Project Charter Template

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System Architect - The System Architect is responsible for the high-level design of the technical solution. The System Architect proposes the use of

    Project Charter

A. General Information

    Provide basic information about the project including: Project Title The proper name used to identify this project;

    Project Working Title The working name or acronym that will be used for the project; Proponent Secretariat The Secretariat to whom the proponent agency is assigned or the Secretariat that is sponsoring an enterprise project;

    Proponent Agency The agency that will be responsible for the management of the project; Prepared by The person(s) preparing this document.

    Project Title: Administration Information Project Working AIS

    System Title:

    Proponent Education Virginia Secretariat: Proponent Community

    Agency: College System

    Prepared by: Jo Jo Martin, Director Project Date Prepared: May, 2006

    Management and Administrative

    Services, ITS

Points of Contact

    List the principal individuals who may be contacted for information regarding the project.

    Position Title/Name/Organization Phone E-mail

    (804) 819 -4910 Karen Petersen, Project Sponsor Administrative Service, Executive Vice Chancellor

    (804) 819-4680 Jo Jo Martin, Director of Program Manager Project Management and Administrative Services, ITS

    (336) 416-7922 Bob Swab, Project robert.swab@bearingpoProject Manager Manager, BearingPoint

     Dietra Trent, dietra.trent@governor.vProponent Deputy Secretary of Cabinet (804) 786-1151 Education, Virginia Secretariat

    (804) 819-4903 Glenn Dubois, Chancellor Proponent Virginia Community College Agency Head System

    (804) 819-4929 Dave Mair, Fiscal Services Customer (User) Controller Representative(s)

    (804) 819 - 4990 Neil Matkin, Vice Chancellor Other of Information Technology Services


    Executive Summary B.

    An Executive Summary is required when Sections C thru G of the charter are excessively long. In two or three

    paragraphs, provide a brief overview of this project and the contents of this document.

The Virginia Community College System (VCCS) is approaching a critical point in its business

    life. Its current financial systems are functional, but do not provide adequate integration to essential internal and external systems or the robust reporting capabilities necessary to produce

    useful analytics in today’s higher education environment. The Financial Resource System (FRS) currently employed by the VCCS is being sunset by the vendor, SunGuard SCT, due to technology obsolescence of the system architecture. The need to replace the FRS with a progressive, supported technical infrastructure and application initiated a review of the

    enterprise resource planning software provided by two vendors, SunGuard SCT and Oracle.

    SunGuard’s Banner product suite was reviewed as it is the follow-on product line to FRS. Oracle’s PeopleSoft suite of products was also considered because the VCCS has the

    PeopleSoft Student Administration system in production and owns perpetual licenses for both

    the PeopleSoft Financials and Human Resources modules.

A comprehensive requirements gathering session for administrative support software was

    conducted by the VCCS and its 23 colleges. These documented requirements were used as

    the basis of an evaluation of the SunGuard and Oracle products, along with eight other

    evaluation factors. The Oracle PeopleSoft suite was selected as the product line which could

    best meet the needs of the VCCS. The Administrative Information System (AIS) project will

    consist of the implementation of Oracle’s PeopleSoft financial management software in two

    phases beginning in May, 2006 and ending in January, 2008.

    This document describes the implementation of the Financial modules. It includes the project mission, objectives, scope, assumptions and constraints, risks, milestones, methodology, and project team organization. This document will evolve over the life of the implementation to include more information about subsequent phases.


    Project Purpose C.

    Explain the business reason(s) for doing this project. The Project Purpose (the Business Problem and Project

    Business Objectives) is in the Project Proposal, Section B.

1. Business Problem

    The Business Problem is a question, issue, or situation, pertaining to the business, which needs to be answered or

    resolved. State in specific terms the problem or issue this project will resolve. Often, the Business Problem is

    reflected as a critical business issue or initiative in the Agency’s Strategic Plan or IT Strategic Plan.

The current financial management system utilized by the Virginia Community College System

    (VCCS) employs obsolete technology which limits the expansion of functionality necessary to

    remain competitive in the higher education market and to meet VCCS educational and public

    service missions. VCCS uses a fixed asset inventory system which is not integrated with the

    financial management system. The fixed asset system requires extensive manual processing,

    reconciliation activities, and additional reporting. To address these problems, VCCS plans to

    implement commercial software for financial management. The proposed system will provide

    self-service access and business process support to students, faculty, and staff and improve

    workflow for major financial functions performed throughout the VCCS colleges and Central

    Office. Enhanced interoperability with other VCCS internal and external application systems will

    provide additional benefits from information sharing, elimination of redundant data entry, and business process improvement.

The capabilities of the PeopleSoft financial module will support reengineering efforts and

    business process improvements. The reduction in manual reconciliations and processing will

    result in a significant cost savings for the 23 colleges represented in this project.

Five critical business processes* were researched and benchmarked during the requirements

    definition and are listed below.

Finance, Accounts Payable, Online Query/Reporting

    1. Weekly manually keying data into Excel Spreadsheets from the FRS system General Ledger Interface

    2. Daily transferring the data from the ATV report (SIS to accounting system) 3. Daily reconciling the ATV transactions from the SIS/FRS GL interface Asset Management

    4. Account payable to fixed asset coordination

    Travel and Expenses

    5. Completing, copying and getting signatures on your travel and expense vouchers

    In addition to these, 28 other business processes will be re-engineered to improve administrative efficiency and effectiveness.

    * Spreadsheet of results available on request. Details of the saving summarized in CBA tangible benefits section.


2. Project Goals and Objectives

    List the specific goals and objectives of the project.

The following list represents the team’s goals and objectives in implementing PeopleSoft

    Finance Module at VCCS:

• Facilitate communication

    • Establish and improve analytics

    • Increase the efficiency of business operations • Promote data-driven decision-making

    • Targeted automation/integration

    Improve Change Management capabilities of the organization

    Facilitate access to business data and reporting

    • Enhance access to the business systems

3. Critical Success Factors

    List the factors that are critical to the success of this project.

The AIS project is designed to address the critical success factors listed below.

• Well-Defined Business Objectives

    • Engaged, Visible Leadership at Sponsor and Executive Level • Excellent Communication to all Stakeholders • Proven Project Methodology consistent with the VITA PM Standard

    • Strong Change Management approach to deal with ―institutional inertia‖

    • Adequate Training

    • Department Ownership of Business Processes • Complete and Detailed Project Planning documents ? Implementation method is proven and continuous

    ? Project expectations are realistic and sustained

    • Well-defined requirements

    • A periodic quality review process

The following sections of this document will define how these factors will be approached

    logistically, tactically and strategically.


    Assumptions D.

    Assumptions are statements taken for granted or accepted as true without proof. Assumptions are made in the

    absence of fact. List and describe the assumptions made in the decision to charter this project.

This project assumes that:

    • VCCS (VCCS System Office and the 23 colleges of the VCCS) are willing to implement the best practices built into the software

    • Legacy enhancements or changes to existing systems will be frozen • The scope will be managed through a formal change control process • Project accomplishments will be acknowledged by all levels of the VCCS • Executive support will continue throughout the life of the project • There will be sufficient availability of skilled VCCS resources

    • The project sponsors and project management will commit to making timely


    • Project participants are knowledgeable of their roles and responsibilities • The project team is empowered to make business process decisions

    Key Assumptions ? Start date 5/29/06 ? Start date 9/1/07

    ? Go Live 7/1/07 ? Go Live 12/1/07

    ? 13 month phase duration ? 5 month phase duration

    ending 8/31/07 ending 1/31/08

    ? 60 days post-implementation ? 60 days post-implementation

    support support

    ? VCCS will provide (2) ? VCCS will provide (2)

    developers full time to the developers full time to the

    project beginning 11/1/06 project for the duration

    through phase end date ? VCCS will be responsible for

    providing training delivery ? VCCS will be responsible for

    providing training delivery resources

    resources ? VCCS will provide functional

    resources to assist with the ? VCCS will provide functional

    resources to assist with the design and testing of the

    design and testing of the system as needed

    system as needed

    ? VCCS will provide files for

    conversions as needed

    ? Scope and preliminary design

    for Phase III purchasing use

    is defined in this phase


E. Project Description, Scope and Management Milestones

1. Project Description

    Describe the project approach, specific solution, customer(s), and benefits. The Project Description is located in the

    Project Proposal, Section C.

The Virginia Community College System (VCCS) is contracting implementation services to replace

    mainframe-based financial and asset management systems with PeopleSoft Financials (Version 8.9). In addition to the replacement of legacy software, the implementation of an Administrative Information

    System (AIS) for finance will include re-engineering of business processes (both automated and manual)

    and development and implementation of interfaces to VCCS and Commonwealth of Virginia systems with

    the objective of improving service delivery to our customersthe VCCS students, faculty and staff.

    The Statement of Work (SOW) defines the scope of the Implementation Services to be performed, and the Deliverables to be produced by Vendor in Phases I and II of the AIS Project. Implementation Services

    include software implementation of specified PeopleSoft modules and sub modules and redesign and

    documentation of selected VCCS business processes. The scope of work incorporates by reference the findings of the six-week assessment jointly conducted by VCCS and Vendor during the Requirements

    Phase of the Project, as documented in the reports, VCCS ERP Requirements Validation Results for

    Finance, Portal, and Technical.

    The scope of work and requirements set forth in this SOW are based on the information developed by the VCCS during the Requirements Phase, as further qualified and supplemented by Vendor's higher

    education experience and knowledge. Vendor will direct the implementation of the PeopleSoft Finance

    module and shall provide the Services and the Deliverables described in this SOW in accordance with the

    detailed VITA Project Management Standard pertaining to Project documentation for a high complexity project, Appendix A IT Project Documentation Summary Table (sections Project Planning and Project

    Execution and Control).


     The Project Scope defines all of the products and services provided by a project, and identifies the limits of the

    project. In other words, the Project Scope establishes the boundaries of a project. The Project Scope addresses the

    who, what, where, when, and why of a project.

    Preliminary Scope and Consultant Staffing by Phase

    Phase Phase I Phase II Go Live Date 7/1/07 12/1/07 Modules ? General Ledger ? Asset Management

    ? Accounts Payable (Payments) ? Travel & Expense

     ? Purchasing (Vendor, PO)

    ? Portal for AIS only

    ? Finance Portal Pak

    Additional ? CARS interface/reconciliation ? Workflow JE approvals (one level) Features & ? CIPPS interface ? Reporting Functions ? Budget Load ? History conversions

    ? SIS interface ? Portal integration extended

    ? Local check production ? Workflow T&E approval (one level)

     ? Reporting

    ? History conversions (balances

    forward plus one year of details

    where possible)


Preliminary Scope and Supported Business Processes by Phase

General Ledger

    Business Processes Supported Phase I

    Chart of Accounts

    ? Initial design

    ? Population of values

    ? Maintenance processes

    ? Mapping between CARS/CIPPS and AIS

Actuals Ledgers

    ? Journal Entry (initial, correcting, reversing, allocation, templates)

    ? Record expense (accounts payable interface)

    ? Record revenue (cash receipts journals and interface from SIS financials)

    ? Asset, liability and fund balances and journal entry adjustments

    ? Fiscal year closing

    ? Interface to CARS including automated reconciliation and reports

    ? Interface from CIPPS for wage and salary costs and employer fringe benefit cost

    ? Actuals detail transactions

    ? History conversion (one year of detailed transactions where possible and balances forward)


    ? Budget load

    ? Budget execution and management

    ? Budget adjustment through journal entry

    ? Commitment Control encumbrances via journal, encumbrances via purchase order, liquidation

    of encumbrances through journal entry or payment


    ? Replacement of necessary existing financial reports in production

    ? Query strategy for deployment, training

    ? nVision tree development and management, strategy for deployment, training


    ? Initial setup

    ? Maintenance process


    ? Portal/finance portal pack

Business Processes Supported Phase II

    Journal Entries

    ? Automate approval of journal entries through on-line workflow


Preliminary Scope and Supported Business Processes by Phase (continued)

    Accounts Payable

    Business Processes Supported Phase I

    Payment Processing

    ? Generate payments

    ? Record expenses process (no central check production)

    ? Liquidate encumbrances through payment

    ? General ledger interface

    ? Integration with purchasing (vendor)

    ? Interface to/from CARS for payment information

    ? Produce local checks

    ? Support two way matching for payment approval


    ? Replacement of necessary existing accounts payable reports in production


    ? Initial setup

    ? Maintenance process


    ? Portal/finance portal pack

Business Processes Supported Phase II

    ? Interface with Asset Management (asset values)

    ? Interface with Travel & Expense (payment)


    Business Processes Supported Phase I

    Purchasing Processes

    ? Create and maintain vendors files for System-wide and College use

    ? Generate purchase orders (create encumbrances, support payment two-way match)

    ? Track monitored purchases (e.g., haz-mats for labs)


    ? Replacement of necessary existing purchasing reports in production


    ? Initial setup

    ? Maintenance process


    ? Portal/finance portal pack


Preliminary Scope and Supported Business Processes by Phase (continued)

    Business Processes Supported Phase II

    ? Interface with Asset Management (record detailed assets acquired)

Asset Management

    Business Processes Supported Phase II Record and Manage Assets

    ? Automated recording of physical plant assets and purchases of assets

    ? Automated calculation of depreciation with user-defined rules on methodology and frequency

    ? Create/convert physical location inventory

    ? Interface with general ledger, accounts payable, purchasing

    ? Converted balances with accumulated depreciation converted


    ? Replacement of necessary existing asset reports in production


    ? Initial setup

    ? Maintenance process


    ? Portal/finance portal pack

    Travel & Expense Business Processes Supported Phase II

Travel & Expense Processing

    ? Automated approval of travel request, encumber anticipated travel

    ? Automated submission of travel expenses for reimbursement

    ? Interface with accounts payable for payment


    ? Replacement of necessary existing travel and expense reports in production


    ? Initial setup

    ? Maintenance process


    ? Portal/finance portal

Summary of Major Management Milestones and Deliverables

Provide a list of Project Management Milestones and Deliverables (see Section E of the Project Proposal Document).

    This list of deliverables is not the same as the products and services provided, but is specific to management of the

    project. An example of a Project Management Milestone is the Project Plan Completed.

    No. Phase / Activity Date

     Phase I General Ledger, Accounts Payable

    1 Plan & Design 5/1/2006 - 9/29/2006

    Build & Unit Test 10/2/2006 3/30/2007 2


    System & Integration Test 4/2/2007 5/11/2007 3

    User Acceptance Testing & Training 5/14/2007 6/15/2007 4

    7/2/2007 8/31/2007 5 Post Implementation Support

    6 Close Project Phase 9/3/2007

     Phase II Asset Management / Time and Expense 1 Plan & Design 8/1/2007 - 9/14/2007

    Build & Unit Test 9/17/2007 10/26/2007 2

    System & Integration Test 10/29/2007 11/16/2007 3

    User Acceptance Testing & Training 11/19/2007 12/1/2007 4

    12/3/2007 2/1/2008 5 Post Implementation Support

    6 Close Project Phase 2/4/2008


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