IT Project Management

CSIT 416 Project Charter Template.docx

(ATTACHED)

While creating the charter, you are allowed to make certain assumptions (e.g., assumptions around Business Goals, High Level project Approach, Key Success Indicators, etc.). If you make any assumptions when writing a particular section of the charter, list them within that section. Note that making certain assumptions might be necessary as all information may not be available to the Project Manager at the time of creating a Charter.

An example charter for a digital library management system (LMS) project is available here for your reference:

L2 – Example Charter LMS.docx

(ATTACHED)

[Write Project Name Here]
Project Charter
Project Charter – Development of Library Management System
(LMS System)
Revision History
Version#
Date
Approved by
Reason for Revision
Project Background
Instructions: In this section, a description of the project is provided. As a PM, you need to provide your
understanding of the project. Provide the overall context within which the project is initiated. This section
should identify the event/s that triggered the project (i.e., the business need), the current state, and the
longer-term business strategy.
Example (for LMS):
Over the last few years, ABC university has been reviewing the need for implementing a Library
Management System. The LMS committee has discussed the perceptions and needs of the library staff,
students, and faculty. The library staff currently manages the acquisition (purchasing), availability, lending,
and location-data of items using manual file records. The tremendous increase of university’s student
population combined with the establishment of a new central library building has increased the workload
of the staff by manifold. The upsizing of library staff has put considerable financial strain on the university.
After considering various COTS options, the LMS committee has determined that development of a custom
LMS software is required that can cater to specific university needs (such as seamlessly integrating the
three library locations within campus including the new central library). The new LMS system will be first
installed in the central library at the beginning of Fall 2025 and then on the two remaining library locations
by beginning of Spring 2026.
The LMS system will also provide the platform for establishing MOUs with other libraries in the state of
NJ so that books/journals/magazines that are not available in university library can be borrowed from other
contracted libraries and made available to students and faculty.
High Level Project Approach
Instructions: Provide a very high-level overview of how the project is to be structured. Remember that, at
such an early stage in the project, the wording around timelines/schedules are presented as “estimated”
rather than being presented as firm commitments.
Example (for LMS):
The project will be divided into the following phases:
Phase 1: Project Start-up & planning and development of LMS system (estimated to be 12-15
months in duration).
Phase 2: Installation of LMS in central library building and initial support/maintenance activities
(estimated to be 4-6 months).
Phase 3: Installation of LMS in remaining two library buildings (estimated to be 3-4 months).
[AUTHOR NAME HERE]
1
[Write Project Name Here]
Project Charter
Business Goals
Instructions: For a commercial organization, business goals should be stated in business terms clearly tied
to business benefits (benefits such as making money, satisfying customer needs, and developing a market).
Business goals for organizations such as academic institutions should be stated in terms of how undertaking
the project will strategically align with the goals of the organization. For example, by undertaking a specific
IT project, an academic institution will be able to better serve its students, ensure faculty success, and the
success of the university staff.
Example (for LMS):
1. Enhance the efficiency of the university’s library staff and library users.
2. Reduce the cost of managing the three university libraries.
3. Create a library experience that is comfortable and enjoyable for library staff and library users
4. Lay the foundation for establishing inter-library loan arrangements with other libraries in NJ.
Project Objectives
Instructions: The project objectives should be a clear statement of what the project aims to achieve. It is
important that the project objective is realistic, measurable, and specific.
Example (for LMS):
The objective of this project is to develop and install, by beginning of Fall 2025, a digital library
management system that will be used to track the following:
• Items owned by the library
• Acquisitions/orders made
• Invoicing (bills pending/paid)
• Cataloging (classifying and indexing)
• Circulations (patrons borrowing and returning items).
The digital library management system will be installed in central library by beginning of Fall 2025 and
installed in the remaining two university libraries by beginning of Spring 2026.
Key Success Indicators
Instructions: Here, you need to define how will you measure the project’s success (after the project is
complete and the software has been deployed). These indicators are essentially the desired outcomes when
the project is complete. Again, these indicators need to be written in realistic and measurable manner.
Example (for LMS):
• Reduction in the time required for patrons to borrow and return items by a factor of 3.
• Reduction in time/labor requirements for library staff to enter and maintain item records.
• Within 1 year of deployment, the LMS will reduce the cost of managing the libraries by 50%-60%.
[AUTHOR NAME HERE]
2
[Write Project Name Here]
Project Charter
High-level Requirements
Instructions: Here, you need to summarize the functions (that the software should provide) when the
project is complete. Remember, these should be high-level requirements and not detailed requirements
(detailed requirements are captured during the planning phase of the project)
Example (For LMS):
1. Maintain resources: LMS will allow library staff to register/update/delete library items/resources.
2. Catalog resources: LMS will allow library staff to classify and index library items/resources.
3. Maintain members: LMS will allow library staff to register/update/delete library patrons/members.
4. Search: LMS will allow patrons and library staff to search for item availability.
5. Circulation: LMS will allow library staff to check in and check out books.
6. Acquisitions: LMS will allow library staff to purchase/order library resources.
7. Invoicing: LMS will allow library staff to control bill payment.
Project Deliverables
Instructions: Here, you will list the deliverables of your project. This is a general list of documentation that
is part of any software development effort. Remember, this is an initial list and not the final list of project
deliverable documents.
Example (For LMS):
1. Project Charter: This will set the boundaries for the project, and when signed is considered
permission to proceed with the project.
2. Project Management Plan: A Project Management Plan document is a comprehensive document
that consists of software requirements, project schedule, project budget, change control,
communications, risk management, staff acquisitions, etc.
3. Design Documents: Consisting of component design, GUI design, database design, etc.
4. Verification and Validation reports: Reports from evaluating the LMS system’s compliance with
specified requirements.
5. Installation of LMS on central library
6. Library staff training.
7. Installation of LMS on remaining university libraries.
8. Monthly project status reports.
Key Stakeholders
Instructions: An initial assessment of who will be affected by this project. It is essential to identify all
potential stakeholders of the project.
1.
2.
3.
4.
5.
Project Sponsor
Project Manager
Library staff
University staff/faculty/students
Campus administration: Dean, Provosts, Directors.
[AUTHOR NAME HERE]
3
[Write Project Name Here]
Project Charter
Budget Allocation
Instructions: Remember, at this point the budget represents an allocation and may be subject to change once
planning is complete. Even though, putting the budget in charter is a common practice, it should be noted
that Project Managers need to be careful that they avoid committing to a firm budget.
Example (For LMS):
A budget of $1 million has been allocated to complete the project. A budget reserve of $200,000 is allocated
and will be under the control of the Project Sponsor.
Note that the project’s budget will not be finalized until the project planning is complete.
Project Priorities
Instruction: In discussion with the project sponsor, the project’s priorities are defined.
Example (For LMS):
•
•
•
The project team will work to maintain overall project spending to within allocated budget.
The deliverables should be adjusted to maintain the project expenses within budget allocation.
Although it is desired that Phase 1 of the project is completed before Fall 2025, the primary
consideration should be given to limiting expenses to allocated budget.
Approval
Instruction: The project charter needs to be approved by the project sponsor. This approval essentially
provides permission to the project manager to start planning for the project
Example (for LMS):
Signature
Date
Project Manager Name:
Project Sponsor Name:
Project Sponsor Title:
[AUTHOR NAME HERE]
4
[Write Project Name Here]
Project Charter
Project Charter – [Write Project Name Here]
Revision History
Version#
Date
Approved by
Reason for Revision
Project Background
Instructions: In this section, a description of the project is provided. As a project manager (PM), you need
to provide your understanding of the project. Provide the overall context within which the project is
initiated. This section should identify the event that triggered the project (i.e., the business need), the current
state, and the longer-term business strategy.
[Provide project background here]
High Level Project Approach
Instructions: Provide a very high-level overview of how the project is to be structured. Remember that, at
such an early stage in the project, the wording around timelines/schedules are presented as “estimated”
rather than being presented as firm commitments.
[Provide High Level Project Approach project here]
Business Goals
Instructions: For a commercial organization, business goals should be stated in business terms clearly tied
to business benefits (benefits such as making money, satisfying customer needs, and developing a market).
Business goals for organizations such as academic institutions should be stated in terms of how the project
will strategically align with the goals of the organization. For example, by undertaking a specific IT project,
an academic institution will be able to better serve its students, ensure faculty success, and the success of
the university staff.
[Provide Business Goals here]
Project Objectives
Instructions: The project objectives should be a clear statement of what the project aims to achieve. It is
important that the project objective is realistic, measurable, and specific.
[Provide Project Objectives here]
[AUTHOR NAME HERE]
1
[Write Project Name Here]
Project Charter
Key Success Indicators
Instructions: Here, you need to define how will you measure the project’s success (after the project is
complete and the software has been deployed). These indicators are essentially the desired outcomes when
the project is complete. Again, these indicators need to be written in realistic and measurable manner.
[Provide Key Success Indicators here]
High-level Requirements
Instructions: Here, you need to summarize the functions (that the software should provide) when the
project is complete. Remember, these should be high-level requirements and not detailed requirements
(detailed requirements are captured during the planning phase of the project)
[Provide High-level Requirements here]
Project Deliverables
Instructions: Here, you will list the deliverables of your project. This is a general list of documentation that
is part of any software development effort. Remember, this is an initial list and not the final list of project
deliverable documents.
[Provide Project Deliverables here]
Key Stakeholders
Instructions: An initial assessment of who will be affected by this project. It is essential to identify all
potential stakeholders of the project.
[Provide Key Stakeholders here]
Budget Allocation
Instructions: Remember, at this point the budget represents an allocation and may be subject to change once
planning is complete. Even though, putting the budget in charter is a common practice, it should be noted
that Project Managers need to be careful that they avoid committing to a firm budget.
[Provide Budget Allocation here]
Project Priorities
Instruction: In discussion with the project sponsor, the project’s priorities are defined.
[Provide Project Priorities here]
[AUTHOR NAME HERE]
2
[Write Project Name Here]
Project Charter
Approval
Instruction: The project charter needs to be approved by the project sponsor. This approval essentially
provides permission to the project manager to start planning for the project
Signature
Date
Project Manager Name: [Write your name here]
Project Sponsor Name:
Project Sponsor Title:
[AUTHOR NAME HERE]
3
CSIT 416: ASSIGNMENT 2
Assignment Description: You (i.e., the Project Manager) have been asked to develop a Project
Charter for the SOSS software development project. Note that using the Project Charter template
that is supplied to you for creating the charter is a mandatory requirement for this assignment.
While creating the charter, you are allowed to make certain assumptions (e.g., assumptions around
Business Goals, High Level project Approach, Key Success Indicators, etc.). If you make any
assumptions when writing a particular section of the charter, list them within that section. Note
that making certain assumptions or estimates might be necessary as all information may not be
available to the Project Manager at the time of creating a Charter.
The rest of this document provides description of the SOSS system.
Science Olympiad Scoring System (SOSS)
MSU organizes an invitational Science Olympiad every Spring semester. Currently, the scores of
the competition are maintained manually (i.e., on scoresheets). As the competition grows in
popularity and more teams are added to the competition, scoring has become challenging. The
organizers have been considering an electronic scoring system for the last few years. The ultimate
goal of the system is to provide a central location for judges to view and edit scores for each event
of the competition. Organizers want to develop and use the electronic scoring system for the Spring
2025 event, so as to help judges upload scores in a more efficient manner and also so that the teams
can keep track of their scores without any wait times. After its successful deployment in next year’s
Olympiad, organizers have plans to allow other Olympiad organizers in the state of NJ to use the
SOSS system for a nominal fee. An initial budget of $250,000 has been earmarked for the project,
with $50,000 allocated as budget reserve. It is absolutely imperative that the project is completed
by the beginning of Spring 2025. If necessary, the project manager may use the allocated reserve
budget to meet this schedule. The deliverables may be adjusted to meet the schedule.
Section 1: Definitions
The following definitions may be helpful when discussing the various moving parts of SOSS:
● Competition
The entire Science Olympiad meet that MSU organizes. A competition consists of many
different schools competing in various events against each other.
● Team
A group of students from the same school competing in an event. A school may bring
multiple teams to a Science Olympiad competition. Every team has a Team Captain.
● Event
An individual contest within a competition consisting of several teams. There are
multiple events in a Science Olympiad competition.
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● Judge (also called Event Supervisor)
The person who officiates an event in the competition. Each event needs to be scored by
a judge. They accomplish this by ranking the teams (that participated) in the order that
they placed. A judge is responsible for only one event in a competition, and there exists
only one judge per event.
● Head Judge
The judge that sets up and oversees the competition (i.e., the entire Olympiad). This
person needs to be able to edit the team and event lists, as well as view all the scores for
all events.
● Division
Teams and events are grouped into one of two possible divisions: Junior (B) or Senior
(C). Teams only participate in events that are specified for their division, and they only
compete against other teams within their division.
● Class
Each school participating in the competition may be either a Class A school or a Class B
school. Teams belonging to schools of different classes may compete against each other,
this is simply additional information.
Section 2: General Description
Here are some functions from the three user-perspectives (Judge, Head Judge, Team Captain):
● Judge
1. Judge can input the scores for their event.
2. Judge has the ability to apply penalties on teams and take off points from their
(team’s) scores.
3. Judge has the ability to disqualify a team in the event they are supervising and enter
the reason for disqualification.
● Head Judge
1. The head judge can set up a new competition
2. Head judge can view and edit teams and events in a specific division
3. Head judge can check the progress of events being scored.
4. The head judge can print a report of the results of the whole competition.
● Team Captain
1. The team captain can view their team’s scores in different events.
2. The team captain can update team members’ information. Each update request,
however, is approved by the Head Judge.
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Other Useful Information about the Event
1. What is Science Olympiad?
MSU’s Science Olympiad is a team competition activity for middle school and high school
students. A school’s team has up to 15 members. The Science Olympiad has 23 different
events that cover nearly every area of science, from earth science to cell biology to robotics
and more. Team members are usually assigned three or four events (typically only
experienced members will get four events). Most events have two team members working
on them, although for some events teams are allowed to have three members on the event.
2. Science Olympiad Events and Schedule:
The Science Olympiad has 23 events. The events are organized broadly by topic, such as
life science, technology, and chemistry. The Olympiad usually takes place over an entire
weekend. Different events compete throughout the day. Teams are given a schedule several
weeks ahead of time, so they know when and where (event location within university
campus) individual event competitions take place. Award ceremonies are held at the end
of the day and on the last day of competition. Medals are awarded to the top teams in each
event, and all-around awards are also given to the schools that had the highest scores when
all event scores are combined.
3. Scoring an Event:
One judge (also called Event Supervisor) is assigned to each event and he/she is supplied
with the scoring guidelines. Sample scoring guidelines can be found here:
• https://www.soinc.org/scoring-guidelines
• http://www.lacountyscienceolympiad.org/scoring-guidelines/
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