This project charter outlines the plan for upgrading the Ohio Department of Human Services (ODHS) email system to Globalupgrades Version 9.0, produced by Worldviewupgrades. The document defines the statement of work, project management methodology, team structure, and baseline schedule. It argues that upgrading the existing software is the most cost-effective solution and details a negotiation strategy grounded in industry data, competing offers, and user-group feedback. The Project Management Lifecycle model guides the process from initiation through execution and review, with full implementation targeted within six weeks of project initiation.
It is believed that remaining with the current software provider and upgrading to the latest version of their product is the most cost-effective and efficient course of action for Ohio State and its communications needs. Through careful research, analysis, and the creation and presentation of reports and other materials, the team responsible for securing an email system upgrade will negotiate the best possible price for Globalupgrades Version 9.0 with its manufacturer, Worldviewupgrades.
Relevant industry data, competing offers, and analyses of Ohio's needs regarding an updated email system will all be included in the materials created and presented during the negotiation process. Advance trial versions of the software will be presented to the ODHS user group, and their recommendations and concerns will also be brought to the negotiating table. This approach aligns with standard practices in public-sector IT procurement, where vendor continuity and cost justification are central considerations.
The Project Management Lifecycle model will be utilized for this project, taking the project through initiation to more complete planning and eventual execution, with a review process constituting the final step in the cycle and providing closure before the next upgrade project is initiated (MPMM, 2011). This will ensure that negotiations for the email upgrade system are carried out in a well-thought-out manner, with careful attention to detail and all appropriate information gathered beforehand (MPMM, 2011). The review process will also help to ensure that the email system is properly implemented after it is selected.
Under the direction of and in direct communication with the project manager, the project team will carry out all necessary functions to successfully complete negotiations. Initial input from the preliminary plan received from Worldviewupgrades — and from the advance trial version of the software — will be sought from the ODHS User Groups, specifically from the appointed liaison between the team and those User Groups, as well as from the software engineer and the Director of the Office of Network Support.
In the execution phase of the project lifecycle, the designated negotiator and the project manager will conduct several meetings with the Globalcom sales representative in order to discuss specific terms. Sufficient time will be allowed between meetings for each party to communicate with other stakeholders on their respective sides before reconvening for further negotiations. As noted in the project management literature, such communication is vital to the successful integration of team members and a rewarding conclusion to the project (Cornelius, 2011). This communication-centered approach reflects best practices in stakeholder management, where keeping all parties informed at each stage reduces the risk of late-stage disagreements.
"Six-week implementation timeline overview"
"Cited sources for methodology and communication"
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