Digital Learning

Purpose: To provide a standardized process for managing special projects that fall outside the typical course development procedures at Southeastern University, ensuring clarity, efficiency, and timely completion.

Scope: This protocol applies to all special projects initiated by the Digital Learning Department, excluding normal course development requests.

Process:

1. Initiation of Special Project

• The requester submits a Special Project Request Form to the Senior Director of Digital Learning.
• The Senior Director reviews the request for approval, considering the project’s alignment with strategic goals, required resources, and timeline.

2. Project Assignment

• Upon approval, the Senior Director assigns the special project to a designated Project Lead within Asana.
• The Asana task includes:
  • Project overview
  • Google Drive folder link for documentation and collaboration
  • Key stakeholders
  • Initial timeline

3. Project Kickoff Meeting

• The Project Lead schedules and conducts a kickoff meeting with all relevant stakeholders within one week of assignment.
• The purpose of the kickoff meeting includes:
  • Clarifying project scope
  • Defining project objectives
  • Establishing clear timelines and deliverables
  • Identifying any technological or instructional support required

4. Project Plan Submission

• Within one week after the kickoff meeting, the Project Lead drafts a detailed Project Plan, including:
  • Key milestones
  • Project timeline with deadlines
  • Required resources and assigned personnel
  • Specific deliverables and quality metrics
• The Project Plan must be approved by the Senior Director.

5. Progress Checkpoints

• Bi-weekly checkpoints are conducted by the Project Lead to ensure adherence to the timeline, identify challenges, and make necessary adjustments.
• Progress updates are documented in Asana and communicated to the Senior Director.

6. Interim Review

• A midpoint review meeting occurs halfway through the scheduled timeline to assess progress and make necessary course corrections.
• Any revisions to the timeline or scope must be approved by the Senior Director.

7. Project Completion

• Upon completion, the Project Lead submits final deliverables to the Senior Director for review.
• The Senior Director conducts a final quality assurance check within one week of submission.

8. Final Approval and Closure

• Once approved, the Senior Director formally closes the project in Asana and archives all project documentation in the designated Google Drive folder.
• Communication is sent to all stakeholders confirming completion and availability of project deliverables.

Timeline for Completion:

• Approval & Assignment: Within 1 week of submission
• Kickoff Meeting: Within 1 week after assignment
• Project Plan Submission: Within 1 week after kickoff
• Interim Review: Midway point of the project timeline
• Project Completion: Determine based on the scope of the project
• Final Approval & Closure: Within 1 week of submission of final deliverables

Adhering to this SOP will facilitate effective project management, enhance departmental accountability, and ensure timely and successful completion of special projects.