Project title: The Research on the implementation of AI into business operation of tED

English Centre

1. Project life cycle and objectives

1. Project life cycle

The project life cycle is a systematic framework commonly employed to depict the distinct
phases of a project from initiation to completion (William, 1996). This approach, developed by
the Project Management Institute, is crucial as it offers a structured guide for project managers to
navigate each stage of the project, ensuring that all essential steps are followed to achieve
successful outcomes. There are five key stages: Initiation, Planning, Execution, Monitoring and
Closure.

1. Initiation

At this phase, the involved activities are defining the objectives, organising resources and
determining the scope of the project. The project manager will have a broader perspective of the
upcoming tasks in the researching process (Kerzner, 2018). The impact of the initiation phase is
considerable because it sets the foundation for what the project aims to achieve, as well as
aligns stakeholders' expectations and ensures that the project goals are well understood and
agreed upon (Siriram, 2022)

As a project manager developing a project management plan, this phase is where I need to
research and deepen my understanding of AI, along with how it's applied in various business
activities. This foundational knowledge will be essential for successfully executing the project.
Next, I must establish clear goals for the project to guide my decisions and ensure I stay on track.
The objectives I’ve set (outlined in section 1.3) will also help me determine the necessary
resources, including both human and financial resources, to meet the project's needs.

2. Planning

After obtaining a project overview, a more detailed plan is developed. This phase involves
breaking down each work item into smaller, specific tasks. Common elements include assessing
resource availability, budgeting, defining milestones, setting deadlines, and establishing a
stakeholder communication strategy. Risk assessment and mitigation strategies are incorporated
to address potential challenges that may arise during the next phase of the project — execution.
This detailed planning phase serves as a roadmap for the project, ensuring all aspects are
considered and accounted for before implementation begins (Pinto & Slevin, 1988).

At this stage, I need a detailed plan. I will create a work breakdown structure (WBS) and Gantt
chart to clearly visualise the tasks and avoid confusion during the implementation process.
Developing a cost estimate table, setting quality evaluation criteria, and establishing a risk
control strategy are crucial to keep the project on track. To aid my planning process, I'll consider
key questions such as:

 Will this project require primary or secondary data?

 What is the specific budget for data collection?

 How will we handle strong objections from stakeholders?

 Are the evaluation criteria sufficient to assess the project's performance?

These questions will help refine my approach and ensure a comprehensive planning process.

3. Execution

The execution phase in the project life cycle is where the project plan is put into action, and the
project team works to deliver the project's objectives (William, 1996). During this phase, all
tasks and activities outlined in the planning stage are carried out to produce the project's intended
outcomes, transforming theoretical plans into tangible results (Kerzner, 2002). Effective
coordination of resources and team members is essential to ensure that the project proceeds
according to schedule and within the allocated budget (Kendrick, 2013).

I will need to continuously update information about the business activity that applies AI to the
process (in this case, the application of AI in teaching and class management). This ensures no
important information is missed while minimising the risk of incorrect or missing data. The goal
is to maintain the quality of the project output — recommendations for the chosen business and
other businesses involved in similar operations. At this stage, I will conduct interviews with
representatives of tED English Centre to update information about their AI application activities
in the teaching process. This is also the time to distribute the questionnaire to project
stakeholders (in this case they are tED’s students) to collect information and data, which will
then inform the development of the stakeholder communication plan.

4. Monitoring

The main tasks in this phase include: tracking progress, performance assessment, issue
identification and adjustments and corrective actions. Regularly monitoring project milestones
and deliverables is essential to verify that they are being met as intended. Continuous evaluation
ensures the project remains on track to achieve its goals, while also identifying any deviations
from the plan. By spotting potential problems early, proactive management can be employed to
address issues before they escalate into major challenges. Based on the monitoring data,
necessary adjustments can be implemented to keep the project aligned with its objectives and
ensure successful outcomes (Mithileni, 2022).

In publicising and distributing the questionnaire to stakeholders, it is easy to encounter risks such
as applicants intentionally providing false information or the group of subjects filling out the
questionnaire is not representative enough for a group of stakeholders, leading to biassed survey
results. The same applies to conducting in-depth interviews, where the interviewee may decline
to provide additional information or choose to discontinue cooperation unilaterally. Therefore, I
need to closely monitor during this stage to be able to recognize risks and find solutions as soon
as possible. I can also provide solutions to deal with impossible or unexpected situations to
increase the flexibility of my problem-solving process through continuous monitoring,
evaluation and feedback.
 5. Closure

This is the final stage of the project life cycle and also the end of project activities. At this stage,
it is necessary to ensure that all aspects of the project are completed, documented, and
communicated effectively to stakeholders. Key activities include delivering final outputs to
stakeholders, documenting relevant information such as project objectives and lessons learned,
and conducting a comprehensive evaluation of the project's performance against its initial goals
(Wilson, 2014).

Upon reaching the final stage of the project, following the completion of all four preceding
phases, I will deliver the project’s outcomes to tED English Centre. These deliverables consist of
actionable recommendations that can be implemented to finalise their product. Additionally, I
will compare the project results with the initial objectives and assess the extent to which the
project goals have been achieved.

Furthermore, I will reflect on the new insights and lessons gained throughout the project and
provide a comprehensive evaluation of the entire process. This stage also presents an opportunity
to leverage the research findings as a foundation for future projects, contributing to continued
development and improvement.

2. Company introduction

tED is an English centre established in late 2022, providing basic English courses and IELTS
preparation courses at each level. Teaching and management activities are carried out online
through two main platforms: Google meet and Google classroom. Due to the high calibre of the
courses offered and the efficacy of promotional efforts on social media platforms, there has been
a notable surge in student enrollment, consequently resulting in substantial revenue growth.
Nevertheless, accompanying this issue is the overload of business management and operation
when existing online platforms (Google meet & Google classroom) reach their limitations in
meeting business requirements and ensuring customer contentment due to the predominant
reliance on human intervention. Consequently, despite tED being a modest enterprise, its board
of directors has opted to create software incorporating artificial intelligence to bolster business
functions.
As of the current date (October 8, 2024), the development of this AI-infused software is nearing
completion and is preparing to enter the testing phase. At this stage, the management board
begins to question the extent to which artificial intelligence will be integrated into business
operations and the degree to which human involvement will be preserved. This project
management plan aims to delve further into the AI initiatives undertaken by the company,
offering insights into its implementation strategies, while also exploring potential solutions or
recommendations to enhance the operations of tED.

3. Project objectives of The Research on the implementation of AI into business operation

of tED English centre

 Define the concept of AI of the organization

 Determine the functions of AI to the organisation in specific and the foreign language
educational businesses as a whole

 Discover the expectations of organisation in the potential benefits of integrating AI into

business operation

 Discover the challenges of integrating AI into business operation

 Recommendations for tED English Centre and other businesses engaged in similar
activities

2. WBS and Gantt chart

Milestone

Milestone Start date Finish date

Choosing the specific company to conduct a research 11/9/2024 12/9/2024

Project Management Plan finished 24/9/2024 28/10/2024

Literature review finished 1/11/2024 19/11/2024

Data collection & analysis finished (using both qualitative and 26/11/2024 2/12/2024
quantitative method)
Finalise and submission finished 6/12/2024 7/12/2024

3. Resource and cost unit expected cost/unit/total

4. Risk management
 5. Quality management

Project Description Deliverables criteria Quality control

Deliverables activities

WBS & Gantt + Clear task + Examine the WBS to

chart definition: Define ensure that each task is
each task in a way that broken down
is clear, specific, and sufficiently, making it
measurable, ensuring easy to assign and
all necessary tasks are manage effectively.
included
+ Verify each task
+ Alignment: WBS against the project
and Gantt chart must scope and objectives to
be consistent with each ensure it is complete
other, avoid any and clearly defined.
discrepancies between
+ Clearly specify the
WBS and Gantt chart.
start and end dates for
+ Task duration and each task
dependencies: Tasks
+ Perform a timeline
that must be completed
review to confirm that
before others can begin
the schedule aligns
+ Timeline accuracy: with project deadlines
Make sure the overall and that there is a
project timeline is buffer for unforeseen
realistic by accounting delays.
for task durations,
 dependencies, and
available resources.

Resource & + Clear resource + Ensure that resource

expected cost table categorisation: types are consistently
Catergorise by type categorized across the
and specify their roles table
or functions within the
+ Ensure that each
project.
resource has an
+ Assigned assigned owner to
responsibility: avoid confusion and
Identify the individuals maintain
or teams accountable accountability.
for managing or
utilizing each resource.

Risk & quality + Identification: + Conduct

management plan Identify the risks that brainstorming sessions,
the project may expert consultations,
encounter and the and stakeholder
criteria for evaluating interviews to ensure a
project deliverables. thorough risk
identification process
+ Monitoring &
control: Set up a + Hold regular risk
system for continuous review meetings and
risk and quality keep the risk register
monitoring, with updated, ensuring it is
regular updates to the shared with relevant
risk register and
 tracking of mitigation stakeholders.
effectiveness.

Overview of used + Clear data analysis: + Expert/Professional

research Explain why these evaluation: Have a
methodology methods were chosen methodology expert
and how they review the analytical
contribute to techniques to confirm
answering the research their appropriateness.
questions In this case, they are
the MSBP lecture
+ Clear data
teacher and MSBP
collection method:
tutor teacher.
Specify the tools or
instruments used and + Summarise and
provide information on retain key
the sampling strategy information for
research: Focus on
+ Validity and
preserving essential
reliability: Discuss the
information while
steps taken to ensure
avoiding the inclusion
the accuracy and
of excessive
consistency of the
unimportant or
research methods and
irrelevant details that
findings.
could lead to unclear
+ Ethical data analysis.
considerations:
+ Informed consent
Outline how ethical
audits: Review the
concerns were
consent process to
managed, including
ensure that participants
aspects such as
fully understand the
participant consent,
 anonymity, and data study and their rights.
confidentiality.

Interview + Questions are + Have subject matter

questions and following a logical experts review the
survey order that aids in questions to ensure
questionnaires understanding and they align with research
response goals

+ Questions are + Check questions

neutrally phrased to against the project’s
avoid leading key objectives to
respondents toward ensure alignment
particular answers
+ Ensure that digital
+ Language, versions work across
terminology, and devices and browsers
question format are
suitable for the target
demographic

Interviews with Throughout the + The information + Review the interview

the business project, I will need to gathered from the guide with the
representative to conduct multiple interviews provided interviewee to confirm
collect data interviews to stay updates on the that all relevant topics
informed about the application of AI in the are covered and aligned
company's AI teaching process and with project goals.
implementation in class management, as
+ Use verbal and non-
their teaching well as insights related
verbal cues to
processes, as this is to these activities, such
encourage open
the central focus of as student responses
communication, and
the project. It is and work efficiency.
summarise key points
essential to ensuring + The interview during the interview to
that the atmosphere is verify understanding.
representative feels consistently kept at a
+ Always show
respected and valued, comfortable level:
appreciation and
while fostering a Ensuring that neither
thankfulness to the
positive and party feels stressed or
representative
professional pressured.
relationship between
+ Active listening and
both parties.
engagement: Maintain
active listening
throughout the
interview, allowing the
interviewee to provide
in-depth insights,
while staying focused
on the interview
objectives.

+ Clear interview
objectives: Develop a
detailed interview
guide outlining the key
topics, questions, and
objectives for each
interview.

+ Structured
interview process:
Implement a structured
format for the
interview, ensuring
that all necessary data
 is gathered while
allowing flexibility for
open-ended responses

Risk & quality + Identification: + Conduct

management plan Identify the risks that brainstorming sessions,
the project may expert consultations,
encounter and the and stakeholder
criteria for evaluating interviews to ensure a
project deliverables. thorough risk
identification process
+ Monitoring &
control: Set up a + Hold regular risk
system for continuous review meetings and
risk and quality keep the risk register
monitoring, with updated, ensuring it is
regular updates to the shared with relevant
risk register and stakeholders.
tracking of mitigation
effectiveness.

Interviews with Throughout the + The information + Review the interview

the business project, I will need to gathered from the guide with the
representative to conduct multiple interviews provided interviewee to confirm
collect data interviews to stay updates on the that all relevant topics
informed about the application of AI in the are covered and aligned
company's AI teaching process and with project goals.
implementation in class management, as
+ Use verbal and non-
their teaching well as insights related
verbal cues to
processes, as this is to these activities, such
encourage open
the central focus of as student responses communication, and
the project. It is and work efficiency. summarise key points
essential to ensuring during the interview to
+ The interview
that the verify understanding.
atmosphere is
representative feels
consistently kept at a + Always show
respected and valued,
comfortable level: appreciation and
while fostering a
Ensuring that neither thankfulness to the
positive and
party feels stressed or representative
professional
pressured.
relationship between
both parties. + Active listening and
engagement: Maintain
active listening
throughout the
interview, allowing the
interviewee to provide
in-depth insights,
while staying focused
on the interview
objectives.

+ Clear interview
objectives: Develop a
detailed interview
guide outlining the key
topics, questions, and
objectives for each
interview.

+ Structured
interview process:
Implement a structured
 format for the
interview, ensuring
that all necessary data
is gathered while
allowing flexibility for
open-ended responses

Stakeholders The survey must be + The number of + Identify the

collected data designed to ensure questions should be stakeholders of this
from survey respondents feel kept to a reasonable project: Identifying
comfortable and limit while ensuring stakeholders will
voluntary, as this will the content is sufficient enable me to design a
enhance the accuracy to extract valuable more detailed and high-
of the results (Rea & information from quality questionnaire.
Parker, 2014). Avoid respondents. If the The questions will be
pressuring questionnaire is overly tailored to effectively
respondents to lengthy, respondents gather the desired
participate or may feel overwhelmed information from these
influencing their and be more likely to individuals.
answers. decline participation
+ Encourage and
Additionally, refrain (Fosnacht, Sarraf,
remind stakeholder
from using yes-or-no Howe & Peck. 2017).
groups to complete
questions, as they
+ The number of the questionnaire:
limit the depth of
participants Send daily reminders if
data collected.
completing the the time limit is short,
questionnaire must be or weekly reminders
sufficient to accurately for longer time frames.
represent the
stakeholders. A limited
sample size may yield
results that are
 inadequate for
evaluating the entire
group of stakeholder
(Davis, 2016)

+ It is essential to
achieve the minimum
required number of
responses within the
predetermined time
frame. Avoid
extending the deadline,
as this could impact
the overall progress of
the project.

Literature review To offer a + The alignment + Carefully review

comprehensive between existing research articles before
overview of the use academic research and conducting a literature
of AI in education, it my topic must be as review to avoid
is essential to strong as possible to selecting studies that
synthesise existing ensure relevance. are unrelated to the
research and relevant Engaging with studies topic or field of
scientific reports on on unrelated topics interest.
the subject. should be avoided to
+ Find research papers
Examining studies prevent inefficiencies
and academic journals
from related fields and the potential
from reputable sources
will provide a clearer misallocation of time.
such as Google Scholar
contextual
+ The research must be or ResearchGate
foundation, enabling
sourced from
readers to better
reputable, scholarly
understand and
 conceptualise the sources, avoiding non-
focus of my research. academic materials
such as blogs or social
media posts.

Final report + Clarity: Ensure that + Avoid overly

the language is clear, complex sentences, or
concise, and easily ambiguous statements
understood by the to make the report
audience. complicated and
difficult to understand.
+ Accuracy: Ensure
that all facts, data, and + Cross-check data
references are accurate with original sources,
and correctly presented verify collected
information, and ensure
+ Consistency:
that all cited materials
Maintain consistency
are properly referenced
in style, format,
and factually correct.
terminology, and the
use of headings + Maintain and
throughout the report. organise work items
following WBS and
+ Completeness:
Gantt chart
Ensure that all sections
of the report + Use a checklist to
(introduction, literature verify that all necessary
review, methodology, sections are included
results, discussion, and each addresses the
conclusion) are fully appropriate content.
developed and cover
+ Remove extraneous
all required aspects of
or irrelevant
the research.
+ Relevance: Focus information, ensuring
only on information, that each section
data, and analysis that contributes
are directly relevant to meaningfully to the
the research questions overall purpose of the
and objectives report.

+ Depth of analysis: + Review the depth of

Provide a thorough and discussion, ensuring
in-depth analysis of the that key findings are
research findings, fully explored and their
addressing implications are
complexities and adequately discussed
nuances of the topic.
+ Use clear headings,
+ Logical structure: subheadings and ensure
Organise the report in that each section is
a logical, easy-to- logically ordered and
follow structure that flows smoothly from
guides the reader one to the next.
through the research
+ Highlight the unique
process and findings.
aspects of the research,
+ Originality: Ensure whether through the
that the report methodology, findings,
contributes new or interpretation, and
insights or perspectives ensure that the work is
on the research topic. not derivative or
redundant.
+ Ethical integrity:
Ensure the report + Review for
maintains high ethical compliance with ethical
standards, including guidelines, ensure
 the proper handling of proper attribution, and
data, respecting run the report through
confidentiality, and plagiarism-checking
avoiding plagiarism. software if necessary

Recommendations These + Problem-solving + Carefully assess

for the business recommendations potential: The recommendation
represent the main recommendations relevance: Critically
outcome of the provided should, at a evaluate the collected
project and will minimum, assist the data to determine the
require the most business in addressing significance and
significant a problem or resolving usefulness of the
investment of time a specific aspect of it. recommendation being
and effort, as they addressed.
+ Based on thorough
will be directly
research: The + Thoroughly review
handed over to the
recommendations information sources:
business. Delivering
should be grounded in Critically analyse
high-quality,
comprehensive academic research,
actionable
research, drawing on business reports, and
recommendations is
prior studies in the survey responses to
essential for the
sector, gathering develop well-informed
success of this
insights from recommendations.
project. If they are
stakeholders, and
effective, the + Draw conclusions
continually updating
business can based on solid
information on the
implement them, and evidence: Rely on the
business’s activities.
the project will not collected results to

only be a success but + Objective make an overall

also serve as a recommendations: assessment or come to

valuable reference The recommendations a conclusion, avoiding

for other must be free from being influenced by
 organisations using emotional bias, personal emotions
AI in education. personal opinions,
Moreover, these prejudices, and
recommendations personal beliefs. Any
will lay the influence from these
foundation for future factors will diminish
projects their value and
effectiveness

6. Stakeholder communication plan

 7. In-brief overview of research methodology

Given the different types of data to be collected, I will employ both quantitative and qualitative
methods. However, the primary approach will be qualitative, as tED is a relatively new and small
business. Conducting in-depth interviews will provide more comprehensive and detailed insights.
A survey will also be administered to tED’s students to gather quantitative data and represent
this stakeholder group. Afterward, I will follow up with in-depth interviews with selected
students to further refine the data, ensuring greater depth and accuracy

1. Quantitative method, its functions in gathering data and its importance to a project

The quantitative method is a systematic approach to data collection and analysis that focuses on
numerical and measurable data. In gathering data, it employs tools such as surveys, experiments,
questionnaires, and statistical records to generate quantifiable information (Nardi, 2018). The
function of this method is to provide objective, precise, and reproducible results, allowing project
managers to identify patterns, trends, and relationships between variables. By using statistical
techniques, it enables the analysis of large datasets, supporting conclusions that can be
generalised to broader populations (Curran & Hussong, 2009).

One effective quantitative technique is distributing questionnaires to gather data from a specific
target group. This method enables the efficient collection of standardized information across a
large sample, facilitating clear comparisons and robust statistical analysis. Questionnaires offer
several advantages as a data collection method. They are cost-effective, efficient for gathering
information from large groups, and provide standardized responses, which simplifies comparison
and analysis (Taherdoost, 2021). However, questionnaires often lack depth, may result in low
response rates, and can be misinterpreted by respondents. They also lack the flexibility to ask
follow-up questions and may be prone to response bias, where participants give socially
desirable answers rather than truthful ones.

This method is especially useful in projects where concrete metrics are needed to measure
performance, assess risks, or validate outcomes.

2. Qualitative method, its functions in gathering data and its importance to a project
The qualitative method is a research approach that focuses on understanding phenomena through
the exploration of non-numerical data, such as experiences, behaviours, and perceptions. Its
primary function in gathering data is to provide in-depth insights into the underlying reasons,
motivations, and context behind people's actions and decisions (Wright & Wright, 2016). This
method uses techniques like interviews, focus groups, observations, and case studies to collect
rich, detailed information. Unlike quantitative methods, which rely on numerical data, qualitative
methods aim to capture the complexity of human experience and are particularly useful for
exploring new or complex issues. The data collected through this method helps in identifying
patterns, themes, and deeper meanings, making it valuable in situations where the goal is to
understand the "why" and "how" behind behaviours and decisions (Hennink, Hutter & Bailey,
2020).

An in-depth interview is a qualitative research technique that involves conducting one-on-one

conversations to collect detailed insights into participants' thoughts, experiences, and
motivations. This method is flexible and particularly effective for exploring complex or sensitive
topics (Moore, 2014). However, it may introduce interviewer bias, result in inaccuracies, and
produce findings with limited generalizability due to the small sample size and varying
communication abilities of participants (Ali &Yusof, 2011)

In addition to quantitative method, this project will primarily focus on qualitative research
methods. Key techniques include conducting in-depth interviews to gather detailed insights from
participants, and closely monitoring the integration of AI into the teaching process over a defined
period. By observing the application of AI in educational process and class management, this
project aims to capture the nuances of its impact on both instructors and students.

8. PMP Evaluation

I will analyze and evaluate the factors of PMP in achieving the project objectives initially stated.
9. Appendix
Details about start and finish date of Gantt Chart

10. Reference list

William, R. D., (1996), “A guide to the project management body of knowledge”, pp. 11-13

Kerzner, H., (2018), “Project management best practices: Achieving global excellence”, John
Wiley & Sons.

Siriram, R., (2022), “Inter-Organizational Integration, Transition, and Collaboration in the

Project Front-End, and Project Initiation Phase”, Project Management-New Trends and
Applications, IntechOpen.

Pinto, J. K. & Slevin, D. P., (1988), “Critical success factors across the project life cycle:
definitions and measurement techniques”, Project Management Journal, 19(3), pp. 67-75
Kerzner, H., (2002), “Strategic planning for project management using a project management
maturity model”, John Wiley & Sons.

Kendrick, T., (2013), “The project management tool kit: 100 tips and techniques for getting the
job done right”, HarperChristian+ ORM.

Mithileni, S. A., (2022), “Exploring the project management monitoring and control process in
the ‘Working for Water Programme’”, Doctoral dissertation, North-West University (South
Africa).

Wilson, R., (2014), “A comprehensive guide to project management schedule and cost control:
methods and models for managing the project lifecycle”, Pearson Education.

Rea, L. M. and Parker, R. A., (2014), “Designing and conducting survey research: A
comprehensive guide”, John Wiley & Sons.

Fosnacht, K., Sarraf, S., Howe, E. and Peck, L.K., (2017), “How important are high response
rates for college surveys?”, The Review of Higher Education, 40(2), pp.245-265.

Davis, K., (2016), “A method to measure success dimensions relating to individual stakeholder
groups”, International Journal of Project Management, 34(3), pp.480-493.

Nardi, P. M., (2018), “Doing survey research: A guide to quantitative methods”, Routledge.

Curran, P. J. and Hussong, A. M., (2009), “Integrative data analysis: the simultaneous analysis of
multiple data sets”, Psychological methods, 14(2), p.81.

Taherdoost, H., (2021) “Data collection methods and tools for research; a step-by-step guide to
choose data collection technique for academic and business research projects”. International
Journal of Academic Research in Management (IJARM), 10(1), pp.10-38.

Wright, L. T. and Wright, R., (2016), “Qualitative research. In The Marketing Book, pp. 191-
210, Routledge.

Hennink, M., Hutter, I. and Bailey, A., (2020), “Qualitative research methods”, Sage.

Moore, B. L., (2014), “In-depth interviewing”, In Routledge handbook of research methods in

military studies (pp. 116-128). Routledge.
Ali, A. M. and Yusof, H., (2011), “Quality in qualitative studies: The case of validity, reliability
and generalizability”, Issues in social and environmental accounting, 5(1/2), pp.25-64.