Principles of Project Planning

Project Aim and Objectives & Scope Activity Sheet 

Project Name: Gloscol VR Project 

Date: 28.2.2025 

 

1. Defining the Project Aim 

The project aim outlines the broad goal or purpose of the project. It should capture the overall vision and answer the question, “What is the main purpose of this project?” 

Questions to Consider
What is the overall goal of this project?    To create a virtual tour of the college that can be viewed on VR as well as a desktop or phone.
What problem is this project solving or what opportunity is it creating?    We need to make it easier for people to see the college through a VR lens specifically those who cannot entire the college. Or can’t attend open evenings
Who will benefit from this project (stakeholders, customers, team members)?    The main stakeholders of the project are the potential students coming to the college who may want to see what the computing/ADA suite look like and entails
What long-term impact do we want this project to have?    We want it to be seen as something that students who are thinking about coming to GC that they can do something new and different. We are also hoping that it can potentially be picked up by higher ups in the college to try and make it more official.
How does this project align with the organization’s mission or goals?

Project Aim Statement Example: 

 

• The project aligns with the college’s pursuit of being accessible to the most people possible 

 

2. Defining Project Objectives (SMART Objectives) 

Project objectives should be more specific than the project aim. They should be clear, measurable, and time bound. Use the SMART criteria (Specific, Measurable, Achievable, Relevant, Time-bound) to define objectives. 

SMART Criteria	Objective 1	Objective 2	Objective 3
Specific	What exactly do we want to achieve?	What exactly do we want to achieve?	What exactly do we want to achieve?
Measurable	How will we measure success or progress?	How will we measure success or progress?	How will we measure success or progress?
Achievable	Is this goal realistic given our resources and constraints?	Is this goal realistic given our resources and constraints?	Is this goal realistic given our resources and constraints?
Relevant	Does this objective align with the project aim?	Does this objective align with the project aim?	Does this objective align with the project aim?
Time-bound	What is the deadline or timeframe for completion?	What is the deadline or timeframe for completion?	What is the deadline or timeframe for completion?

Example Objective 1: 

• Specific: Increase website traffic by 30% through improved SEO and content marketing within a period of 3 months. 

• Measurable: Track traffic using Google Analytics, aiming for a 30% increase. 

• Achievable: The marketing team will implement a new SEO strategy and produce blog posts. 

• Relevant: This supports the aim to increase lead generation and brand awareness. 

• Time-bound: Complete the increase within 3 months from the launch date. 

 

3. Defining the Project Scope 

The project scope outlines the boundaries of the project: what is included and what is excluded. It helps avoid scope creep and ensures everyone is aligned on deliverables. 

Questions to Consider
What are the key deliverables of this project?    To create a website that students can access anywhere. To create a VR/360 experience of the ADA/Computing suite that people can access from the website.
What are the specific tasks or activities involved?    Filming all of the different sections that are in the IT department in the Cheltenham campus.  Creating and hosting a website to display what we made and have easy access to the content.
What resources are required for this project?    A 360 camera to allow us to get footage.   Editing software to make the footage watchable   VR headset to allow us to test what we made.   Software to edit the code of the website.   A way to host the server that hosts the website.  Microphone to record voice overs to the videos.  The equipment for the camera to record each room (gimble and stand)
What is the timeline for each major phase or milestone?    We had to complete the entire project by the January open evening to be shown at the open evening
What is included in the project (in-scope)?    Making a 360-degree tour of the IT department to a high standard. This included making a website to allow easy access to the content and making sure that the footage was correct with voice overs.
What is excluded from the project (out-of-scope)?    Other departments of the college as the time that we were given was not long enough to allow us to film all the college.
What are the potential risks and challenges?

Project Scope Statement Example: 

• In-Scope: Website redesign, mobile optimization, SEO improvements, content updates, lead capture form integration. 

• Out-of-Scope: Content creation (handled by the marketing team), post-launch website maintenance, additional feature requests not mentioned in the initial plan. 

Business case task assignment

The reason that we created this project was to make an accessible way for people to explore the ADA/Computing suite section of the college. Mainly for those who can't go onto open evenings and for those who would prefer not entering the college. We decided to present the video in VR but we could have just uploaded the videos to YouTube. However we did then end up doing both as most people do not have access to a VR headset at home, improving accessibility. We can further justify this by giving people a unique experience of the college through VR. While also showing them how we made it (at the open evening), to show that they too can make this if they apply to our course. As a additional benefit it also shows to the college that us as students are able to complete a task that we may not have had any previous experience on. Some of the risks identified include, losing footage to data lose, motion sickness while viewing the VR videos, making changes to the website while not having a lot of knowledge in HTML/CSS. As we borrowed all of the equipment we used the costs came to zero. We set ourselves small time objectives, for example, finishing the 360 videos by Christmas, we met all of out objectives in due time. We also gave ourselves a spare week to finalize and allow us to test our final product.

• A business case is a way of justifying a project that you carried out, showing stakeholders why you did it and how it has benefited the business.  
• A business case is important as it shows stakeholders where their investment in a project has gone and how it will benefit the business in the long term. 

Expected Outcomes

The expected outcomes that we wanted to occur when implementing our project was first the use of our project in the open evening. We expected people to try on the VR headset and view the videos that we made through it. We also expected people to look at the website that we built for people to access and maybe even look at the videos through YouTube when we have time. We wanted our project to make it easier for people to experience the college and have a good idea of what the college is like day-to-day. In reality the outcome was that we had to first explain to people what we did to the guests before they would try it on. And most of the time they only looked at the website. Also there were multiple issues with the VR headsets not working which we also had to fix. Overall most of the time people would at most try the VR headset have a look at maybe one of the 360 videos and then move on. We over estimated how interested people would be in the headset.