technician
20 Finalizing Project PM, Product Owner, Developer, QA, Data Analyst,
Hardware Technician
21 Deployment of the Project PM, Product Owner, Quality Assurance, Tester,
Data Analyst, Trainer
Table 3 Plan Schedule Management

The table presents a thorough project plan for creating and implementing a "Smart
Waste Bin System for Solid Materials." Each row in the table denotes a particular task or
component of the project, and the corresponding columns list the people in charge of carrying
it out.
 The project team uses this organized plan as a road map to help them navigate each
phase of the project lifecycle. It includes major areas like quality control, stakeholder
engagement, procurement management, and project documentation, proposal, scope, time,
cost, and risk management.

The plan makes it clear who oversees each task and guarantees accountability by
giving tasks to the group as a whole or to individual members. This encourages cooperation
and teamwork among team members, which results in the project being completed
effectively.

Furthermore, by defining guidelines and practices for organizing, creating, overseeing,

carrying out, and managing the project schedule, the plan conforms to the fundamentals of
schedule management. This guarantees that the project moves forward on schedule, cutting
down on delays and increasing output.
 Activity List

The Activity List in Time Management is a thorough inventory of all project tasks or
activities necessary to meet project goals. It is an essential tool for organizing, prioritizing, and
sequencing project tasks, allowing for more effective project scheduling and resource
allocation.

Fig. 5 Activity List

Define Activities

• Project Documentation - To kickstart the project, we gather essential information for

documentation and create standardized templates for project documents, ensuring
clarity and consistency. We then meticulously document the project's objectives,
scope, and requirements, providing a clear roadmap for the project's direction and
goals.
• Project Proposal - The project begins with thorough research into potential project
ideas and solutions. Following this, a detailed proposal is developed, outlining the
project's goals, objectives, and methodology. Feedback is solicited and incorporated
to refine the proposal as necessary, ensuring alignment with project requirements and
stakeholder expectations.
• Project Charter - In the Project Charter, we clearly outline what the project will cover
(scope), what we want to achieve (objectives), and who is involved (stakeholders). We
then ask for approval from those involved to make sure we are all on the same page.
Additionally, we jot down any limits, guesses, or goals we have for the project
(constraints, assumptions, and success criteria). This keeps everyone informed and
sets the stage for smooth project progress.
• Scope Management - We first identify what we need to deliver and what is required
for each item. Then, we set clear boundaries for what is included in the project. Finally,
we put a process in place to manage any changes to the project scope as it progresses.
• Time Management - We create a schedule showing when tasks will be done and who
is responsible for each one. We also make sure resources are allocated properly and
keep an eye on progress to stay on track.
• Cost Management - We estimate how much the project will cost and create a budget
accordingly. Throughout the project, we monitor expenses to ensure we stay within
budget.
• HR & Comm Mgmnt - We identify team members and their roles, establish
communication channels, and encourage collaboration among team members.
• Risk Management - We identify potential risks and develop plans to deal with them.
We keep an eye on risks throughout the project to minimize their impact.
• Quality Management – We involve setting standards for project deliverables, making
sure they meet those standards, and fixing any issues that arise.
• Stakeholder Management - We identify who is interested in the project, keep them
updated, and address any concerns they may have.
• Procurement Mgmt. & Closeout - We figure out what we need to buy, create the
necessary documents, and close out contracts once the project is done.
• Research - Research involves gathering information relevant to the project, analyzing
it, and drawing conclusions to inform project decisions.
• Waste Bin Designing - Creating the design of the waste bin.
• Machine Learning & Application - Will start coding the Machine Learning.
 • Creating The Waste Bin - Starting to build the Waste Bin.
• Machine Learning Continue - Finishing Machine Learning.
• Connecting Machine to Arduino - Connection the wires to the Arduino.
• Connecting Application to Arduino - Connecting the system to the Application.
• Finalizing Project - Finishing touch for the project
• Deployment of the Project - Deploying the project and presenting it to our client.

Sequence Activities:

Project Documentation:

• Must be completed before Project Proposal to provide necessary

information.

Project Proposal:

• Follows Project Documentation to utilize gathered information for proposal

development.

Project Charter:

• Precedes Scope Management, Time Management, Cost Management, and all

subsequent activities to establish project framework.

Scope Management:

• Dependent on Project Charter for defining scope boundaries and constraints.

Time Management:

• Builds upon Scope Management to schedule tasks and allocate resources

accordingly.

Cost Management:

• Relies on Time Management for budget allocation and monitoring expenses.

HR & Comm Mgmnt:

• Runs concurrently with all activities to ensure effective team communication

and collaboration.
Risk Management:

• Integral throughout the project to identify and mitigate potential risks.

Quality Management:

• Integrated with all activities to ensure project deliverables meet defined

standards.

Stakeholder Management:

• Ongoing throughout the project to engage stakeholders and address

concerns.

Procurement Mgmt. & Closeout:

• Initiated following Project Charter approval and runs parallel with project
execution.

Research:

• Conducted prior to Waste Bin Designing and Machine Learning & Application
to inform decisions.

Waste Bin Designing:

• Follows research and planning phases to design waste bins based on project
requirements.

Machine Learning & Application:

• Initiated after completing research and planning to develop machine learning

algorithms.

Creating the Waste Bin:

• Concurrent with Waste Bin Designing, starting fabrication and assembly

processes.

Machine Learning Continue:

• Follows Machine Learning & Application development to refine and optimize

algorithms.
 Connecting Machine to Arduino:

• Runs parallel with Machine Learning Continue to integrate components.

Connecting Application to Arduino:

• Commences after Machine Learning Continue and Connecting Machine to

Arduino to connect the system.

Finalizing Project:

• Concludes all project execution activities and ensures all deliverables meet
quality standards.

Deployment of the Project:

• Follows Finalizing Project to deploy the project and present it to the client.

Estimate Activity Durations:

Estimates durations in Time Management is anticipating the time required to perform

project operations, utilizing experience, historical data, and techniques such as similar or
three-point estimates to build realistic plans that account for uncertainties and risks.

No. Name Duration

1 Project Proposal 2 days
2 Project Charter 5 days
3 Scope Management 5 days
4 Time Management 5 days
5 Document Finalization 5 days
6 Cost Management 5 days
7 HR & Comm Mgmnt 5 days
8 Risk Management 5 days
9 Quality Management 5 days
10 Stakeholder Management 5 days
11 Procurement Mgmt. & Closeout 5 days
12 Document Finalization 5 days
13 Research 5 Days
14 Waste Bin Designing 10 Days (1.5 week)
15 Machine Learning & Application 12 Days (1.7 week)
16 Creating The Waste Bin 10 Days (1.5 week)
17 Machine Learning Training 5 Days
18 Connecting Machine to Arduino 15 Days (2 weeks)
 19 Connecting Application to Arduino 20 Days (2.8 weeks)
20 Finalizing Project 15 Days (2 weeks)
21 Deployment of the Project 2 Days

Table 4 Estimate Activity Duration

Develop Schedule:

In Time Management, scheduling entails organizing project activities, establishing

dependencies, and determining start and end dates to create a timeline for project execution,
as well as using tools such as Gantt charts or network diagrams to visualize the sequence of
tasks and optimize resource allocation for timely completion.

No. Name Start & End Resource

Requirements
1 Project Proposal 3/25/24 - 3/26/24 Project team,
document templates
2 Project Charter 4/1/24 - 4/5/24 Stakeholder feedback
3 Scope Management 4/8/24 - 4/12/24 Stakeholder input
4 Time Management 4/15/24 - 4/19/24 Scheduling tools
5 Document Finalization 4/22/24 - 4/26/24 Document
management tools
6 Cost Management 4/29/24 - 5/3/24 Expense tracking
7 HR & Comm Mgmnt 5/6/24 - 5/10/24 Communication Tools
8 Risk Management 5/13/24 - 5/17/24 Contingency plan
9 Quality Management 5/20/24 - 5/24/24 Quality assurance
10 Stakeholder Management 5/27/24 - 5/31/24 Stakeholder feedback
11 Procurement Mgmt. & 6/3/24 - 6/7/24 Procurement
Closeout management tools
12 Document Finalization 6/10/24 - 6/14/24 Collaboration tools
13 Research 6/17/24 - 6/24/24 Data analysis
14 Waste Bin Designing 6/24/24 - 7/8/24 Design software,
prototyping materials
15 Machine Learning & 7/8/24 - 7/23/24 Programming tools,
Application machine learning
libraries, software
development
16 Creating The Waste Bin 8/12/24 - 8/23/24 Materials, assembly
tools
17 Machine Learning Training 8/26/24 - 8/30/24 Programming tools
18 Connecting Machine to 9/2/24 - 9/20/24 Hardware components,
Arduino programming tools
19 Connecting Application to 9/23/24 - 10/18/24 Software development
Arduino tools, communication
protocols
20 Finalizing Project 10/21/24 - 11/8/24 Stakeholder feedback,
documentation
resources
21 Deployment of the Project 11/11/24 - 11/12/24

Table 5 Develop Schedule

PROJECT DEFINITION & PLANNING
COST MANAGEMENT
Plan Cost Management:

- The Plan Cost Management method entails developing an accurate cost management
plan that outlines how project costs will be managed, monitored, and controlled throughout the
SMRT project. To ensure accuracy, use ±10% tolerance, cost estimating methodologies, and tools
such as Microsoft Excel and project management software. The cost baseline will be set using a
time-phased budget with contingency and management savings (5-10%). Earned Value
Management (EVM) will be used to assess cost performance, with important measures including
Cost Variance (CV) and Cost Performance Index (CPI). Weekly updates and monthly reports will
guarantee accurate expense tracking. Documentation shall consist of the cost management
strategy, cost estimates, budget records, and modification requests. Roles are specified with the
project manager in charge of cost control, assisted by a Financial Analyst and project team
members. Regular evaluations at project milestones will ensure that the plan remains in line with
the project's objectives.
Estimate Costs:
- In this process, the project team approximates the monetary resources needed to
complete project work. Various estimating techniques are used to predict the costs of the
project’s activities.

Fig. 6 Estimate Cost

Determine Budget: The table below outlines the estimated and actual costs for different categories
within the project, along with the variance, which highlights the difference between the estimated
and actual expenditures.

Fig. 7 Determine Budget

Description

• Category: This column lists the different budget categories for the project, including project
management, hardware, software, training, support, booth, and contingency.
• Estimated Cost: The projected amount allocated for each category before the project begins.
It represents the budgeted figures for each aspect of the project.
• Actual Cost: The actual amount spent on each category. As of now, no expenses have been
incurred, so all actual costs are ₱ 0.
• Variance: The difference between the estimated cost and the actual cost. It is calculated as
“Variance = Estimated Cost - Actual Cost”. Since no money has been spent yet, the variance
equals the estimated cost for all categories.

Summary

• The Total Project Cost combines the estimated, actual, and variance amounts for all categories,
providing an overview of the project's financial status.
• As actual costs are recorded, the variance will help monitor spending, indicating areas where
costs are either under or over the budget.

This table is essential for project managers to track and control project expenses, ensuring that the
project stays within the allocated budget and identifying any financial discrepancies early on.
Cost Control:
This project focuses on controlling costs at every stage, from planning to deployment. It
carefully manages resources to save money and stick to the budget.

This table provides a current snapshot of the project's cost performance as of March 25, 2024.
Please note that these figures are subject to change as the project progresses. The project emphasizes
cost control at every stage, ensuring resources are managed efficiently to stay within budget.

Fig. 8 Cost Control

Cost Performance Report:

This table presents project performance metrics related to cost control. It includes columns
for Planned Value (PV), Earned Value (EV), Actual Cost (AC), Cost Variance (CV), and Cost Performance
Index (CPI) for each month. PV represents the budgeted cost for the planned work, EV represents the
value of completed work, AC represents the actual costs incurred, CV shows the variance between EV
and AC, and CPI indicates the cost efficiency of the project.

This table provides a current snapshot of the project's cost performance as of March 18, 2024.
Please note that these figures are subject to change as the project progresses. The project emphasizes
cost control at every stage, ensuring resources are managed efficiently to stay within budget.

Fig. 9 Cost Performance Report

Planned Value (PV): The Planned Value (PV), also known as the Budgeted Cost of Work Scheduled
(BCWS), represents the authorized budget assigned to scheduled work. It shows the value of the work
that was planned to be completed up to a certain point in time.

Earned Value (EV): The Earned Value (EV) represents the value of the work that has been completed
and verified up to a certain point in time. It is typically calculated based on the budgeted cost of work
performed (BCWP).

Cost Variance (CV): The Cost Variance (CV) measures the variance between the earned value (EV) and
the actual cost (AC). It indicates whether the project is under or over budget.

Actual Cost (AC): The Actual Cost (AC) represents the actual expenditure incurred for the work
performed up to a certain point in time. It is also known as the Actual Cost of Work Performed (ACWP).

Cost Performance Index (CPI): The Cost Performance Index (CPI) measures the cost efficiency of the
project, indicating how much value is being earned for every unit of actual cost spent. A CPI greater
than 1 indicates favorable cost performance, while a CPI less than 1 indicates unfavorable
performance.
Control Cost (WBS):

WBS Control Cost involves tracking and managing project expenses according to the Work
Breakdown Structure (WBS). It ensures that costs are monitored and controlled at every level of the
project's hierarchy, allowing for effective budget management and resource allocation.

Project Documentation

Project documentation in cost management involves carefully recording and organizing all
financial data and related papers throughout the project's duration. It offers accessibility, accuracy,
and accountability when tracking project costs, allowing for more efficient budgeting and financial
control.

Fig. 10 Project Documentation (Cost Management)

System Development

System Development in Cost Management refers to the costs involved with planning, creating,
and implementing software or technology solutions for a project. It focuses on maximizing resources
and reducing costs throughout the development process to achieve timely delivery within budget.
Fig. 11 System Development
PROJECT DEFINITION & PLANNING
HUMAN RESOURCE MANAGEMENT

Introduction

Effective human resource management is important for the success of any

project because it ensures that the appropriate people are in the right positions at
the right time. The Human Resource Plan for SMRT: Waste Segregation System for
Recyclable and Non-Recyclable Waste project describes how project methods will be
used to maximize the contributions of all team members.

Human Resources Objectives

Human Resources objectives are essential in project management because

they ensure that the project team is well-equipped, motivated, and supported to
achieve the project goals. Without clear HR objectives, projects can suffer from poor
staffing, low morale, and high turnover, which can lead to delays, cost overruns, and
subpar outcomes.

• Ensure the project has the right people with the necessary skills.
• Monitor and enhance the performance of project team members.
• Develop team members' skills and knowledge to improve project outcomes.
• Keep team members motivated and engaged throughout the project.
• Manage and resolve conflicts within the project team.
Roles and Responsibilities

Roles and Responsibilities in Human Resources describe the precise responsibilities

and obligations allocated to personnel inside a company to efficiently manage the workforce.
These duties include recruiting, training, performance management, and employee relations,
which all contribute to company goals and a constructive work environment.

Fig. 12 Roles and Responsibilities

Staffing Management Plan

Staffing management is essential for the timely and successful completion of the
project. This plan identifies the required skill sets, defines roles and responsibilities, and
establishes processes for performance monitoring and risk management. By ensuring that the
right people are in the right roles at the right times, the project can achieve its objectives,
meet deadlines, and maintain high standards of quality.

Project Phases and Staffing Needs:

This table outlines the roles of the project team and the specific tasks each member is
responsible for. A checklist is used in each column to indicate the involvement of team
members in their respective tasks.

Fig. 13 Project Phases and Staffing Needs

 This table outlines the allocation of hours for various roles in the project team across
different months in the year 2024. It provides a detailed view of how many hours each team
member is expected to contribute to the project each month.

Fig. 14 Resource Allocation

 This graph illustrates the monthly occurrence of each project team role, showing how
often each role is involved in different tasks throughout the project timeline. It provides a
visual representation of the distribution of responsibilities.

Fig. 15 Project Phasing

Team Building Strategy

1. Establish Clear Goals and Roles

a. Define and communicate the overall project goals.
b. Assign clear roles and responsibilities to each team member based on their
strengths and expertise.
c. Create a responsibility matrix (e.g., RACI matrix) to clarify who is responsible,
accountable, consulted, and informed for each task.
2. Encourage Collaborative Tools and Platforms
a. Use version control systems (e.g., GitHub) for collaborative coding and
project management tools (e.g., Trello, Jira) for task tracking.
b. Employ document collaboration tools (e.g., Google Docs, Confluence) to
create and edit project documents collectively.
c. Integrate real-time communication tools (e.g., Microsoft Teams, Zoom) for
instant communication and virtual meetings.
 3. Promote Active Participation
a. Encourage everyone to contribute ideas and solutions during brainstorming
sessions.
b. Rotate roles and responsibilities periodically to ensure equal participation
and skill development.
c. Provide opportunities for team members to lead sub-projects or tasks.
4. Regular Team Meetings
a. Schedule regular meetings (e.g., weekly or bi-weekly) to discuss progress,
upcoming tasks, and any issues.
b. Use meetings for both formal updates and informal check-ins to foster
camaraderie.
c. Encourage participation and ensure that everyone has a chance to speak.

Organizational Chart

An Organizational Chart in Communication Management is a graphical representation

of a company's hierarchical structure that shows the links and reporting lines between
personnel and organizations. It is a useful tool for understanding the chain of command,
improving communication, and encouraging clarity within the business.

Fig. 16 Organizational Chart

PROJECT DEFINITION & PLANNING
COMMUNICATION MANAGEMENT

Introduction

Communication management in project management plays a pivotal role in ensuring

the seamless exchange of information among stakeholders. Its primary objective is to
facilitate the efficient spread of project-related details, updates, and decisions. By
establishing structured channels and protocols, communication management ensures that
stakeholders receive timely and relevant information, forward collaboration and alignment
towards project goals. Moreover, it enables project managers to measure stakeholder
expectations, address concerns, and mitigate risks promptly, thereby enhancing project
outcomes.

Additionally, communication management serves as a mechanism for resolving

conflicts and maintaining project momentum. By providing a platform for open dialogue and
feedback, it enables stakeholders to voice their opinions, share insights, and address
challenges collectively. This proactive approach to communication fosters a culture of
transparency, trust, and accountability within the project team, enabling swift resolution of
issues and alignment with project objectives. Ultimately, effective communication
management is integral to project success, ensuring that all stakeholders are informed,
engaged, and empowered to contribute towards achieving desired outcomes.

Communication Objectives

The objective of communication in project management is to ensure timely and

accurate information sharing among all stakeholders, facilitate effective collaboration, and
maintain alignment with project goals. This involves tailoring messages to meet stakeholders'
needs, using appropriate channels and frequencies, and continuously improving
communication processes through feedback and evaluation.

Roles And Responsibilities

Roles and Responsibilities in Communication Management define the precise

activities and obligations allocated to people or teams to ensure efficient communication
within an organization or project. They ensure unambiguous responsibility and coordination,
allowing for seamless information flow and alignment with communication objectives.
Person Role/Titl Contact Communic Format/Channel Notes
e Information ation
Frequency
John Project sanadajv@stude Daily, Facilitates daily Monitors
Samue Manager nts.nu- weekly, in-person team
l fairview.edu.ph monthly weekly progress progress
Sañad reports using and
a Project Libre, addresses
and monthly difficulties.
timeline/budget
/progress
updates for the
product owner.
John Project tabulaojl@stude Weekly Sends weekly Delivers
James Program nts.nu- status reports updates on
Tabula mer fairview.edu.ph work progress coding
o and takes part in activities.
team chat for
daily
coordination.
Jeric Product mangrobangjc@ Monthly Receives Defines
Mangr Owner students.nu- monthly the
obang fairview.edu.ph timeline/budget product
/progress vision and
updates via priorities.
email and
participates in
monthly review
sessions.
Weyna Meeting ramilowt@stude Weekly Organizes and Ensures
rd Coordina nts.nu- arranges weekly efficient
Ramilo tor fairview.edu.ph status meetings, meeting
distributes coordinati
meeting on and
agendas and follow-up.
minutes via MS
Teams, and face-
to-face
meetings.
Table 6 Roles and Responsibility
Communication Channel and Schedule

Communication Channel and Schedule in Communication Management define the

methods and timelines for providing information inside a project or organization. They
guarantee that the proper messages are delivered at the right time, encouraging efficient and
successful communication.

Fig. 17 Communication Channel and Schedule

Communication Types

1. Team Meetings
• Daily Stand-ups
i. Purpose: Provide quick, daily updates to keep the team aligned and
identify any blockers.
ii. Participants: Entire team (developers, Scrum Master, Product Owner).
iii. Structure:
1. What did you do yesterday?
2. What will you do today?
3. Are there any impediments in your way?
iv. Duration: 15 minutes.
v. Tools: Video conferencing (for remote teams), Trello or Jira for task
tracking.
• Weekly Team Meetings
i. Purpose: Review weekly progress, plan for the upcoming week, and
discuss any challenges.
ii. Participants: Entire team.

iii. Structure:
1. Review of completed tasks.
2. Planning for the upcoming week.
3. Discussion of any challenges or blockers.
iv. Duration: 1 hour to 3 hours.
v. Tools: Video conferencing, Trello or similar tools for visual task
management
2. Project Adviser Reports
• Weekly Status Reports
i. Purpose: Provide regular updates on project progress and any issues.
ii. Structure:
1. Summary of activities and progress.
2. Achievements and milestones.
3. Challenges and issues faced.
4. Plans for the next period.
iii. Frequency: Weekly.
iv. Format: Written report, email, or shared document.
• Milestone Reports
i. Purpose: Report on the completion of key project milestones.
ii. Structure:
1. Overview of the milestone achieved.
2. Deliverables completed.
3. Issues encountered and how they were resolved.
4. Next steps and upcoming milestones.
iii. Frequency: As milestones are reached.
iv. Format: Written report, presentation, or meeting.
3. Client Report
• Progress Reports
i. Purpose: Update the client on project status and ensure alignment.
ii. Structure:
1. Summary of work completed.
2. Progress against the project plan.
3. Upcoming tasks and milestones.
4. Issues and risks, with mitigation plans.
iii. Frequency: Monthly.
iv. Format: Written report, email, or presentation.
PROJECT DEFINITION & PLANNING
RISK MANAGEMENT PLAN
Introduction
Risk management is an important aspect of every successful project, especially
in the developing field of waste management systems. Our project, "SMRT: Waste
Segregation System for Recyclable and Non-Recyclable Waste," intends to transform
how trash is sorted and processed, making a substantial contribution to
environmental sustainability and resource efficiency. Effective risk management is
recognizing, analyzing, and prioritizing risks, followed by coordinated actions to
reduce, monitor, and control the likelihood and severity of unplanned occasions.
Risk Management Processes

• Identify Risks:

• Brainstorming Sessions: Conduct brainstorming sessions with the

project team and key stakeholders to identify potential risks in all areas
of the project. This includes technical, operational, financial, and
external risks.
• Checklists: Utilize checklists based on previous project experiences to
ensure all common risks are considered.
Sample:

Fig. 18 Risk Management Processes

• Analyze Risks:
To create effective mitigation methods, risk analysis in a risk
management plan entails identifying potential hazards, assessing their
likelihood and potential impact, and prioritizing them. This procedure ensures
greater readiness for unforeseen circumstances and reduces negative effects
on project objectives.

• Scope: Changes in project requirements, unclear project deliverables.

• Schedule: Delays in technology procurement, unforeseen project
dependencies.
• Cost: Budget overruns due to unplanned expenses, inaccurate cost
estimations.
• Quality: Failure to meet regulatory standards, poor system
performance.
• Technical: Integration issues with existing systems, technological
obsolescence.
• Operational: Resistance to change from end-users, inadequate training.

• Prioritize Risks:

• Likelihood: Categorize risks as high, medium, or low based on the

probability of occurrence.
• Impact: Evaluate the potential impact of each risk on project objectives
and categorize them as high, medium, or low.

• Risk Response Planning:

• Avoidance: Modify project plans to eliminate the risk (e.g., securing

alternative suppliers for critical technology).
• Mitigation: Take steps to reduce the likelihood or impact of the risk
(e.g., providing additional training to users).
• Acceptance: Acknowledge the risk and prepare to manage its impact.

• Risk Monitoring Control:

• Assigning Risk Owners: Designate team members responsible for

monitoring and managing each risk.
 • Regular Risk Reviews: Conduct periodic risk review meetings to
reassess risk statuses and adjust response plans as necessary.
• Risk Register Updates: Maintain an up-to-date risk register
documenting all identified risks, assessments, and response plans.

• Communication:

• Project Status Reports: Include risk management updates in regular

project status reports to stakeholders.
• Risk Register Updates: Share updated risk registers with key
stakeholders to keep them informed of potential issues and response
strategies.
• Stakeholder Meetings: Discuss critical risks and their mitigation plans
during stakeholder meetings.
Risk Register
This risk register outlines potential risks associated with a project, categorizing them
by description, likelihood, impact, priority, and responsible owner. It serves as a guide for risk
management and mitigation strategies, ensuring proactive measures are in place to address
challenges that may arise during the project lifecycle.

Fig. 19 Risk Register

 • Technical: Risks related to hardware, software, or system functionality, such as
failures, bugs, crashes, or internet connectivity issues.
• Environmental: Risks arising from harsh environmental conditions, like extreme
temperatures, humidity, or exposure to corrosive substances, affecting system
performance and lifespan.
• Financial: Risks associated with budget overruns, impacting project costs and
financial resources.
• Organizational: Risks stemming from internal organizational factors, including delays
in project timeline, scalability issues, mismanagement of resources, or key personnel
changes.
• Security: Risks involving the theft or unauthorized access to project hardware.

Monitoring and Reporting

Monitoring and reporting in a Risk Management Plan involves ongoing monitoring of
risk variables as well as systematic documentation of risk-related information to guarantee
that possible risks to an organization's objectives are identified, assessed, and mitigated on
time. This method promotes informed decision-making and improves the efficacy of risk
management measures.
Risk Tracking
Risk tracking in a Risk Management Plan is the systematic recording and updating of
recognized risks, their status, and the efficacy of mitigation efforts.

• Take actions to prevent or minimize the risk.

• Assign risk owners responsible for managing the risk

Risk Review
A Risk Management Plan includes an ongoing review of recognized risks and the
efficacy of risk actions implemented.

• Review the current risk register (Refer to Fig. 19 Risk Register)

• Identify new risks or changes in current ones.
• Updated risk registration to reflect current status, additional risks detected,
and mitigation techniques changed accordingly.
 Reporting
A Risk Management Plan's Risk Reporting section entails communicating risk status,
trends, and mitigation outcomes to stakeholders in a methodical manner.

• Reports will be generated weekly after the risk assessments.

• Formal reports include summaries, updates, and visual aids (such as charts
and graphs).

Fig. 20 Risk Reporting

Risk Management Update

Risk Identification:
New risks can emerge at any stage of the project. Therefore, regular risk
identification sessions will be conducted to ensure that the risk register is
comprehensive and current. Methods for continuous risk identification include:

• Regular Team Meetings: Schedule bi-weekly team meetings dedicated to

discussing potential new risks.
• Stakeholder Feedback: Encourage stakeholders to report any concerns or
potential risks they observe.
• Project Milestone Reviews: Conduct risk reviews at the completion of major
project milestones.
 Risk Monitoring:
As new information becomes available and risks evolve, it is crucial to update
mitigation strategies and contingency plans. This dynamic approach allows the project
team to respond quickly and effectively to changing circumstances. Actions include:

• Review and Revise: Regularly review the effectiveness of current mitigation

strategies and make necessary adjustments.
• Scenario Planning: Conduct scenario planning to prepare for various risk
outcomes and ensure readiness for unexpected events.

Communication and Documentation:

Effective communication ensures that all stakeholders are informed about the
latest risk status and any changes in risk management strategies. Documentation
practices include:
• Risk Register Updates: Update the risk register with any new risks, changes in
risk status, and revised mitigation strategies. Share these updates with all
stakeholders.
• Status Reports: Include a comment on the risk management part in the
document in regular project status reports to keep stakeholders informed.
• Stakeholder Meetings: Discuss possibility risks and any changes in risk
management plans during stakeholder meetings.
Project Risk Response Strategy
The following table outlines the Project Risk Response Strategy for a SMART recycling
system. This system is designed to automate the sorting and recycling process, making it more
efficient and effective. To ensure the system operates reliably and continues to function
optimally, several potential risks have been identified along with corresponding mitigation
strategies. This table serves as a quick reference guide for managing these risks, providing
actionable measures to address them proactively.

Risk Mitigation
Technical Failure such as the machine is Train users and staff to troubleshoot the
not working. system.
Train the machine learning to recognize the
Difficulty in identifying the material.
material.
Harsh environmental conditions such as
Select materials and components resistant to
extreme temperatures, humidity, or
environmental factors and implement
exposure to corrosive substances can
protective measures like enclosures or
impact the performance and lifespan of
climate control systems.
system components.
Develop an offline mode feature for the
Unstable Internet connection may affect waste segregation machine, allowing it to
the functionality of the machine. continue basic operations and perform critical
tasks even without internet connectivity.
Include a backup power supply such as
Power Supply Interruptions.
another battery
Table 7 Project Risk Response Strategy
PROJECT EXECUTION AND PROJECT PERFORMANCE & CONTROL
QUALITY MANAGEMENT
Introduction
Quality management is essential for delivering successful projects because it
ensures that the project meets required standards and satisfies stakeholder
expectations. When a project delivers on its promises in terms of features,
performance, and reliability, customers are more likely to be satisfied. Satisfied
customers are more likely to return for future projects and recommend your services,
which helps build a positive reputation.
Focusing on quality also builds stakeholder confidence. Delivering a project
that meets or exceeds expectations builds trust among customers, investors, and
team members. This trust encourages stakeholders to support current and future
projects. Moreover, high-quality standards and clear expectations boost team morale.
When team members take pride in their work and know their contributions are valued,
their productivity and job satisfaction increase.
Roles and responsibilities

Roles Responsibilities
Project Manager • Develop and implement the project's quality
management plan, outlining quality standards,
practices, resources, and documentation.
Developer • Write safe, effective, and maintainable code that
complies with guidelines and standards.
Quality Assurance • Share quality-related comments and
modifications with stakeholders and the
development team.
Documentation Lead • Examine and confirm that all project
documentation (requirements, design
specifications, test plans, and user manuals)
meets quality standards.
Table 8 Roles and Responsibilities (Quality Management)

Quality Management Process:

To ensure that a project's outputs fulfill specified quality standards and
stakeholder expectations, a systematic set of actions and procedures is known as the
Quality Management Process. Planning, assurance, and control methods are included
to produce dependable and consistent project outputs.
 • Quality Planning:
• Industry Standards: Adhere to relevant industry standards for waste
management systems, including ISO 14001 (Environmental
Management Systems) and ISO 9001 (Quality Management Systems).
• Regulatory Requirements: Ensure compliance with local and national
regulations regarding waste segregation and disposal.
• User Requirements: Meet specific user requirements such as system
usability, reliability, and accuracy in waste segregation.

• Perform Quality Assurance (QA):

• Code Reviews: Conduct regular code reviews to ensure adherence to
coding standards and best practices.
• Testing Procedures: Implement comprehensive testing procedures,
including unit testing, integration testing, system testing, and user
acceptance testing (UAT).
• Documentation: Maintain detailed project documentation to ensure
transparency and consistency in project processes.
• Training Programs: Provide training for team members on quality
standards and procedures to ensure everyone understands and follows
them.

• Perform Quality Control (QC):

Inspections: Perform regular inspections of project deliverables to ensure they
meet defined quality standards and specifications.

Testing: Utilize various testing methods to validate the functionality,

performance, and reliability of the waste segregation system.

• Unit Testing: Test individual components for correct functionality.

• Integration Testing: Ensure different components work together as
intended.
• System Testing: Validate the overall system performance against user
requirements.
• User Acceptance Testing (UAT): Conduct UAT with end-users to verify
the system meets their needs and expectations.
 Fig. 21 User Acceptance Testing (UAT)

The UAT plan for SMRT Waste Segregation System comprises six key test cases,
including user registration and login, dashboard functionality, waste segregation
process, reporting and analytics, admin controls, and integration testing. Each test
case is accompanied by a description of the specific functionality being tested, the
expected result, and the actual result observed during testing. Additionally, the
Pass/Fail column indicates whether each test case met the expected result or not.

• Quality Improvement
Quality Improvement in Quality Management is concerned with the ongoing
improvement of processes, goods, and services through systematic efforts to identify
and correct problems. This increases productivity, effectiveness, and customer
happiness by cultivating a continual culture of excellence.

• Lessons Learned: Conduct sessions learned at the end of each project

phase to identify successes and areas for improvement.
• Process Refinement: Continuously refine project processes based on
feedback and performance data to enhance quality and efficiency.
• Stakeholder Feedback: Collect feedback from stakeholders to improve
project deliverables and processes. (Refer to Fig. 22 Stakeholder
Feedback)

Fig. 22 Stakeholder Feedback

 Quality Management Objectives
Quality management objectives are focused on establishing measurable goals to
improve the efficiency, effectiveness, and consistency of goods and services, ensuring
customer satisfaction and continual improvement within an organization. These goals direct
strategic planning and operational actions to achieve or exceed quality standards and
regulatory requirements.

Metric or Specification Measure

Ensure that the project deliverables completely match the
Delivery to scope
requirements outlined in the Project Scope Management plan.
Finish the project according to the timeline, considering any
Delivery on time
allowed revisions.
Maintain project expenses within the agreed budget while
Delivery on budget
accounting for any allowed adjustments.
Table 9 Quality Management Objectives

Quality Assurance Management Checklist

A Quality Assurance Management Checklist is a complete tool used in quality
management to ensure that all processes, goods, and services adhere to set quality standards,
regulatory requirements, and customer expectations. It assists in identifying areas for
improvement, preventing faults, and ensuring consistency across the manufacturing or
service delivery cycle.

AT THE START OF THE PROJECT Y N N/A

1. Have the project sponsor and key stakeholders been identified?
2. Have the sponsor(s) and major stakeholders formally approved
the Project Charter?
3. Are the objectives, scope and deliverables clearly defined?
4. Do the team members understand the time required and the
deliverables
they are responsible for?
5. Is there an approved project schedule in place?
6. Does the schedule contain the full project scope?
7. Does the schedule contain milestones that can be used for
follow-up QA checks?
8. Do Project Management Procedures exist to define how the
project will be managed?
AT THE END OF THE INITIATION/DESIGN PHASE Y N N/A
9. Were the initiation phase deliverables completed? For example,
Project Initiation
Document (PID), Detailed Project Schedule, Risk Register, Project
Management Plan, Quality Management Plan, PMBOK
Management Plans.
10. Were the initiation phase deliverables signed-off by all pre-
defined approvers?
11. Is the project set-up on the project management software?
12. Is the project cost management accounting in place?
13. Are all resources booked/confirmed for the next phase?

AT AGREED MILESTONES DURING BUILD/IMPLEMENTATION Y N N/A

PHASE
14. Is the schedule being used to manage the work performed by
the team?
15. Does the schedule accurately reflect the remaining work
effort?
16. Can the project manager clearly explain where the project is
vs. where it should
be at this time?
17. Are all the deliverables specified in the Project Initiation
Document on track to be
completed?
18. Are the project finances being actively managed to complete
within the budget?
19. Are existing risks being managed and new potential risks being
identified?
20. Are issues being addressed and resolved in a timely manner?
21. Are change requests being properly identified and managed?
22. Are key stakeholders being communicated to effectively?
22. Is the customer happy with the project progress so far?

AT THE CLOSE OF THE PROJECT Y N N/A

23. Have all deliverables been approved and agreed as

completed/done?
24. Is there an appropriate plan in place to resolve any outstanding
issues?
25. Has a post-project review meeting been completed?
26. Have Lessons Learned been captured and communicated with
the project team and
stakeholders?
27. Have all project close documents been completed?
28. Have all project close documents been approved/signed-off?
29. Have the project deliverables been transitioned/handed over to
operations.
For example, has new software been handed over with
appropriate documentation to
IT support?
30. Has the project been closed appropriately in the project
management system?
31. Have the project accounts been closed and signed off?
Table 10 Quality Assurance Management Check List
PROJECT EXECUTION AND PROJECT PERFORMANCE & CONTROL
STAKEHOLDER MANAGEMENT
1. Introduction
Stakeholder management is crucial for the success of any project as it ensures
that the needs and expectations of all parties involved are addressed. Effective
stakeholder engagement leads to better decision-making, fosters collaboration, and
enhances the overall quality and acceptance of project outcomes. For a project as
innovative as our Waste Management System, involving stakeholders from the outset,
it is vital to ensure the system meets user needs, gains community support, and
achieves its sustainability goals.

2. Stakeholder Identification
• Project Sponsor: Homeowners President (High Power, High Interest, High
Impact)
• Project Manager: Project Coordinator (High Power, High Interest, High
Impact)
• Development Team: Engineers, Developers (Medium Power, High Interest,
High Impact)
• End-Users: Homeowners, Residents (Medium Power, High Interest, High
Impact)
• Quality Assurance: QA Analysts, Testers (Medium Power, Medium Interest,
Medium Impact)
• Future Developers: Academics, Students (Low Power, High Interest, Medium
Impact)

3. Stakeholder Analysis
Stakeholder analysis is the systematic process of identifying, evaluating, and
prioritizing stakeholders in a project. It seeks to understand their interests,
influence, and possible impact on the project's success, allowing for more effective
communication, engagement, and stakeholder relationship management
throughout the project lifetime.
 STAKEHOLDER POWER INTEREST IMPACT

PROJECT SPONSOR High High High

PROJECT MANAGER High High High

DEVELOPMENT TEAM Medium High High

QUALITY ASSURANCE Medium High High

END-USERS Medium High High

FUTURE DEVELOPERS Low High Medium

Table 11 Stakeholder Analysis

For each stakeholder categorization:

• Power: Level of influence they have over the project.

• Interest: Degree of concern they have about the project's outcome.
• Impact: Potential effect they can have on the project (positive or negative).

4. Stakeholder Engagement Strategy

Stakeholder Engagement Strategy in stakeholder management is identifying and
systematically involving appropriate stakeholders in decision-making processes. This
ensures that their interests and concerns are addressed, promoting cooperation, support,
and project success.

Project Sponsor:
• Regular meetings, project updates, key decision involvement.
Project Manager
• Daily stand-ups, weekly project reviews, risk management sessions.
End-Users:
• Training sessions, user manuals, feedback surveys.
Future Developers:
• Workshops, research collaborations, access to project data.
 Development Team:
• Technical workshops, code reviews, progress demos.

Quality Assurance:
• Regular testing cycles, bug tracking meetings, quality reviews.

5. Stakeholder Communication Plan

Project Sponsor:
• Monthly meetings, project status reports.
Project Manager
• Daily stand-ups, weekly project reviews, detailed project plans.
Quality Assurance
• Bi-weekly testing meetings, quality assurance reports.
Development Team
• Weekly technical meetings, progress reports.
End-Users:
• Training sessions, user manuals.
Future Researchers:
• Quarterly workshops, research publications.

6. Monitoring and Evaluation

• Stakeholder Satisfaction Surveys: Conducted after training sessions to gather

feedback and measure satisfaction levels.
• User Adoption Rates: Monitored to assess the effectiveness of the new
system and identify areas for improvement.
• Feedback Mechanisms: Regularly collected from all stakeholders to refine
communication strategies and address ongoing concerns.
Fig. 23 Stakeholder Satisfaction
PROJECT EXECUTION AND PROJECT PERFORMANCE & CONTROL
PROCUREMENT MANAGEMENT
Introduction
The SMRT project, which is creating a Waste Segregation System for Recyclable and
Non-Recyclable Waste, aims to create a complete and effective waste management system.
Procurement management is an important aspect of project execution since it ensures that
the essential resources, services, and materials are acquired successfully.

Procurement management refers to the procedures and actions required to obtain

products and services from other sources. This includes planning procurement, carrying out
procurement operations, maintaining procurement relationships, and finalizing
procurements. Effective procurement management ensures that the project's objectives are
met by purchasing high-quality resources on schedule and within budget.
Item(s) to be Procured

Fig. 24 Item(s)
 Fig. 25 Labor

Vendor Selection Criteria

• Cost: Competitive pricing for the required quality.

• Quality: High-quality components that meet project specifications.
• Delivery Time: Ability to deliver within the project timeline.
• Reputation: Positive track record and references from previous clients.
• Support and Warranty: Availability of support and warranty for the procured items.

Vendor Information

Fig. 26 Vendor Information

Vendor information in procurement management refers to extensive information on

suppliers or service providers, such as their capabilities, dependability, performance history,
and contact information.

Procurement Schedule

The Procurement Schedule defines the timeframe for purchasing goods and services,
including major milestones and deadlines for procurement operations.

Fig. 27 Procurement Schedule

Procurement Plan Start

• Importance: Establishing a comprehensive procurement plan ensures that all

procurement activities are well-coordinated and aligned with project timelines and
objectives.

• Activities Involved:
o Defining the procurement requirements.
o Developing a procurement strategy.
o Setting timelines and responsibilities.
o Preparing the procurement documentation.

Vendor Selection

• Importance: Selecting the right vendor(s) is crucial for ensuring that the procured
goods or services meet quality standards and are delivered on time.
• Activities Involved:
o Issuing requests for quotations (RFQs). (Refer to Fig. 26 Request for Quote
Template)
o Negotiating terms and conditions with the shortlisted vendors.
o Finalizing the vendor selection and notifying the selected vendor(s).

Contract Awarded

• Importance: Formalizing the contract ensures that both parties have a clear
understanding of their responsibilities, the scope of work, delivery timelines, and
payment terms. It provides a legal basis for the transaction and serves as a reference
point in case of disputes. (Refer to Figure 27, 28, & 29 Contract Page 1, 2, & 3)
• Activities Involved:
o Reviewing and finalizing the contract details.
o Signing the contract by authorized representatives of both parties.
o Communicating the contract details to relevant stakeholders.

Pick Up Goods/Services

• Importance: Timely pick up of goods or services is essential to keep the project on

schedule and avoid delays.
• Activities Involved:
 o Coordinating with the vendor to arrange the pick-up.
o Ensuring that the pick-up is done at the correct location and time.
o Verifying that the picked-up items match the order specifications.
o Documenting the receipt of goods or services.

Inspection and Acceptance

• Importance: Ensuring that all picked-up items or services meet the required
standards before making the final payment helps in maintaining quality control and
protecting the project from substandard deliveries.
• Activities Involved:
o Inspecting the picked-up goods or services.
o Testing and verifying that they meet the project's specifications and quality
standards.
o Documenting any discrepancies or defects.
o Formally accepting the goods or services if they meet the requirements or
rejecting and requesting replacements/adjustments if they do not.
o Updating inventory or project documentation to reflect the acceptance.

Payment

• Importance: Ensuring timely payment maintains good vendor relationships and

fulfills contractual obligations.
• Activities Involved:
o Processing the payment as per the agreed terms in the contract.
o Verifying that all necessary documentation, such as invoices and delivery
receipts, is in order.
o Notifying the vendor of the payment completion.
Request for Quote Template

Fig. 28 Request for Quote Template

A Request for Quote (RFQ) is a standardized form that requests price quotes from potential
suppliers for specified goods or services.
Service Contract Template

This Service Contract Agreement outlines the terms and conditions under which
services will be provided by the contractor to the client. It defines the scope of work, payment
terms, responsibilities, and other essential details to ensure mutual understanding and
satisfaction.

Fig. 29 Service Contract Template Page1

Fig. 30 Service Contract Template Page 2
Fig. 31 Service Contract Template Page 3
PROJECT EXECUTION AND PROJECT PERFORMANCE & CONTROL

CHANGE MANAGEMENT PLAN

Introduction

A Change Management Plan is a strategic document that outlines the steps and processes
necessary for managing and implementing changes within an organization. Its primary goal is to
ensure that changes are carried out smoothly, effectively, and with minimal disruption to business
operations. The Change Management Plan records and monitors the essential details needed to
successfully handle project changes from the beginning to the end of the project. This plan is
developed during the project's Planning Phase. It is designed for the project manager, project team,
project sponsor, and any senior leaders whose backing is crucial for the plan's execution.

Change Request Process Flow Requirements

The Change Request Process Flow Requirements in a Change Management Plan describe the
methodical methods for submitting, assessing, and approving change requests within a project. It
defines the criteria, roles, and duties for managing change, ensuring that changes are fully evaluated
and executed in accordance with project objectives.

Fig. 32 Change Request Process Flow Requirements

Roles and Responsibilities

1. Submitter:
• Initiates change requests by filling out the CR Form.
2. Project Manager:
• Receives and logs CRs.
• Facilitates the evaluation and authorization processes.
• Presents change requests to the Change Control Board (CCB) for review and approval.
3. Project Team:
• Reviews and evaluates CRs.
• Develops solutions and proposes changes.
• Implements approved changes.
4. Change Control Board (CCB):
• Reviews and assesses the impact of proposed changes on project scope, schedule, and
budget.
• Makes decisions regarding the approval, rejection, or deferral of proposed changes.
• Ensures that changes align with project objectives and stakeholder requirements.
• Provides oversight and governance of the change management process.
5. Stakeholders:
• Provide input and feedback on proposed changes.
• Approve changes as needed, based on their impact on project objectives and stakeholder
interests.

Change Management Form

A change request typically initiates the change control process. This request can come from
stakeholders seeking new features, the need to fix issues that arise during the execution phase,
upgrades, or various other reasons. Regardless of the source or nature of the change, change control
assesses its value and determines how to feasibly implement it.
Fig. 33 Change Request Form
Change Management Log

Once a change has been identified and approved, it's crucial to have a robust change
management logging system in place to track the change throughout its lifecycle.

Fig. 34 Change Management Log

1. Documentation and Accountability

• Change management logging provides a centralized repository for documenting all changes,
including their initiation, approval status, implementation details, and outcomes.
• It establishes accountability by recording who initiated the change, who approved it, and who
is responsible for its implementation.

2. Tracking Progress and Schedule

• Change management logging enables project managers and stakeholders to track the progress
of each change against the planned schedule.
• It helps identify any delays or bottlenecks in the change implementation process, allowing for
timely interventions to keep the project on track.

3. Resource Allocation

• By logging changes, organizations can effectively allocate resources, such as personnel, time,
and budget, to ensure that changes are implemented efficiently and within the allocated
constraints.

4. Risk Management

• Change management logging facilitates risk management by documenting potential risks

associated with each change and tracking the effectiveness of risk mitigation measures.
• It allows stakeholders to assess the impact of changes on project timelines, budgets, and
resources and make informed decisions to mitigate risks proactively.
•
5. Communication and Transparency

• A change management log serves as a communication tool, providing stakeholders with

visibility into the status of changes and their impact on project deliverables.
• It promotes transparency by ensuring that all relevant parties have access to up-to-date
information about the changes being implemented.

Change Control Process

The Change Control Process is a systematic technique to controlling changes to project scope,
timeline, or resources. It entails seeking, analyzing, authorizing, and implementing modifications in a
controlled way to reduce risks and ensure project alignment with objectives.

Step Description
Generate CR A submitter fills out a CR Form and submits it to the Project Manager.

Log CR Status The Project Manager records the CR in the CR Log and updates its status as
it progresses through the CR process.
Evaluate CR Project team will review the CR, estimate the level of effort required to
implement it, and develop a proposed solution for the suggested change.
Authorize Obtain approval to proceed with incorporating the suggested change into
the project.
Implement If approved, make the necessary adjustments to implement the requested
change and update the submitter and other stakeholders on the CR status.

Update Change Log Any updates regarding the change, including approvals, implementation
progress, and completion status, are recorded in the Change Log.

Communication Regular updates are provided to stakeholders on the status of CRs.

Table. 12 Change Control Process

PROJECT CLOSE-OUT
TRANSITION PLAN

Introduction
The Transition Plan outlines the process and activities required to transition the
project from the implementation phase to operational status. It ensures that all aspects of
the project are effectively handed over to the operational teams, and that all stakeholders
are prepared for the project's conclusion.
Workforce Transition:

Workforce transition ensures that the project team and operational teams are well-prepared for their
new roles and responsibilities in managing the Waste Management System. This process helps
maintain continuity and efficiency as the project moves from development to operational phases.

• Staff Reassignment: Plan for reassigning project team members to new roles within the Waste
Management System implementation team or other relevant projects. This ensures that
experienced staff continue to contribute their expertise to the project or to other areas where
their skills are needed.
• Training and Support: Provide necessary training to operational teams on how to operate and
maintain the Waste Management System effectively, leveraging machine learning technology.
This training helps ensure that the teams are competent in using the system and can handle
any issues that arise.
• Communication: Conduct regular updates and meetings to keep the workforce informed of
the transition progress and address any concerns or questions they may have. Clear
communication helps ensure that everyone is on the same page and that any potential issues
are addressed promptly.
Knowledge Transfer:

Knowledge transfer is essential to ensure the operational teams are fully prepared to manage and
maintain the Waste Management System effectively. This involves sharing important information and
skills developed during the project with those who will be responsible for its ongoing use.

• Knowledge Sharing Sessions: Conduct sessions to transfer critical knowledge from the project
team to the operational teams, focusing on the operation and maintenance of the Waste
Management System. These sessions help ensure that the operational teams understand how
to use the system properly and can troubleshoot any issues that may arise.
• Documentation: Provide detailed documentation of the Waste Management System's
processes, decisions, and lessons learned, ensuring that operational teams have access to
valuable insights for efficient system management. This documentation serves as a reference
guide, helping teams understand the system's functionality and any important decisions made
during the project.
Intellectual Property:
In the context of our project, which introduces an innovative Waste Management System
empowered by machine learning technology, Intellectual Property (IP) refers to the unique
creations and innovations developed during the project. This includes the machine learning
algorithms that differentiate between Recyclable and Non-recyclable waste, the software and
models used to classify waste materials in real-time, and any IoT solutions designed for waste
management using Arduino equipment.
• IP Handover: Ensure all intellectual property developed during the project, such as algorithms,
software, and IoT designs, is formally transferred to the client or appropriate stakeholder. This
process includes documenting and transferring ownership rights, ensuring the client or
stakeholder can utilize, modify, and benefit from the IP without legal issues.
• Documentation: Provide comprehensive documentation of all IP elements, including detailed
descriptions of the machine learning models, software architecture, IoT configurations, and
any other technological innovations. This ensures that the client or stakeholder has all
necessary information to maintain, use, and further develop the technology.

Lesson Learned Template

The lesson learned template provided offers a structured approach for capturing
insights gleaned throughout a project's duration. Each entry includes key details such as the
date, event description, impact (positive/negative), recommendations for improvement,
actions taken, responsible owner, due date for resolution, and status. In the examples
provided, issues such as incomplete documentation leading to confusion during deployment
and lack of vendor communication resulting in delays are identified, along with corresponding
recommendations and actions taken for resolution. This is just a sample and will be updated
as needed during the transition. (Refer to Figure 33: Lesson Learned Template)

Figure 35: Lesson Learned Template

Implementation Requirements:
• Operational Readiness: Ensure that operational requirements for the Waste Management
System are met, including infrastructure setup and training. This preparation is essential to
facilitate a smooth transition to operational use, ensuring that all components are functioning
correctly and that the operational teams are ready to manage and maintain the system
effectively.

Operation Readiness Template

This checklist ensures that all necessary steps are completed for the successful transition
and operation of the Waste Management System. It covers infrastructure setup, training,
quality assurance, and documentation to ensure the system is ready for use. This is just a
sample and will be updated as needed during the transition. (Refer to Figure 34: Operational
Readiness Template)

Figure 36: Operational Readiness Template

Schedule:

A well-structured schedule is essential for the successful transition from project development to
operational use of the Waste Management System. It helps ensure that all necessary activities are
completed in a timely manner, maintaining project progress and minimizing disruptions.

• Transition Timeline: Develop a detailed schedule outlining all transition activities, including
training sessions, system setup, and handover of responsibilities. Each activity should have
specific deadlines aligned with the project's overall timeline. This ensures that the transition
progresses smoothly and according to plan.
• Milestones: Identify key milestones for the transition process and ensure they are met on
time. These milestones mark significant achievements or stages in the transition, such as
completion of training sessions or system setup. Meeting these milestones is crucial for
tracking progress and ensuring that the transition stays on schedule.
PROJECT CLOSE-OUT
PROJECT CLOSE-OUT ACTIVITIES
Ensuring a smooth transition and completing all project tasks is vital for consolidating
achievements, finalizing deliverable acceptance, and gathering insights for future waste
management endeavors with innovative technologies.
Confirming Work Completion
• Verification: Ensure that all project work, including the development and implementation of
the Waste Management System, has been completed in accordance with the project plan,
aligning with our goal of optimizing waste management processes.
• Inspection: Conduct thorough inspections and reviews to ensure that the Waste Management
System meets the required standards and is ready for operational use, reflecting our
commitment to delivering high-quality solutions.

Finalizing All Activities

• Task Closure Checklist: Ensure that all project tasks related to system development, training
sessions, and setup are finalized, marking the completion of project activities aimed at
achieving our waste segregation objectives. This is just a sample and will be updated as
needed. (Refer to Figure 35: Task Closure Checklist Template)
• Pending Issues: Resolve any pending issues or activities related to system deployment or
operational readiness to prevent any delays in the project close-out phase.

Figure 37: Task Closure Checklist Template

Formalizing Acceptance
• Stakeholder Approval: Obtain formal acceptance from stakeholders for the Waste
Management System deliverables, ensuring alignment with stakeholder expectations and
project goals of reducing landfill waste and environmental pollution.
• Acceptance Documentation: Document the formal acceptance of the Waste Management
System by stakeholders, providing a record of project success and accomplishment of project
objectives. This is just a sample and will be updated as needed. (Refer to Figure 38: Acceptance
Criteria Template)

Figure 38: Acceptance Criteria Template

Handing Over Deliverables
• Transfer of Ownership: Ensure that ownership of the Waste Management System and its
components is formally transferred to the client or appropriate stakeholders, facilitating their
responsibility for system management and operation.
• Receipt Acknowledgement: Obtain acknowledgment of receipt from stakeholders,
confirming the successful handover of the Waste Management System and its deliverables.
This is just a sample and will be updated as needed. (Refer to Figure 39: Receipt
Acknowledgement Template)

Figure 39: Receipt Acknowledgement Template

Documenting Lessons Learned

• Experience Logging: Document experiences and lessons learned throughout the project,
capturing insights into the development and implementation of the Waste Management
System to inform future projects (refer to Figure 35: Lesson Learned Template).
• Future Reference: Ensure that documented lessons learned are accessible for future waste
management initiatives, enabling continuous improvement and knowledge sharing within the
organization.

Archiving Project Documents

• Organizing Documents: Organize and store all project documents, including system designs,
training materials, and operational guidelines, systematically for easy reference and future
use.
• Historical Purposes: Archive project documents for historical purposes, preserving project
history and providing a reference for similar waste management projects in the future.
Closing Out Contracts
• Contract Completion: Complete and settle all terms of contracts related to the project,
ensuring contracts are formally closed, safeguarding the interests of all parties involved. This
is just a sample and will be updated as needed. (Refer to Figure 40: Contract Completion
Template)

Figure 40: Contract Completion Template

Conducting Post-Project Evaluation
• Performance Review: Review the project’s performance against the original objectives of
optimizing waste management processes and reducing environmental pollution, assessing
achievements and identifying areas for improvement in future waste management initiatives.
This is just a sample and will be updated as needed
• Improvement Areas: Identify areas for improvement, based on insights gained from the
project, to enhance the effectiveness and efficiency of future waste management projects and
initiatives.

Figure 41: Post-Project Evaluation Template

 Appendices

Appendix A: Minutes of the Meetings (Client)

Date Participants Agenda

May 14, 2024 • Celso Natividad • Discuss the project
(Client) proposal for the
• John Samuel Sañada waste management
• John James Tabulao system.
• Jeric Mangrobang • Sign the Project
• Weynard Ramilo client approval

Appendix B: Minutes of the Meetings (Project Adviser)

Date Participants Agenda

04/11/2024 • Mrs. Carolyn M. • Discuss of selection
Samonteza of the project
• John Samuel Sañada proposal
• John James Tabulao
05/01/2024 • Mrs. Carolyn M. • Discuss all the
Samonteza documentation and
• John Samuel Sañada finalize
• John James Tabulao
• Jeric Mangrobang
• Weynard Ramilo
05/21/2024 • Mrs. Carolyn M. • Check the cost, risk
Samonteza and human resource
• John Samuel Sañada management
• John James Tabulao
• Jeric Mangrobang
• Weynard Ramilo
06/03/2024 • Mrs. Carolyn M. • Checking all the
Samonteza documents that
• John Samuel Sañada must be complete
• John James Tabulao
• Jeric Mangrobang
• Weynard Ramilo
06/13/2024 • Mrs. Carolyn M. • Checking the
Samonteza documents and
• John Samuel Sañada presentation
• John James Tabulao
 • Jeric Mangrobang • Finalize the
• Weynard Ramilo presentation for the
defense

Appendix C: Minutes of the Meetings (Professor)

Date Participants Agenda

04/05/2024 • Mr. Bernardino B. • Brief overview in
Roda Project Charter
• John Samuel Sañada • Checking and
• John James Tabulao selecting of project
• Jeric Mangrobang proposals
• Weynard Ramilo
04/12/2024 • Mr. Bernardino B. • Discuss about Scope
Roda Management
• John Samuel Sañada
• John James Tabulao
• Jeric Mangrobang
• Weynard Ramilo
04/19/2024 • Mr. Bernardino B. • Discuss about Scope
Roda Management
• John Samuel Sañada
• John James Tabulao
• Jeric Mangrobang
• Weynard Ramilo
05/10/2024 • Mr. Bernardino B. • Discuss about cost
Roda management
• John Samuel Sañada • Discuss about the
• John James Tabulao revision of paper and
• Jeric Mangrobang new project title
• Weynard Ramilo
05/17/2024 • Mr. Bernardino B. • Discuss about HR &
Roda Comm management
• John Samuel Sañada • Checking of cost
• John James Tabulao management
• Jeric Mangrobang
• Weynard Ramilo
05/24/2024 • Mr. Bernardino B. • Discuss about Risk
Roda management
• John Samuel Sañada • Checking of HR &
• John James Tabulao Comm management
• Jeric Mangrobang
• Weynard Ramilo
05/31/2024 • Mr. Bernardino B. • Discuss about
Roda Quality management
• John Samuel Sañada
• John James Tabulao
• Jeric Mangrobang
• Weynard Ramilo
06/03/2024 • Mr. Bernardino B. • Consultation with
Roda Prof
• John Samuel Sañada • Checking of all
• John James Tabulao documents
• Jeric Mangrobang
• Weynard Ramilo

Appendix D: Minutes of the Meetings (Team)

Date Participants Agenda

04/03/2024 • John Samuel Sañada • Selecting project
• John James Tabulao proposal
• Jeric Mangrobang
• Weynard Ramilo
04/08/2024 • John Samuel Sañada • Creating Project
• John James Tabulao Charter for our topic
• Jeric Mangrobang called Waste
• Weynard Ramilo Management
04/13/2024 • John Samuel Sañada • Brainstorming of
• John James Tabulao scope management
• Jeric Mangrobang and time
• Weynard Ramilo management in
waste management
system
04/20/2024 • John Samuel Sañada • Editing documents
• John James Tabulao • Reviewing paper
• Jeric Mangrobang • Create a
• Weynard Ramilo presentation for
defense
• Control scope inputs
05/16/2024 • John Samuel Sañada • Create a cost
• John James Tabulao management
• Jeric Mangrobang
• Weynard Ramilo
05/18/2024 • John Samuel Sañada • Finalize cost
• John James Tabulao management
• Jeric Mangrobang
 • Weynard Ramilo • Create HR and
Comm Management
05/23/2024 • John Samuel Sañada • Finalize HR and
• John James Tabulao Comm Management
• Jeric Mangrobang • Create Risk
• Weynard Ramilo Management
05/25/2024 • John Samuel Sañada • Finalize the Risk
• John James Tabulao Management
• Jeric Mangrobang • Create Quality
• Weynard Ramilo Management
05/27/2024 • John Samuel Sañada • Create a stakeholder
• John James Tabulao management
• Jeric Mangrobang
• Weynard Ramilo
05/30/2024 • John Samuel Sañada • Revisions of
• John James Tabulao document and
• Jeric Mangrobang presentation
• Weynard Ramilo • Create procurement
management

Appendix E: Minutes of the Meetings (Panelist)

Date Participants Agenda

05/03/2024 • John Samuel Sañada • Midterm
• John James Tabulao Presentation
• Jeric Mangrobang • Feedback,
• Weynard Ramilo comments and
suggestions from the
panel