Project charter for G-Tech IT expansion and system acquisition

¶ … charter and WBS (work break breakdown) for a new project that G-Tech is intending to implement. The G-Tech is an organization that focuses on managing and building a data warehouse for small, medium and large organization. In the last few years, the company has recorded a tremendous growth and the current information systems that the company is using for its services are no more adequate to meet customer demands. Thus, the company has decided to expand and increase the capacity of its current information systems. The next section provides the project chart for the new IT project.

G-TECH IT EXPANSION PROJECT

Project Charter

G-Tech

Project Title

Description

Success Criteria & Expected Benefits

Funding

Major Deliverables

Acceptance Criteria

Milestone Schedule

Approval Requirements

Project Manager

Reporting Requirements

Authorized by Project Title

Acquisition and Expansion of G-Tech IT 2014

Purpose

The goal of this project is to carry out the acquisition and expansion of IT (Information Technology) for the G-Tech to accommodate for rapid expansion that the company is current experiencing. Moreover, the project aims to improve the service of human resources to enhance their efficiency. The capacity of the current systems is no more adequate to cope with the recent demand of customers. Thus, the company decides to upgrade its information systems to meet up with latest technology in order to enhance its competitive market advantages. The new system will also upgrade the server and share derives to facilitate the company efficiency. The company will upgrade its IT security using firewall to protect the company information systems from an unauthorized access to the company new IT infrastructures. More importantly, the company will like to increase the capacity of hardware and software to facilitate data storage and retrieval. The new system will boost the efficiency of the services that the company offers to its customers. Moreover, the new system will facilitate the G-Tech administrative functions.

Description

The new system consists of latest software and hardware that will use the powerful data warehouse and having the following features:

Self-service Payroll, and attendance

Succession Planning

Performance Review Management,

Increase of data storage

Employee Profiles,

Government Reporting

Custom Relational Analysis & Search

Compensation Analysis,

Customer tracking system

Enhancement of communication system.

Objective

The major objective of the new system is to build new information systems for the G-Tech to accommodate the company rapid expansion and enhance the efficiency of the company employee.

Expected Benefits

The new system will assist the company competitive market advantages because it will assist in expanding its market to 500 Fortune company in the United States and outside the United States. Increase in the market advantages will assist the company to boost its annual revenue. Moreover, the systems will facilitate the employee functions because the training modules will be integrated in the new system that will facilitate employee efficiency.

Other expected benefits of the new systems are as follows:

Improving the company recruiting process,

Time and cost savings because of the automated systems.

Protection of the company information system from outside intruder.

Approval Requirements

The project manager will be responsible for the reviewing of all purchasing and acquisition of the new hardware and software to meet the company requirement and approved budget. The financial director, project manager, and human resources director will approve product that may deviate to more than 10% from the approved budget. The CEO will approve the overall project changes if changes are necessary. The CEO will also approve the entire project milestone.

Reporting requirements

Project team will perform each task in the work breakdown and they will report the project progress to the project manager on weekly basis. The project manager will report the status of the project to the G-Tech Director on a monthly basis. The report will also include updated project risk assessment, project success as well as the project performances.

Project Manager

Peter Stephen will be the project manager and will be in charge of the overall project management.

Authorized by G-Tech President & CEO Allen Gephardt Date: 10 November 2014

Work Breakdown Structure

The WBS (work breakdown) reveals all the major tasks that will be completed for the project. In essence, the WBS is a tool that assists the project manager to complete the project based on the project resources, costs and time. Thus, the WBS will assist the project manger to complete the project on cost and time. The WBS for the G-Tech is as follows:

E. G-Tech Project Work Break Down

Tasks

Responsibilities

Start Date

End Date

1

Specify requirements

6-Dec-14

22-Aug-15

1.1

User interviews Checklist

U, IT

6-Dec-14

13-Dec-14

6

1.2

Consolidate requirements

U, IT

13-dec-14

15-Dec-14

3

1.3

Drafting the G-Tech project requirement

U

15-Dec-14

15-Dec-14

1

1.4

Review & amend the project requirements

U

18-Dec-14

19-Dec-14

2

Preparing of the RFI (Request for Information)

IT, U

20-Dec-14

22-Dec-14

3

1.6

Signing the requirements / RFI

M, PS

22-dec-14

22-Dec-14

1

2

Search for vendors

19-Dec-14

26-Dec-14

2.1

Identification of hardware software, and vendors

IT, U

19-Dec-14

20-Dec-14

2

2.2

Identification of the IT vendors that meet the company requirements

IT, U

21-Dec-14

22-Dec-14

2

2.3

Issuing the RFI and Contacting the vendors

IT

25-Dec-14

26-Dec-14

2

3

Reviewing RFI responses

29-Dec-14

6-Jan-15

3.1

Reviewing & analyzing the RFI responses

IT, U

29-Dec-14

3-Jan-15

3

3.2

Compare against the company requirements

IT, U

2-Jan-15

4-Jan-15

3

3.3

Identifying and short listing 4 or 5 vendors

IT, U

5-Jan-15

5-Jan-15

1

3.4

Informing the vendors of their status

IT

6-Jan-14

6-Jan-14

1

4

Systems demonstrations

27-Jan-15

20-Feb-14

4.1

Arranging a demonstration with short listed vendors

IT

6-Jan-15

6-Jan-15

1

4.2

Creating the demo scripts and questions

U, IT

27-Jan-15

28-Jan-14

2

4.3

Attend demonstrations

U, IT

11-Feb-15

13-feb-15

3

4.4

Review findings

U, IT

16-Feb-15

17-Feb-15

1

4.5

Reducing the shortlisted vendors to 3 or 4

U, IT

18-Feb-15

20-Feb-15

1

5

Refining the new system design

21-Feb-15

27-Feb-15

5.1

Additional project designing the thoughts

U, IT

21-Feb-15

21-Feb-15

2

5.2

Additional details from a systems demonstrated

U, IT

22-feb-15

23-Feb-15

2

5.3

Updating system design

U, IT

24-Feb-15

27-Feb-15

1

6

RFP (Request for proposal)

16-Jul-15

31-Jul-15

6.1

Prepare RFP

IT, U

16-Jul-15

19-Jul-15

4

6.2

Issuing RP to the shortlisted vendors

IT

23-Jul-15

23-Jul-14

1

6.3

Reviewing, analyzing, and score responses

IT, U

26-Jul-14

31-Jul-15

4

7

Additional investigations

1-Aug-15

6-Aug-15

7.1

Software & due diligence checks

IT, U

1-Aug-15

6-Aug-15

4

7.2

Network, Hardware, software and database

IT

3-Aug-15

6-Aug-15

2

8

Resolve outstanding issues

7-Aug-15

24-Aug-15

8.1

Queries from the RFP responses

IT, U

7-Aug-15

10-Aug-15

4

8.2

Detailed of the software demonstrations

U, IT

9-Aug-15

14-Aug-15

4

8.3

Prototyping

IT, U

15-Aug 15

21-Aug-15

5

8.4

Test system

IT, U

22-Aug-15

24-Aug-15

3

9

Visit reference sites

15-Aug-15

28-Aug-15

9.1

Identify who visit

U, IT

15-Aug-15

15-Aug-15

1

9.2

Determine agenda

U, IT

16-Aug-15

16-Aug-15

1

9.3

Arrange visits

U

17-Aug-15

17-Aug-15

1

9.4

Attend visits

U, IT

24-Aug-14

28-Aug-14

3

9.5

Contact other sites through phone

U

23-Aug-15

23-Aug-15

1

10

The decision

29-Aug-15

7-Sep-14

10.1

Review findings and consider options

PM, M, IT, U

29-Aug-14

31-Aug-15

3

10.2

Preparing the proposal paper

PM, PS

31-Aug-14

31-Aug-14

1

10.3

Steering group & Board meeting

B, SG, PS

6-Sep-15

6-Sep-15

1

10.4

Decision made

B, SG, PS

6-Sep-15

6-Sep-15

1

10.5

Contracting and SLA negotiations

P, PM

7-Sep-15

7-Sep-15

1

11

Project management

4-Jun-15

7-Sep-15

11.1

Project plan

PM

4-Jun-15

4-Jun-15

1

11.2

Project kick-off meeting

PM, ALL

5-Jun-15

5-Jun-15

1

11.3

Weekly progress meetings

PM, U, IT

4-Jun-15

7-Sep-15

14

Key

PS = project sponsor

PM = project manager

IT = IT staff

U = users

M = manager (user)

P = procurement

B = board

SG = steering group