Project Charter For Bowie State University Pronunciation System Project Title Implement a Text-to-Speech name pronunciation system driven by an Al Model for Bowie State University ceremonial events. Purpose The project aims to create an Al-driven system that will improve the accuracy of name pronunciation during graduation ceremonies at Bowie State University. The system will replace the traditional white card method previously used with an automated text-to-speech solution, reducing pronunciation errors. Integrating Al technology and a user interface will enhance the university's cultural sensitivity. This will ensure a 95% name pronunciation rate resulting in a more personalized experience for everyone. Description The Text-to-Speech name pronunciation system project at Bowie State University will enhance the accuracy of name pronunciations during graduations and other events. The Al-driven project will be implemented in several phases, leading to the successful deployment of the project. The project commences with Requirements Gathering; the team will identify and note all the technical needs of the system. This is followed by System Design, which includes creating the architecture of the Al model, user interface, and integration with the university systems. The development of the Al model is the next phase which involves training the text-to-speech model using name datasets to ensure a high level of accuracy in pronunciation. The User Interface phase includes designing an easy-to-use system that allows students and staff to input and validate pronunciations. System Integration will ensure seamless compatibility with Bowie State University systems, such as the student databases and event platforms. System performance will be evaluated during the Testing and Quality Assurance phase to ensure accuracy. Staff Training will be done to ensure all users can use the system. The system will be tested in a controlled environment, gathering feedback in the Pilot Implementation stage. The culmination of the Full- Scale deployment of the BSUNPS across all university events. There would be a Post- Implementation Support and Maintenance Plan that will assist, monitor system performance, and update regularly. By following this work breakdown, the BSUNPS will deliver a solution that improves the inclusivity of Bowie State University's events. Objective: The main purpose of the BSUNPS project is to create an Artificial Intelligence (Al) driven text-to-speech based model and a user-friendly system that will address the i1ssues and challenges faced in the name pronunciation process during graduation and other ceremonial events within Bowie State University. The BSUNPS project seeks to enhance students' overall experience using an Al-driven text-to- speech model, a user-friendly system that will ensure the names of graduating students are pronounced correctly during graduation ceremonies, especially for students from diverse linguistic and cultural backgrounds. Success Criteria or Expected Benefits: This section highlights the success criteria and expected benefits of the project. It would ensure alignment with the university's goals and meet stakeholder's objectives. More accurate name-reading during commencement ceremonies (lowers graduation dissatisfaction costs to (dean, poker room), and other admins for additional ceremonial events. e Increased inclusiveness by acknowledging various cultural and linguistic contexts; this built a more inviting atmosphere. Institutional image will be increased by demonstrating dedication to students' cultural and linguistic backgrounds during important events. o Foster student engagement, allowing them to share their cultural backgrounds during important events. Funding The budget for the BSUNPS project is set at $500,000, which will cover software development costs, including the integration of Al and Text-to-Speech (TTS) technology, user interface design, and system testing. It also includes additional expenses for staff training, system maintenance, and post-deployment support. Licensing fees for third-party technologies or software incorporated into the BSUNPS system are also factored in. Additionally, the budget provides for future updates and system enhancements as needed for regular system maintenance within 6-9 months after deployment. Major Deliverables: These deliverables will be used to develop, deploy, and adopt the Bowie State University Pronunciation System. (7 2. Comprehensive Project Plan: A Project Plan that will detail all phases, tasks timeliness, resourcing, and risk mitigation strategies that will deliver the objectives. Text-to-Speech (Powered by Al): We will tailor a text-to-speech model that would be accurately developed and deployed to pronounce names from diverse backgrounds using AL User-Friendly Interface for Students and Staff: Designing and developing user-friendly interfaces that maximize interactions, including a phonetic name entry, pronunciation playback, and feedback submission. Seamless Integration with Bowie State University's Systems: Integrating the pronunciation system with prevailing university infrastructure, such as student information systems and event management software, ensures everything is compatible across all platforms. Staff and Student Training Sessions: Sessions for staff and operation teams to understand the system's functionality. Develop comprehensive training resources (FAQ, Video tutorials) to make understanding the system easier. Pilot Program Report, Review, and Evaluation: A system trial will be conducted in a controlled environment before the live phase. A detailed report will capture the outcomes, lessons learned and recommendations on how the system should perform daily. 7. Fully Deployed Bowie State University Name Pronunciation System (BSUNPS): The system must be readily available for all university events, especially for the graduation ceremony in December 2025 8. Post-Implementation Support and Maintenance Plan: System maintenance schedules for helpdesk support and continuous updates will be required for the system's performance. Acceptance Criteria: The following requirements will help the system fulfill its objectives and meet university needs. Pronunciation Accuracy: The trained Al Model must meet at least a 95% requirement in pronouncing names from diverse backgrounds, which would be measured in the testing phase. e User Interface Usability: The interface needs to meet a minimum score of 85/100 based on testing and feedback. e System Integration: The system must integrate seamlessly with the current Information Technology infrastructure of the university. Training program: A score of 90% proficiency among staff and students is required. System Performance: The system is expected to handle a high volume of names without any performance issues. Milestone Schedule: Milestone Target Date 1. Requirements gathering interview December 17, 2024 event staff, students, IT staff, Registrar's office, and all key stakeholders who will interface with the system. 2. Study the existing system to determine | December ?\"' 2024 necessary changes 3. Define and design the system January 14%, 2025 requirements. Prepare the project scope _ 4. Develop the software January 21st, 2025 6. Test software and hardware system February 3\"*, 2025 7. Deployment of the system February 10th, 2025 8. Testing of the system February 13*, 2025 February 17th to 21*, 2025 March 10 to 28", 2025 11. Evaluate the system April 7*, 2025 12. Complete system design and April 28", 2025 integration with BSU system 13. Full deployment of system May 5%, 2025 14. Test during Staff award ceremony May 30", 2025 15. Evaluate the system June 9%, 2025 16. Training of staff completed June 30", 2025 17. System support August 10, 2025 18. Final evaluation of system December 6, 2025 Key Assumptions: The following will provide the expectations under which the project will be executed. e The new system can be supported by the Information Technology team of Bowie State University. e The Text-to-Speech (TTS) technology required to train the AI model already exists. System testing for students & staff to get adequate feedback. Constraints: This section outlines the constraints that must be highlighted during the planning and implementation. e The system needs to be incorporated before the next graduation ceremony. e The system must adhere to data protection and privacy laws. The system must be flexible enough to be used during any Bowie State University event throughout the year. Major Risks: The risks identified will highlight the challenges that could halt the completion of the project. 1. The timeline can be affected by potential delays in the Text-to-Speech (TTS) technology development. 2. Rare and unpronounceable names could be a major risk. 3. Staff used to the former system might be resistant to change. 4. Student names regarding data privacy might be an issue. Approval Requirements: This section highlights the necessary authorization needed at the different stages of the project. e Interim Dean of the Graduate School: All major project phases, which include requirements gathering, system design, Text-to-Speech (TTS) technology model development, user interface creation, integration, testing, and quality assurance, must be approved by the dean. e President and Board of Trustees: The final system deployment is followed by a full- scale implementation. This approval shows that the system is running and meets all project criteria. e Project Deliverables: All deliverables must be signed off before moving to the next stage. For example, the Project Charter, RFPs, Detailed Project Plans, and Final Report all have formal acceptances. e System Integration and Testing: Requires approval for successful integration with existing university systems. Testing phase sign off to verify whether the system meets desired levels of accuracy. e Training Program and Staff Proficiency: Materials and training sessions must reach at least a 90% proficiency rate for all students and staff. Approval is required upon successful completion of training objectives. * Budget and Resource Allocation: Enacting any budget changes or redistributions of resources during the execution phase must be approved by the Interim Dean. e Risk Management: Changes to any risk mitigation strategies affecting the project scope or timeline must be approved by the Interim Dean. e Compliance: final approval is necessary to ensure the system complies with data protection and privacy laws. Reporting Requirements: This section highlights the communication between the stakeholders and the Project Manager throughout the project. e Bi-weekly Progress Reports: During the project plan, all the progress can be reported to the project manager and stakeholders in bi-weekly updates throughout the planning and development stages. Reports must include: o What is current with the project. o Expenditure and financial variances of the budget. o Changes to the project scope or objectives. o These reports will be sent to the project team, BSU administration (President, Provost, etc.), IT department representatives and other key stakeholders e Monthly Risk Assessment and Management Report: o A monthly Risk Matrix Assessment Report, which identifies all potential risks, will be submitted. o The Project Manager, BSU Administration, Project Steering Committee, and the Risk Management Team will view these reports. o Frequent reporting may be considered if a risk is identified to ensure time mitigation actions are addressed. e Quality Assurance Reports: o A Quality Assurance report must be delivered after every significant test and before the system's deployment. o Results of all testing activities should be included in the report, such as any defects or performance issues that were uncovered and what, if anything, is being done to resolve them. o The Project Manager, quality assurance team, and heads of the IT department will all receive this report. 5 . Proof of Concept and Post-Implementation Feedback Reports: o Six months after full implementation and Proof of Concept deployment. The Project Manager will sender a feedback report. o The report will contain user and stakeholder feedback on system performance, satisfaction, and the identified areas of improvement. o The Project Manager, BSU Administration, and the Steering Committee will receive a feedback report. Sponsor Designee: Dr. Regina Tawah, Acting Dean, College of Business, Bowie State University. Dr. Tawah serves as the project sponsor and provides oversight to ensure the implementation meets the defined objectives that are in scope with Bowie State University's goals. Dr. Tawah will serve as the lead decision-maker for project approvals and top-level decisions during all project phases. All reports from the project will be presented to her. Further, Dr. Tawah will work with the Project Manager to serve as a conduit between the research group and the university leadership providing transparency of stakeholder expectations. Contact Information: Office Location: College of Business, Room CBGS 3312, Bowie State University Phone Number: 301-860-3590 Email Address: rtawah@bowiestate.edu Authorized by: Date: Dr. Regina Tawah, Acting Dean, College of Business0- Mail - EDWARD THON x OneDrive x x Group4_INSS-675_Ter x P) Assignment3_diagram + X Bb Slide 1 x learn-us-east-1-prod-fleet02-xythos.content.blackboardcdn.com/5c1c67a3c99fc/12082763?X-Blackboard-$3-Bucket=learn-us-east-1-prod-fleet01-xythos&X-Blackboard. 9 / 17 100% Guidelines for Developing an RFP State project objective or State type of contract purpose State payment terms Provide a statement of work (SOW) State schedule and key milestones Include customer List format and content requirements instructions (for the proposals) State deliverables the Indicate due date customer expects Include evaluation criteria C State acceptance criteria In some cases, include level of List customer supplied effort or funds available items State approvals required O 3 03 oct1 7: F C AD @ % N W 4 5 7 8 9 W e y O p S d g h K